Assigning Contacts to Projects
Use the Assignees page to select and manage the people who are working on a project. You can assign one or more users to a project and each assignee can have a different role in the project, such as attorney or paralegal.
Typically, one active assignee is set as the main assignee and is in charge of the overall progress of the project. The rest of the assigned users are responsible for tasks, milestones, or assignments that move the project forward to completion.
You can perform the following tasks to manage assignees for a project:
- Viewing Users Assigned to a Project
- Adding Assignees to Projects
- Changing the Primary Assignee for a Project
- Unassigning or Reassigning Assignees
- Removing Assignees from a Project
Viewing Users Assigned to a Project
Use the Assignees page of a project record to view a list of the users who are currently assigned to the project and the assignment history if there are any changes.
To view users assigned to a project
- Click the All button.
You can access projects on the All tab, but your system administrator may have provided a customized way for you to access projects. Check with your system administrator for details. - Select a project.
- On the Project list page, click the project whose assigned users you want to view.
- In the left pane, click the Involved/Assignees link.
You can view the status, role, date of assignment, and the date on which the user was unassigned from the project, if it applies.
Adding Assignees to Projects
Use the Assignees page to add assignees and their roles to a project. Roles are the responsibility that each assignee has for a project, such as attorney or accountant.
Projects may also have a project leader who is responsible for the progress of a project. Typically, the project leader is assigned the Primary designation.
To add a user to a project
- Search for a project and open it.
- In the left pane, click the Involved/Assignees link.
- Click Edit.
- Select one or both of the following options:
- If there are no current assignees, select or search for the appropriate user name in the Assignee field.
- To add an additional assignee, click Add New Assignee, and then select the appropriate user name in the Assignee field.
- In the Role drop-down list, select the role that applies to the selected user.
The same user can be assigned to a project several times if the user has a different role for each assignment. - If there is more than one user assigned to this project, in the Primary column, click the radio button to select a main assignee.
- Select a save option.
If email notification is enabled, each of the users assigned to the project will receive an automatically generated message to inform them of their assignment. If you assign yourself to a project, you will not receive an email notification. You only receive email notifications if you are assigned to a project by someone else. See Setting Up Email Notifications.
Assignees Page Field Descriptions
The table below contains the default fields for the Assignees page. The fields that you see may vary based on your system settings and assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.
Assignees Page Field Descriptions
|
Field or Control |
Description |
|---|---|
|
Action |
Add or remove an assignee for this project.
|
|
Add New Assignee button |
Assign a user to this project. |
|
Assignee |
The name of the user that is assigned to this project. |
|
Primary |
The designated project leader. Note: Only assignees with the Active Status may be set as the main assignee. |
|
Reassign button |
Set the selected users status to Active. |
|
Remove button |
Permanently delete a user from this project. |
|
Role |
The duty of a user during this project, for example, Attorney or Accountant. |
|
Status |
The current status of each assignee in the list. Options are:
|
|
Unassign button |
Sets the selected users status to Inactive. |
Changing the Primary Assignee for a Project
Use the Assignee page to assign or change the designated project leader. You can change the
primary assignee at any time.
To change the primary assignee in a project
- Search for a project and open it.
- In the left pane, click the Involved/Assignees link.
- In the Primary column, select the radio button for the user that you want to set as the main assignee.
-
Select a save option.
On the Involved/Assignees list page for a project, the main assignee is indicated by an asterisk.
Unassigning or Reassigning Assignees
Use the Involved/Assignees page to temporarily remove a user from a project, or to reassign a user to a project. There are certain situations when you might need to end or temporarily end an assignee's participation in a project. For example, if the assignee's workload needs to be adjusted, you may give the assigned projects to a different user.
Unassigning assignees instead of deleting them is useful so that you have a record of the project assignment history.
To unassign or reassign users
- Search for a project and open it.
- In the left pane, click the Involved/Assignees link.
- Select one of the following options:
- To temporarily remove users from a project, select the appropriate check-boxes, and then click Unassign. The status changes to Inactive.
- To reassign users, select the appropriate check-boxes, and then click Reassign. The status changes to Active.
- Select a save option.
Removing Assignees from a Project
Use the Involved/Assignees page to completely remove a user from a project.
To remove a user from a project
- Search for a project and open it.
- In the left pane, click the Involved/Assignees link.
- Select the check-box next to the name of the assignees that you want to remove from the project. You can select more than one check-box.
- Click Remove.
- The selected user is completely removed from the Involved/Assignees page, but not from TeamConnect.
- Select a save option.