How to Bulk Assign a Task/Action in Assurance

Note: 'Tasks' and 'Actions' refer to the same function in Assurance, and you may refer to either depending on the adopted terminology on your site.

Tasks/Actions can be assigned in bulk to a number of different people using the following method.

1. Access the relevant Task from your Task Library

2. Navigate to the Assignments tab or Assign Task button (choose one). You may have Assign Action instead.

3. You will have the option to assign from the Assignment or Bulk Assignment tab (choose one)

Assignment and Bulk Assignment Distinctions 

4. You can assign a task to multiple users via both the Assignment or Bulk Assignment tab, however, there are the following distinctions:

a) Using the Assignment tab assigns the person/s responsible with the same task assignment to complete, and, if you assign the task to multiple people an 'all must complete' check-box pops up to select.

If every assignee must complete the task individually, keep the box ticked. This will ensure that the task assignment cannot be marked as complete until each assignee has completed the task, and, will ensure notifications are sent to each assignee (this will be dependent on the settings you choose at the bottom of the pop-up).

If only one person out of all of the assignees is required to complete the task assignment, untick the box. The task assignment will be marked as complete when one person marks it off, and this will stop any further notifications from being sent (again, this will be dependent on the settings you choose at the bottom of the pop-up).

b) The Bulk Assignment section is used when you need to assign a separate task to multiple people. This means that each assignee will have to complete the task assignment individually.

5. The following assignment options are available when using Bulk Assignment:

• Select Person Responsible - add multiple individual people in this space 
• Select Person Responsible by Business Unit - choose a particular Business Unit from the options, to assign only to all people who are part of that Business Unit. People are put into a Business Unit when they are added to the Assurance system. 
• Select All Lite Users - all people who are Lite Users in the platform will be assigned their own task for completion.

Bulk Assign by Business Unit example