When a task is assigned to a task group for the first time, or when a task is assigned to a new or different task group, there are 3 available options, which determine what changes, if any, are made to existing assignments made using task groups.
If you have not made assignments using Task Groups then the More button options can be ignored.
This topic details the 3 available options.
Option 1: Do not modify existing assignments
No changes are made to existing task group assignments. The next time the task group is assigned to a project, the task will appear within the task group.
Option 2: Update existing Task Group assignments
All existing assignments made using this task group will be updated with the task. If the task was not previously assigned, it will be added to the task group. If the task was previously assigned, it will be moved to the task group.
Option 3: Update existing Task Group assignments except where this Task is already assigned to a Project
For each project, the task group assignments will be updated only if the task was not previously assigned to the project.
|
Note: It is important to remember that a task can only belong to one task group and that a task can only be assigned to a project once. |
The following details how each option affects assignments for 2 sample projects (Alpha and Beta). Each project has assignments made by task groups as well as assignments made without task groups. To simplify the explanations, the employees assigned to each task are not displayed.
Two scenarios are detailed:
Scenario A: A new task is assigned to an existing task group.
Scenario B: An existing task is moved from one task group to another.
In the following scenario, Task 5 is a new task and is assigned to existing Task Group A.
Assignments before the change.
Option 1: Do not modify existing assignments.
No automatic modifications are made to existing assignments. Task 5 only appears in Task Group A the next time Task Group A is assigned to a project.
Option 2: Update existing Task Group assignments.
In Project Alpha, Task 5 is added to Task Group A. In Project Beta, Task Group A is not used and therefore Task 5 is not added to the project.
Assignments after using option 2
Option 3: Update existing Task Group assignments except where this Task is already assigned to a Project
Because this is a new task (and therefore new to all projects), Task 5 will be added to all projects using Task Group A. For this scenario, options 2 and 3 have the same effect.
In the following example, Task 5 is reassigned from Task Group A to Task Group B.
Assignments before the change.
Option 1: Do not modify existing assignments.
No automatic modifications are made to existing assignments. Task 5 only appears in Task Group B the next time Task Group B is assigned to a project.
Option 2: Update existing Task Group assignments.
For Project Alpha, Task 5 is moved from Task Group A to Task Group B. For Project Beta, Task 5 is added to Task Group B.
Assignments after using option 2
Option 3: Update existing Task Group assignments except where this Task is already assigned to a Project
For Project Alpha, Task 5 is not moved to Task Group B because it was already assigned to this project. Alternately, for Project Beta, Task 5 appears in Task Group B because Task 5 was not previously assigned to this project.
Assignments after using option 3