What is the best way to format a project with repetitive tasks and multiple users?

English Forum Ask the Community
1

I am building out a project for sales managers that all have the multiples of the same task that will repeat weekly, monthly, quarterly, yearly.

For Example:

Check your Over 60 Open Orders

needs to be completed by Mike, Andy, Nelson, Ed and Peter.

This would repeat weekly. I need to set this up in a way that I can generate a report for ownership about which manager is actively completing their tasks and who is falling behind.

Would the best way to set this up be one main task for Check your Over 60 Open Orders and assign each manager a sub-task for this.

1 Like
2

@Lily_Hayter You could certainly build it that way, and there are probably many here who do. Personally, I prefer to keep everything at the project level rather than using subtasks for this use case.

My suggestion would be to create whatever sections you’d like (weekly, monthly, quarterly, etc.), then create duplicate tasks for each manager and assign them individually. Each task can have the same name (Check your Over 60 Open Orders), the appropriate recurrence, and a single assignee.

Once that’s set up, you can create a second List view with a quick filter for “Just my tasks” (dynamic), save the view, and set it as the default. This way, when managers open the project, they’ll only see the tasks that pertain to them, while you will still have full visibility across everyone’s work for reporting purposes.

Alternatively or additionally for the tab with all tasks, you could set up a single-select custom field and set it with each manager’s name, then use that field as a sub group so each sales manager would have their own subsection under each main.

There is a lot of flexibility, it really just depends on how everyone would prefer to view it.

Best,

Jeremy

2 Likes
3

Hi @Lily_Hayter

Jeremy’s suggestion is a good one. Organising your project would help.

Something to keep in mind: What is initiating the task to check the over 60 open orders?

If you create this as a reoccuring task, then if a sales manager does not tick complete, a new task will not be created and this might skew your reporting.