Question

Repeating work and assignees

  • 27 December 2023
  • 1 reply
  • 23 views
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We have work that is set up to repeat. The work has a consistent Client Owner and Manager, but the preparer role is someone different each time it comes around based on availability. When the work repeats the preparer tasks are automatically assigned to the preparer from the previous occurrence of the work. Is there a way to have the tasks set to no one? When the new work is created from the repeat, I would still like them to be for the “preparer” roll but not assigned to a specific employee.

1 reply

SamG
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Hi @Rebecca Aziza,

Good question 🙂

I don’t believe there is any way to stop a repeating work item copying settings (assignee etc) from the previous work item, however, here are some other thoughts/workarounds…

  • We have created a Karbon user (Colleague) called To Be Assigned. We did this by “inviting” a generic email address to Karbon, calling the user To Be Assigned and never accepting the Karbon invitation. This creates a user called To Be Assigned who is Pending (so doesn’t count for billing) but you can assign Work or Tasks to, to show Work that exists but is still to be assigned to a colleague, to work on. You could do the same and in the repeating work settings, choose this user
  • You can reset Work to the Template (this would clear the assignee fields on Tasks, but possibly not work), I know doing this manually is not necessarily ideal
  • If the Tasks of the future work items are created before you assign the tasks of the current work item, you may be able to trick the system into always creating work items without work and tasks assigned
    E.g. Dec 2023 work item created 1 Dec 2023, repeating settings set to repeat 1 month and have work, tasks and budgets created 3 months in advance. Karbon will create Jan 2024, Feb 2024 and Mar 2024 work (with tasks and budgets) at the start of Dec 2023. You can update Dec 2023 work and task assignees but they won’t copy to Jan 2024 (which was already created). When you update Jan 2024 work and task assignees, it won’t copy across to Feb 2024 (which has already been created). The only downside is you won’t be able to copy across other updates to the Work item task list etc (you could reset it to previous work item, but it will also copy across assignees)

Does that help? 🙂

P.s. you may consider voting for this if you haven’t already:

 

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