Adding additional assignees to a task

You can use Change Assignees to add more people to a task while keeping a clear record of the change in the task history.

How it works

When you update assignees, the system uses the Delegate this task to list to build the new assignment. You can either replace the current assignee with new users, or keep the current assignee and add more users to the task.

If you select Keep current user as assignee, the existing assignee will remain on the task alongside any new users you add.

If you do not select this option, the current assignee will be removed and replaced by the users shown in Delegate this task to.

When is “Change Assignees” available?
The Change Assignees button is only shown for active tasks that have not been completed. The logged-in user must have permission to delegate tasks and must also be either assigned to the task, a manager, or part of the global task force.

Steps to add more people to a task

Open the task and select Change Assignees.

In the Update Task Assignees window, use the action button next to a user’s name to add them to the Delegate this task to list.

Repeat this for each user you want to add.

If the current assignee should stay on the task, select Keep current user as assignee. This is only applicable if you are Replacing the user list.

Update: Add and Replace options

For ease of use, the platform now provides Add and Replace options when updating task assignees.

• Add keeps the current assignee on the task and adds the newly selected user or users.
• Replace removes the current assignee and assigns the task only to the newly selected user or users.

This means you no longer need to rely only on the previous delegation wording to understand the result:

• Choose Add when the existing assignee should remain on the task.
• Choose Replace when the task should move to different users instead.

Department and task assignment rules

You can add users from different departments to the same task. However, the task’s To Department is based on the first user selected.

For this reason, the first user added should be the one whose department or task context the task should belong to.

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Example

A task is currently assigned to Gary.

• If Gary adds Steve and Colin and does not keep himself as an assignee, the task will be reassigned to Steve and Colin only.
• If Gary adds Steve and Colin and does keep himself as an assignee, the task will remain assigned to Gary, Steve, and Colin.
• Using the newer options, this same result would usually be handled by choosing Replace for the first example and Add for the second.

Audit trail

Once saved, the updated assignees will appear on the task and the task history will record that the task was delegated, providing a traceable record of the change.

Select Submit to save the changes.

Notes

• Use the X beside a selected name to remove that user before submitting.
• The Delegate this task to list shows the users who will be included in the new assignment.
• The first selected user determines the task’s To Department.
• Use Add to keep the current assignee and include more users.
• Use Replace to remove the current assignee and assign the task to new users only.