How To Assign A Task To Multiple Users In Asana

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Introduction

Asana is a powerful project management tool that allows teams to collaborate, stay organized, and track their tasks and projects efficiently. With its intuitive interface and robust features, Asana has become a popular choice among businesses of all sizes.

One of the key functionalities of Asana is the ability to assign tasks to specific team members. This ensures clear accountability and helps distribute the workload effectively. However, there are situations where a task needs to be assigned to multiple users, either to foster collaboration or to ensure that everyone involved is aware of their responsibilities.

In this article, we will explore how to assign tasks to multiple users in Asana. We will guide you through the step-by-step process and provide some best practices to help you make the most out of this feature.

Whether you are working on a group project, managing a team, or simply need to delegate a task to multiple people, understanding how to assign tasks to multiple users in Asana is essential. By being able to involve multiple team members in a task, you can enhance collaboration, foster teamwork, and increase productivity.

In the following sections, we will delve into the details of how to assign a task to multiple users in Asana, regardless of whether they are part of the same project or different ones. We will also discuss the potential benefits associated with this approach and provide some best practices to ensure effective task management.

Understanding Asana’s Task Assignments

Before we delve into the specifics of assigning tasks to multiple users in Asana, it’s important to have a clear understanding of how task assignments work within the platform.

In Asana, each task is assigned to a specific team member, who becomes responsible for completing it. This ensures accountability and helps track the progress of individual tasks. When a task is assigned to a user, it appears in their task list and they receive notifications and updates related to that task.

Additionally, Asana allows for task dependencies, subtasks, due dates, and priority levels, making it a comprehensive project management tool. However, by default, each task can only be assigned to one user.

While assigning a task to a single user works well in most cases, there are times when a task requires the involvement of multiple team members. This could be due to the need for collaboration, shared responsibilities, or when task completion requires input or approval from multiple stakeholders.

Fortunately, Asana offers the flexibility to assign a single task to multiple users, allowing for greater collaboration and ensuring that everyone involved is aware of their responsibilities.

This feature is particularly beneficial when working on complex projects that require input and contributions from different team members. By assigning a task to multiple users, you can foster effective collaboration and streamline the workflow, ensuring that no one is left out of the loop.

Now that we have a clearer understanding of why and when assigning tasks to multiple users is important, let’s explore the step-by-step process of how to do it in Asana.

Why Assigning Tasks to Multiple Users is Important

Assigning tasks to multiple users in Asana can bring numerous benefits to your team and project management process. Let’s explore why it is important to consider assigning tasks to multiple users:

  • Collaboration: Assigning a task to multiple users promotes collaboration and ensures that team members can work together seamlessly. It allows for different perspectives, ideas, and skill sets to come together, resulting in more innovative and comprehensive solutions.
  • Shared Responsibility: In some cases, a task may require multiple team members to be responsible for different aspects or stages of the task. By assigning the task to multiple users, you can distribute the workload and ensure that each individual knows their specific responsibilities.
  • Enhanced Communication: Assigning a task to multiple users in Asana ensures that all relevant stakeholders are aware of the task and can participate in discussions, comments, and updates related to the task. This improves communication within the team and allows for effective collaboration.
  • Increased Productivity: Involving multiple users in a task can lead to increased productivity and faster task completion. With multiple team members working on different aspects of the task simultaneously, it allows for parallel progress and reduces the overall turnaround time.
  • Improved Accountability: Assigning a task to multiple users ensures that accountability is shared among team members. Each individual knows their role and is responsible for completing their assigned portion of the task, leading to increased accountability and task completion rates.

By assigning tasks to multiple users in Asana, you can tap into the collective skills, knowledge, and expertise of your team, resulting in more efficient and effective project management. It promotes collaboration, shared responsibility, communication, and ultimately leads to better outcomes.

Now that we understand the importance of assigning tasks to multiple users, let’s move on to the step-by-step guide on how to do it in Asana.

Step-by-Step Guide to Assigning a Task to Multiple Users in Asana

Assigning a task to multiple users in Asana is a straightforward process. Follow these steps to successfully assign a task to multiple users:

  • Open Asana and navigate to the project or task where you want to assign the task to multiple users.
  • Click on the task you want to assign to multiple users to open its details.
  • On the right panel, locate the “Assignee” field and click on it. By default, it will show the name of the currently assigned user.
  • In the assignee field, start typing the names of the team members you want to assign the task to. As you type, Asana will provide suggestions based on the names or emails of the users in your workspace.
  • Select the names of the team members you want to assign the task to from the suggestions. You can assign the task to as many users as needed.
  • Once you have selected all the desired users, click outside the assignee field or press Enter to save the changes.
  • The task will now be assigned to the selected users. Each user will receive a notification and see the task in their task list.
  • Asana provides the flexibility to assign different due dates, tags, and subtasks to each user if necessary. You can customize these details based on the specific responsibilities or requirements of each user.
  • Continue with the project or task management process, and the task will be visible and accessible to all assigned users, allowing for collaboration and seamless workflow.

By following these simple steps, you can easily assign a task to multiple users in Asana, empowering your team to collaborate, share responsibilities, and work together towards the successful completion of the task.

Now that you know how to assign a task to multiple users in Asana, let’s explore two different options for assigning tasks to multiple users – in the same project or in different projects.

Option 1: Assigning a Task to Multiple Users in the Same Project

Assigning a task to multiple users within the same project in Asana allows for seamless collaboration and streamlined communication. Follow these steps to assign a task to multiple users in the same project:

  • Open Asana and navigate to the project containing the task you want to assign to multiple users.
  • Click on the task to open its details.
  • On the right panel, locate the “Assignee” field and click on it.
  • In the assignee field, start typing the names of the team members you want to assign the task to.
  • Select the names of the team members from the suggestions. You can assign the task to as many users as necessary.
  • Click outside the assignee field or press Enter to save the changes.
  • The task will now be assigned to all selected users within the same project.
  • All assigned users will receive a notification regarding their new task assignment and will be able to access and work on the task within the project.
  • Collaborate with the assigned users, share updates, and communicate effectively through comments and discussions on the task.

Assigning a task to multiple users within the same project in Asana promotes teamwork, fosters collaboration, and ensures that all team members involved in the project are aware of their responsibilities.

Now let’s explore another option for assigning tasks to multiple users in different projects.

Option 2: Assigning a Task to Multiple Users in Different Projects

There may be cases where you need to assign a task to multiple users who are working on different projects in Asana. Assigning a task to multiple users in different projects ensures that everyone involved is aware of their responsibilities, even across different projects. Follow these steps to assign a task to multiple users in different projects:

  • Open Asana and navigate to the project where the task you want to assign to multiple users is located.
  • In the assignee field, start typing the names of the team members you want to assign the task to. Note: These team members may be working on different projects.
  • Select the names of the team members from the suggestions.
  • The task will now be assigned to the selected users, regardless of the projects they are working on.
  • All assigned users will receive a notification regarding their new task assignment, regardless of the project they are currently in.
  • Users can access and work on the task from their respective projects, ensuring that everyone involved is aware of the task and can contribute to its completion.
  • Collaborate with the assigned users, share updates, and communicate effectively on the task to ensure seamless workflow and coordination.

Assigning a task to multiple users in different projects allows for cross-project collaboration, ensuring that all team members working on various projects can contribute to the task’s completion.

Now that we have explored both options for assigning tasks to multiple users – in the same project and in different projects – let’s move on to some best practices to consider when assigning tasks to multiple users in Asana.

Best Practices for Assigning Tasks to Multiple Users in Asana

Assigning tasks to multiple users in Asana can be a powerful way to enhance collaboration and streamline project management. To ensure effective task assignment and maximize productivity, consider the following best practices:

  • Define clear roles and responsibilities: Before assigning a task to multiple users, clearly define the roles and responsibilities of each team member. This helps avoid confusion and ensures that each individual knows their specific tasks and deliverables.
  • Communicate expectations: Clearly communicate your expectations to all assigned users. Discuss project objectives, deadlines, and any specific requirements or guidelines that need to be followed to successfully complete the task.
  • Set realistic deadlines: When assigning tasks to multiple users, set realistic deadlines that accommodate the workload and availability of each individual. This helps in maintaining a consistent workflow and ensures timely task completion.
  • Encourage collaboration: Foster a collaborative environment by encouraging assigned users to communicate and share updates, ideas, and insights with each other. By collaborating effectively, team members can leverage each other’s expertise and work towards a common goal.
  • Utilize Asana’s features: Take advantage of Asana’s features, such as task dependencies, subtasks, due dates, and priority levels, to effectively manage and organize tasks assigned to multiple users. These features can help streamline work and keep everyone on track.
  • Monitor progress and provide feedback: Regularly monitor the progress of the assigned task and provide constructive feedback to the team members involved. This helps keep the project on track and ensures that any potential issues or obstacles are addressed in a timely manner.
  • Ensure clear communication channels: Establish clear communication channels for assigned users to discuss the task, share updates, and seek clarification when needed. This can be done through in-app comments, regular meetings, or dedicated communication tools.
  • Regularly review and adjust: Regularly review the progress and effectiveness of task assignments to multiple users. If necessary, make adjustments to the assignment or the project plan to ensure optimal workflow and productivity.

By following these best practices, you can optimize the task assignment process and successfully manage tasks assigned to multiple users in Asana. Collaboration and effective teamwork will be fostered, and the potential for successful task completion will be maximized.

Now that we have discussed the best practices, it’s time to wrap up this guide on assigning tasks to multiple users in Asana.

Assigning tasks to multiple users in Asana is a valuable feature that promotes collaboration, shared responsibility, and effective project management. Whether you need to involve multiple team members in the same project or across different projects, Asana provides flexibility and ease of use to accomplish this.

In this article, we explored the importance of assigning tasks to multiple users and provided a step-by-step guide on how to do it in Asana. We discussed two options – assigning tasks to multiple users in the same project and assigning tasks to multiple users in different projects.

We also highlighted some best practices to follow when assigning tasks to multiple users, including defining clear roles and responsibilities, encouraging collaboration, utilizing Asana’s features, and ensuring effective communication channels.

By implementing these best practices and leveraging the power of Asana’s task assignment capabilities, you can enhance collaboration, distribute workloads effectively, and achieve greater project success.

Remember to regularly review and adjust task assignments as necessary. This allows for flexibility and adaptability to changing project needs and ensures that tasks are completed efficiently and on time.

Now that you have a thorough understanding of how to assign tasks to multiple users in Asana, it’s time to put your knowledge into practice. Start utilizing this powerful feature to streamline your project management process and enhance team collaboration.

Get started with Asana and empower your team to work together seamlessly towards achieving your project goals.

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How To Assign Tasks To Team Members Effectively? Our Full Guideline

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How can I effectively assign tasks to people?

Why is it that despite assigning tasks, some groups reach peak productivity and project success, while others grapple with conflicts and burnout?

And how can I address and solve issues related to task assignment?

In this article, we’ll provide answers to all of these questions.

Ready to elevate your task assignment skills and boost your project success? Let’s dive right in!

I. Assigning Tasks: Quick Overview

1. What is task assigning?

Task assigning is the process of allocating specific duties to team members to achieve a common goal.

2. Why is assigning tasks to team members important?

Effective task assigning is crucial for achieving team goals and maintaining productivity because it improves:

  • Fair workload distribution.
  • Resource efficiency.
  • Seamless team collaboration
  • Simplifying project progress tracking.

There’s more.

As everyone knows their role, responsibilities, and how their work contributes to the bigger picture, they feel less confused and more accountable for their assigned task.

II. How to assign tasks effectively in a project?

Below are the best strategies, practices, and tips for assigning tasks to others effectively.

Stage 1: Before assigning tasks

  • Understand the project & your team members

Ensure you get a clear understanding of:

  • Project’s objectives, scope, desired outcomes, and any deadlines.
  • Team members’ skills, strengths, weaknesses, and preferences.

This step allows you to match the right tasks with the right team member, which helps allocate tasks efficiently, increase productivity, and maximize project success.

  • Break down the project into individual tasks

Follow these steps:

  • Identify major components of the project based on its goals.
  • Break components into smaller tasks.

task assign to multiple users

This makes it easier for managers to allocate responsibilities and track progress while helping team members better grasp the overall process.

  • Prioritize tasks

Prioritize tasks based on 3 factors: 1) urgency, 2) importance, and 3) complexity. Here’s how:

  • Identify time-sensitive tasks.
  • Address tasks contribute to your long-term goals and should not be neglected.
  • Categorize tasks based on difficulty levels, and time and resources required.
  • Create a priority list of tasks based on the combination of all three criteria.

task assign to multiple users

This valuable step helps managers make informed decisions on which tasks to tackle first and find the right people to work on each task.

Stage 2: While assigning employee tasks

  • Match the right person to the right task

Assign tasks to the most qualified people.

Start by allocating high-priority tasks to the first available person with the matching expertise. Schedule low-priority tasks.

Straightforward tasks can be assigned to less experienced members, while complex tasks may be given to those with advanced skills.

  • Be mindful of your team’s availability.
  • Set realistic deadlines. Ensure to give members sufficient time to complete their assigned task.
  • If someone shows interest in a particular task, consider assigning it to them.

If you know your employees well enough, then make a list of dependable people who are ready to take on a little more duties.

Give them low-priority yet important tasks with authority.

  • Communication

task assign to multiple users

To avoid disputes, constant clarification, or errors, it’s important to help your team members understand:

  • Project’s goals, desired outcomes, and deadlines.
  • Tasks’ requirements and priorities, plus how they contribute to the overall project’s success.
  • Who is responsible for which task and what is expected of them.

Tips: Use clear and concise language when communicating. Encourage employees to ask questions and seek clarification on the project and their assigned tasks.

Stage 3: After assigning tasks

  • Monitor Progress & Offer Help

Check-in with team members regularly to see how they are doing and if they need any help.

Encourage them to open up and transparently communicate their concerns and challenges.

On your side as a team leader or project manager, be available to offer assistance if they encounter challenges.

This helps resolve issues and improve the task assignment process.

  • Provide Necessary Resources

Ensure that team members have the necessary resources, tools, and information for their task completion.

Stage 4: After the task/project is completed

  • Reflect on Past Assignments

After each project or task, take time to reflect on what worked well, what didn’t, and where certain tasks weren’t up to par.

Address any issues and offer feedback on completed tasks. Use this feedback to refine your approach in future assignments.

Recognize and reward everyone’s efforts and contributions. This helps keep employees excited and motivated.

  • Continuous Learning and Improvement

Invest in training and development opportunities for your team to enhance new skills and knowledge.

Extra tips for assigning tasks effectively:

  • Use project management software to help you manage workload, make time estimates, performance reviews, etc.
  • Be flexible. Things don’t always go according to plan, so be prepared to adjust your assignments as needed.
  • Don’t be afraid to experiment. Try different approaches to see what works best for your team.

III. How to assign tasks in Upbase?

In this section, I’ll show you how a project management tool like Upbase helps simplify task assignments, improve morale, and increase outcomes.

Quick info:

  • Upbase organizes and manages projects by lists.
  • Members of a list can’t see and access other ones except those lists’ owners allow them to.
  • Upbase offers unlimited free users and tasks.

Sign up for a free Upbase account here , follow this guide, and take your task assignment process to the next level.

1. Break down projects into smaller tasks

Create a new list:

  • Hover over “Lists” on the left sidebar to open the dropdown menu.
  • Select “List”
  • Edit the list’s icon, color, name, and description. Then, add your employees.

Add new tasks to the list:

  • Navigate to the Tasks module.
  • Create and edit sections.
  • Add tasks to sections by clicking “+” or “Add task”.

Add new tasks via emails : Open the dropdown menu next to the list name, select “add tasks via emails”, and follow the instructions.

How-to-assign-tasks-effectively-in-Upbase: the feature of adding tasks via emails

Add task details:

You can add specific instructions, priorities, deadlines, and other attributes to individual tasks and subtasks.

How-to-assign-tasks-effectively-in-Upbase: task details

Keyboard shortcuts : Hover over a task card and press:

  • “S” to set high priority
  • “D” to open the Due date picker
  • “C” to open the Tag picker

Upbase Tip : Use task tags to categorize tasks by urgency, importance, and complexity. This makes it easier to match the right tasks to people for later.

2. Assign tasks

Check your employee availability:

Go to the Members page, and click on the team member you’d to assess their workload.

How-to-assign-tasks-effectively-in-Upbase: Check employees' availability

You’ll be driven to a separate page that shows that member’s assigned tasks, along with their due dates, priorities, etc. You can also filter tasks by one of these attributes.

Use this page to check each employee’s availability and identify who can complete additional tasks.

Assign tasks:

Open the desired task, click “Assignee”, and choose the right team member(s).

How-to-assign-tasks-effectively-in-Upbase.

Keyboard shortcuts : Hover over the task and press “A” to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

If you want multiple people to work on a particular task, consider dividing it into subtasks, give time estimates for each, and then assign them to the right team member(s).

Communicate tasks:

Use the Messages and Chat modules to communicate with your team.

Messages is best suited to show the big picture, like project goals, desired outcomes, everyone’s duties, and how their work contributes to the whole.

How-to-assign-tasks-effectively-in-Upbase: The message board

Make use of the comment box to encourage everyone to ask questions and seek clarification about the project or their assigned tasks.

How-to-assign-tasks-effectively-in-Upbase: The Message board feature

Chat supports both 1:1 chats and group chats. It’s perfect for quick discussions about issues, task deadlines, etc.

How-to-assign-tasks-effectively-in-Upbase: The global chat tool

3. Track progress

Upbase offers an array of tools for project managers to track the workload of other employees.

To track a project’s progress:

From the Tasks module :

Here, you can view tasks in a List or Board format.

The List format provides an overview of tasks, deadlines, priorities, and employees working on them, while the Board visualizes the project’s progress.

Besides, you can group tasks by due date, priority, assignee, or section. View tasks filtered by one or multiple tags. Or create a custom filter.

From the Calendar module:

It shows all the scheduled tasks within a project by week or month. It also allows you to create a new task or reschedule overdue tasks.

To track the progress of all projects in a workspace :

Filters : In addition to filtering tasks within a project, you can create custom filters across multiple or all projects in a workspace.

Schedule : It functions similarly to the Calendar module. The two main differences are:

1) Schedule is to track the progress of tasks from all projects while Calendar is to track the progress of tasks within a project.

2) Schedule offers an additional view, named Daily Planner.

How-to-assign-tasks-effectively-in-Upbase: The daily planner view

Other tools for progress tracking:

My Tasks : A private place where you can get an overview of all the tasks you create or tasks assigned to you.

How-to-assign-tasks-effectively-in-Upbase: The My Tasks page

4. Encourage collaboration and provide support

Use Upbase’s Docs, Files, and Links to provide employees with resources, information, and tools they need to complete tasks.

These modules are available in each list, making it easy to manage project data separately. Plus, they all provide collaboration features like watchers and comment boxes.

  • Docs : You can create native documents, share a doc’s public link, embed Google Docs, and organize documents by folders.
  • Files : It allows you to upload/download files, manage file versions, embed Google Drive folders, and show files by Grid or Board view.

How-to-assign-tasks-effectively-in-Upbase: The Files tool

  • Links : You can save URLs as cards, and then add descriptions, watchers, and comments.

How-to-assign-tasks-effectively-in-Upbase: The Links tool

5. Providing feedback

On the Tasks module, you can create a section, named “Review”.

When a task is completed, the assignee will drag and drop it here. Then, you, as a project manager will leave feedback on it via the comment box.

So, why wait? Sign up for a free Upbase account now and experience it yourself.

IV. Common mistakes to avoid

For successful task assignment, remember to avoid these common mistakes:

1. Fear of Assigning Tasks

Some people, particularly new or inexperienced managers, may hesitate to allocate tasks to others due to concerns about:

  • The quality of the work
  • Fear of losing control
  • Lack of trust in team members

This fear can hinder productivity and personal growth within a team or organization.

2. Lack of Clarity

This means that the instructions and details regarding a task are not transparent.

Team members may not have a clear understanding of what they are supposed to do, what the goals are, or what the expected outcomes should be.

This lack of clarity can lead to confusion and misunderstandings.

3. Poor Communication

task assign to multiple users

Poor communication can contribute to misunderstandings and problems in task assignments, too.

However, it addresses different aspects of the overall process.

Poor communication means that there might be a lack of information sharing or ineffective communication methods. This could include:

  • Not providing updates
  • Failing to ask questions when something is unclear
  • Not actively listening to others.

Even with clear instructions, if there’s poor communication, the information may not be conveyed effectively.

2. Overloading

Assigning too many tasks to a single person or team can overwhelm them and negatively impact the quality of their work. It’s crucial to distribute tasks evenly and consider each individual’s capacity.

3. Ignoring Skills and Strengths

Neglecting to match tasks with team members’ skills and strengths can result in subpar performance. Assign tasks based on individuals’ expertise and abilities to optimize results.

5. Micromanagement

task assign to multiple users

Hovering over team members and scrutinizing every detail of their work can stifle creativity and motivation.

Trust your team to complete their tasks and provide support when needed.

6. Inflexibility

Being rigid in task assignments can prevent adaptation to changing circumstances or new information. It’s essential to remain open to adjustments and feedback.

8. Unrealistic Deadlines

Setting unattainable deadlines can put unnecessary pressure on your team and lead to a rushed and subpar outcome. Ensure that timelines are realistic and allow for unexpected delays.

10. Lack of Feedback

Forgetting to provide constructive feedback or failing to seek input from team members can hinder growth and improvement. Regularly discuss progress and provide guidance when necessary.

In summary:

Successful task assignment relies on clear communication, matching tasks to skills, flexibility, and a supportive, accountable, and feedback-driven environment.

Avoiding these common mistakes will help ensure that tasks are completed efficiently and effectively.

1. What’s the difference between assigning and delegating tasks?

Task delegation means you give someone the authority to make decisions and complete tasks independently without constant supervision.

Task allocation, on the other hand, means you assign specific duties to someone, often with clear instructions, while retaining overall control.

A delegated task gives the team member more freedom to make decisions and determine how to produce the desired results. An assigned task is more limited because it’s based on instructions and under supervision.

In short, delegating tasks typically involves a higher degree of trust and empowerment than allocating tasks.

2. What’s the difference between tasks and subtasks?

What's the difference between tasks and subtasks?

Tasks are generally larger, more significant activities that need to be completed, while subtasks are smaller, specific components or steps that contribute to the completion of a task.

Subtasks are often part of a broader task and help break it down into manageable pieces.

3. Who is the person assigned to a task?

The person assigned to a task is called an “assignee”. They’re responsible for completing that specific job or duty.

4. Who should you delegate a task to?

Delegate a task to the person best suited for it based on their skills, expertise, and availability.

Choose someone who can complete the task effectively and efficiently, taking into account their experience and workload.

5. What is the best way to assign tasks to team members?

The best way to assign tasks to others is by considering each member’s strengths, skills, and workload capacity, and aligning tasks with their expertise and availability.

6. Why is it important to assign tasks to your team members?

Assigning tasks to team members is crucial because it ensures clarity, accountability, and efficiency in achieving goals.

It helps prevent duplication of efforts, enables better time management, and allows team members to focus on their strengths, ultimately leading to successful project completion.

7. How do you politely assign a task?

To politely assign a task, you can follow these steps:

  • Start with a friendly greeting.
  • Clearly state the task and its importance.
  • Ask if the person is available and willing to take on the task.
  • Offer any necessary information or resources.
  • Express appreciation for their help.

8. How do short-term goals differ from long-term goals?

Short-term goals are specific, achievable objectives that you aim to accomplish soon, typically within days, weeks, or months.

Long-term goals are broader, more substantial objectives that you work towards over an extended period, often spanning years.

Short-term goals are like stepping stones to reach long-term goals.

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Copilot Cookbook Challenge | Week 4 Results | Win Tickets to the Power Platform Conference

Copilot Cookbook Challenge | Week 4 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  n/a2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a     Week 3 Results:  Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Parul_Yadav_Neo1. n/a2. SpongYe2. n/a3. n/a3. n/a4. n/a4. n/a5. n/a5. n/a   Week 4 Results:  Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. @nickpotts10  1. @ShrushtiShah  2. @Suniti_0020 2. @swaminawale 3. n/a3. @farukhis786 4. n/a4. @ManishSolanki  5. n/a5.  n/a

June 2024 Community Newsletter

June 2024 Community Newsletter

It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Summer of Solutions | Week 1 Results | Win free tickets to the Power Platform Conference

Summer of Solutions | Week 1 Results | Win free tickets to the Power Platform Conference

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)  

Updates to Transitions in the Power Platform Communities

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by the end of July with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

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pamila-barros

Assigning one task to multiple people

To be clear, i don’t want to have multiple people assigned to one task. but i want to be able to create 1 task… and it automatically duplicate and assign to multiple people.

it is a common occurrence in my team that we have an item set as an activity in the team meeting that we must all do, say “Read Book A”. Currently Someone has to create the task “Read Book A” and duplicate it X times and then assign to all the people in the team so everyone has the task in their queue. Would be great to have a feature where we create the task once, add in multiple people and multiple duplicates generate for those people.

Hi @Becky_Manson ,

I believe this is already supported; if you go to assign a task, a button should appear at the bottom of your user list saying Assign to multiple people. If you click that, you can add a list of people and a duplicate task will be created for each of them.

Hi @Stephen_Li , Is there any way to track tbh comments or logs the amount of tasks created if, for example, I assigned a team and not individual people?

Hi @Ziv_Solomon ,

Welcome to the forum! To my knowledge, this isn’t possible natively. That said, there are some workarounds you could consider:

  • If you add a custom field to the project or use a unique tag on the originating task, you can run a report that performs a count for tasks with that field value/tag.
  • If you have a unique name for the original task, you could save a filtered search of that specific term (I think some people use emojis for this purpose with great success).

@Becky_Manson ,

I recommend a parent task to single-source the actual task info, then use the Assign Duplicates functionality in subtasks . I explained that here:

Thanks @Stephen_Li - never noticed this before but this is ging to REVOLUTIONIZE my asana use haha!

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Assinging multiple users to a task in Azure Devops

Is there any way that a can assign multiple people or a group to a task item in Azure Devops?

Not Monitored Tag not monitored by Microsoft. 37,318 questions Sign in to follow

is there an ETA for the request?

++ this is a very important feature for assigning work to teams

+1 for this basic feature not supported yet.

This functionality is also desired to Features and User Stories. If only ONE user is assigned to Feature or User Story, it's almost impossible to do the planinng for entire team where you have clear distribution of allocated story points along the teammates! Microsfost PLEASE FIX IT! thanks in advance for any feedback!

Will be really helpful, as we have different collaborative work items from same team in different combinations

Three years later and still not able to assign multiple people or a group to a task item in Azure DevOps. [sadface]

Has anyone discovered an extension that can do this instead? I thought there was one, but I cant find it again.

@Gökhan DURMAZ Welcome to Microsoft Q & A Community Forum. AFAIK, it is not possible to assign multiple users to a task in Azure Devops. There is open feedback thread for this under review. Also, kindly note this forum is mainly intended for Azure questions. I would kindly suggest you to post Azure DevOps question here where Azure DevOps experts can assist you effectively for your request.

Thanks for the answer!

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How to assign task to multiple users at same time?

I make task management system and i don't know well how to assign task to multiple users at same time?

This is my AssignmentController Store function.

This is my assignment.create page where is 3 field assigned_to, task_title and task_description done_at is optional

SEYED BABAK ASHRAFI's user avatar

You have users table

and assignments table

And you must have user_assignment table

This table define many to many relationship between users and assignments Which means that each user has many tasks and each task belongs to many users

read the documentation : https://laravel.com/docs/7.x/eloquent-relationships#many-to-many

Rafah AL-Mounajed's user avatar

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  • Initially, only the firm group exists (group location ***). This group name varies depending on the name Thomson Reuters created for the firm during the initial setup. Any member of this firm group has rights to all accounts.
  • Enter a name, location, and email for this group.
  • Select the rights to grant to administrators associated with this group such as Add Returns, Delete Returns, Assign Returns, etc. note Administrators that belong to this group can pass whatever rights they are granted here on to their own groups and users.
  • Use Full access when granting access to an entire account.
  • Use Limited and Preparer to restrict access within an account to specific returns assigned to groups or users.
  • Select Create .

Edit a group's permissions and assign users to a group

  • On the Groups Administration page, select the group(s) you want to edit.
  • Select one of the options that applies Edit , Copy , Rights , History .
  • Select the Users tab, to see a list of the Available Users not currently members of the group, including users from other locations.
  • Select the user to add to the group and select Assign .

Delete or activate single or multiple groups

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Assigning multiple users to task for the purpose of resource planning.

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14 ways to get better at using ChatGPT: Comprehensive prompt guide

  • ChatGPT has taken the world by storm — but some struggle to get the chatbot to do what they want.
  • Insider asked AI enthusiasts how they interact with the chatbot to produce desirable outputs.
  • Here are 14 tips for crafting the best ChatGPT prompts, from assigning it a persona to being polite.

Insider Today

Since launching over a year ago, ChatGPT has become seemingly omnipresent.

At work, people have used the OpenAI product to develop code , generate marketing materials , and create lesson plans . It's become so popular that companies are now hiring workers who have ChatGPT expertise to boost their bottom lines. 

And in their everyday lives, people are turning to the chatbot for help with losing weight , landing dates , and delaying aging.

But ChatGPT doesn't always produce desirable outcomes, and the tech can be prone to errors and misinformation.

It all comes down to the prompts users put into ChatGPT. 

"If you really want to generate something that is going to be useful for you, you need to do more than just write a generic sentence," Jacqueline DeStefano-Tangorra, a consultant who uses ChatGPT to secure new contracts, told Insider . 

Insider sifted through AI research and asked AI enthusiasts, ChatGPT coaches, and workers who use the chatbot for tips on how to get ChatGPT to do what you want.

Here are 12 ways you can write better ChatGPT prompts. 

1. assign chatgpt a specific  role.

ChatGPT works best when you assign it a persona — such as a specific job role — Jason Gulya, an AI council chair at Berkeley College who teaches clients how to use ChatGPT, said.

Rob Cressy, the founder of the AI-coaching firm GPT Leaders, told Insider to "talk to ChatGPT like an employee" to help accomplish particular goals or tasks.

To do this, Gulya suggests that users write a prompt that includes a specific, concrete description of the persona you want the chatbot to take on. Begin your prompt with "act as a professor" or "act as a marketing professional," followed by a description of the desired outcome.

2. Be specific — and only give the bot one task at a time

Once you give ChatGPT a role, craft the prompt so it can accomplish a singular task such as writing a 300-word cover letter or generating a recipe for a protein-packed dinner.

"Don't ask it to do too much at once," Cressy said.

If you're a marketing professional, and you want ChatGPT to build a list of emails, Peggy Dean, an artist who runs a ChatGPT course for creatives , recommends crafting what she calls a "power prompt," a concise and detailed prompt.

If asking ChatGPT to brief a marketing campaign, she said she'd include target audiences, key features, and calls to action.

If asking the chatbot to come up with an email list and calls to action, she said she'd say:

"Pretend you are an expert email marketer and your client is a [role] specializing in [offerings] for [target audience]. Your goal is to build a robust email list in order to accomplish [goal]. Your client uses [platform(s)] to reach their audience. Come up with [details or quantity] ideal call to action ideas of [freebies or lead magnets] your client can provide."

"It's crucial to have a clear idea of what you hope to achieve," Dean told Insider. 

3. Refine your prompts based on a previous outputs

If ChatGPT's response isn't quite what you're looking for, Cressy said to build on its output by fine-tuning the initial prompt. He calls this process "peeling back an onion." 

"Don't be afraid to refine your prompts," DeStefano-Tangorra said. "If the initial output doesn't match your expectation, rephrase the prompt, add more detail, or clarify the context." 

If the answer to a prompt asking ChatGPT to "suggest a good book" is too vague, refine it to something like: "As someone who loves mystery novels with strong female leads, like Agatha Christie's Miss Marple series, can you suggest other similar books that I may enjoy?" 

4. Provide context 

ChatGPT prompts should include context such as historical information, user profiles, preferences, or any relevant details to guide its response, DeStefano-Tangorra said. The more specific, the better. 

Asking ChatGPT to "suggest dinner recipes," will lead to a generic output. Instead, DeStefano-Tangorra suggests tweaking that prompt to say: "As someone who loves trying out new cuisines and has a particular fondness of spicy food, can you suggest an exciting dinner menu for my next weekend get-together with my friends?"

If you want to apply ChatGPT to your business, Cressy suggests creating a "best-practices document" that includes details on who you are, what you do, and what your brand voice sounds like. That way, users can copy and paste the information into the chatbot whenever they start a new conversation. 

Instead of asking ChatGPT to "create me a marketing strategy" the prompt should say "I am a world-class [role] who helps [target audience] for business growth. Our brand voice is friendly, positive, inspiring, brand-safe, conversational. Create me a marketing strategy to help build my brand on Facebook and Instagram by leveraging my podcast." 

5. Break down the desired output into a series of steps

While it's best for prompts to be specific and include context, writing a long prompt can be counterproductive, Gulya said. 

"More often than not, a long mega-prompt does not give the desirable output," he said. 

Related stories

To avoid this, Gulya suggests breaking down the desired output into a series of steps. That way, if the chatbot generates errors, the user can pinpoint what exactly the chatbot may not understand. 

" This allows you to validate each step before proceeding, course-correcting when necessary," Gulya said. 

If the goal is to use ChatGPT to generate a widely read blog post, the user should ask the chatbot to first research which SEO terms will most likely make the article appear at the top of search-engine results. In a separate prompt, ask it to apply what it learned to the blog post.

6. Ask ChatGPT for advice on how to prompt it better 

To ensure your prompt is as thorough as it can be, Dean suggested asking ChatGPT what other details it needs from the user to produce the best output.

To do this, Dean suggests adding a line to your prompt that follows this template: "If I want to [desired outcome], what prompts should I share with ChatGPT in order to get the best results?" 

Once ChatGPT has generated an output, tell the chatbot what you like and dislike about the output and ask it to "request additional results, edits, or tweaks," she said.

7. Prioritize clarity and precision 

DeStefano-Tangorra suggests that ChatGPT users "explicitly outline your expectations within the prompt" by adding precise words. 

"Clear and specific prompts lead to more relevant and useful responses," she said. 

The prompt "compare and contrast using an oven versus a microwave for preparing dinner," should be tweaked to "can you compare and contrast the advantages and disadvantages of using a traditional oven versus a microwave for preparing a family dinner?" 

8. Use a thesaurus

To write your prompt with precision, Anna Bernstein, a prompt engineer at the generative-AI writing tool Copy.ai, suggests using a thesaurus to find the words that can increase your chances of getting what you want out of the chatbot. 

"Don't give up on a concept just because your first prompt didn't get the result you wanted," Bernstein previously told Insider . "Often, finding the right word or phrasing can unlock what you're doing."

9. Pay attention to verbs  

A thesaurus can help you find verbs that clearly express your intent. That way, the AI has a better chance of fully understanding your request, Bernstein said. 

She said that a prompt including the phrase "condense this" is stronger than "rewrite this to be shorter."

10. Be polite, but direct 

While ChatGPT users may have different conversational styles, Gulya said he finds that talking to the AI using polite, direct language — as if he's writing to a friend — yields the best results.

"Doing so puts me in a more collaborative, more flexible mindset," he said. 

When interacting with the chatbot for, say, advice on how college professors can enhance their skillsets, Gulya suggests writing flattering comments such as, "You're magnificent at seeing the root causes in faculty member's anxieties about artificial intelligence."

After the chatbot spits out a response you like, express gratitude by saying something like, "This is great. Thank you so much!" followed by a request to make revisions to its output.

11.Talk to ChatGPT with emotional language

If talking to ChatGPT like a friend doesn't produce desirable results, try adding some emotion to your prompts.  

A study conducted by a team of researchers from Microsoft, William & Mary, and research centers across Asia found that adding phrases like "This is very important to my career" and "You'd better be sure" to ChatGPT prompts yield better responses. 

ChatGPT users can also try writing prompts with phrases like "You'd better be sure," "Take pride in your work and give it your best," and "Remember that progress is made one step at a time. Stay determined and keep moving forward." 

12. Check and tweak the copy's tone and reading level 

If you're using ChatGPT to generate copy or captions for social media posts, make sure to tweak its tone so the content resonates with your target audience, Ashley Couto, a marketing professional who uses the chatbot to reduce her workload, told Business Insider.  

Couto finds that the best marketing copy reads at a fifth- or sixth-grade level, which includes "short sentences and paragraphs, a conversational tone, and simple language." 

To do this, Couto recommends asking ChatGPT to "change the reading level and tone" after it spits out a response. 

13. Feed ChatGPT an outline 

If you want ChatGPT to generate longer posts, Couto suggests giving the AI a specific structure and outline. She said the more specific you can be with your instructions, the better its output will be. 

Here's one prompt Couto uses to generate a company blog post:

"Following this story structure — 1. Capture the heart, 2. Set up a tension, 3. Resolve the tension, 4. Conclude by offering value — write a 1,000-word story at a grade-five reading level in the first person using the following information."

14. Include reference text 

Is ChatGPT making up answers that are factually incorrect? If so, adding bodies of text from trusted sources into the prompt may help eliminate these hallucinations. 

OpenAI's prompt guide suggests copying and pasting articles into ChatGPT, and then asking the chatbot to answer questions based on them.

An example of a prompt OpenAI provides is "Use the provided articles delimited by triple quotes to answer questions. If the answer cannot be found in the articles, write 'I could not find an answer.' After that, insert the text from the article below, followed by the questions you want ChatGPT to answer." 

Watch: What is ChatGPT, and should we be afraid of AI chatbots?

task assign to multiple users

  • Main content

task assign to multiple users

Publish task lists to define and track work in your organization

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As an operations manager or similar business leader, you can centrally create a list of tasks for many teams in your org and monitor for completion of work. This feature is designed to make task management easier for organizations with frontline workers distributed across many different geographic locations.

This capability is available to you in the Planner app in Microsoft Teams if your organization  enabled task publishing for you and your team.  

In this article

Before you get started

Create a publishable task list

Make changes to a list that hasn't been published yet

Publish a task list

Make changes to a published task list

View reporting for published tasks

With task publishing, your organization can centrally define tasks and distribute them to the teams who must perform the work. If enabled for you by your organization , you’ll find this functionality in the Planner app in Microsoft Teams.

In the task publishing experience, you start with a task list, which you can add tasks to. You have control over the details for each task in a list so you can add notes, set the priority, attach documents and photos, or apply requirements for completion. When you add at least one task to a task list, you can publish that list to the teams (locations) that you choose. After publishing a list, you’ll see a reporting view that reflects completion status of the work across locations, and:  

Frontline workers can see all tasks assigned to them in the Planner app in Teams on mobile, desktop, and web.

Frontline managers can use Planner to track task progress and completion for their locations.

Organization leaders can use Planner to see task progress across all locations.

Frontline workers and managers won’t be able to delete the tasks published to their team. The title, notes field, and checklist item fields are also protected for published tasks, so frontline employees can't change the details of the work.

Screenshot showing the Publishing page in the Planner app.

Important:  You'll only see the Publishing page if your organization enabled task publishing by uploading a hierarchy and you're a member of a team in that hierarchy. If publishing is available for you, the Publishing page allows you to broadly publish to teams you're not a member of. The My Tasks & Plans page shows your individual tasks for yourself and the tasks you're working on directly with teammates (in your teams and channels). Plans in My Tasks & Plans can't be published.

Before you get started 

Learn about the types of lists you can create and publish .

There are two types of task lists in task publishing. You can create lists with tasks for each team  (known as standard task lists) and lists with tasks  for each team member . Here’s more information about each type of list and when to use them.

List

When to use

Behavior when published

Example



For tasks that need to completed once per team.

You can make these lists recurring.

For each team selected, a copy of the task is created in a plan for that team.

As soon as one frontline manager or worker completes the task, it’s considered completed for the whole team.

Reza, the operations manager at a manufacturing org, creates a task list for implementing a new production line. Reza publishes that list to the set of plant locations meant to pilot the new line.

Each selected location receives one copy of the task. When any manager or worker there marks the task complete, it reflects as completed for the entire location.



For tasks that everyone on the team must complete.

For each team selected, copies of the task are created. For every member of the team, a copy of each task is created in a personal plan for that team member, and the task is assigned to that individual.

All team members must complete the task for their location to reflect 100% completion of that task.

Camille, the operations manager in a retail org, has a new workplace health policy that all employees must acknowledge. Camille publishes a task list with a task for reviewing and signing off on the new policy.

Every employee at each selected location sees a task created for and assigned to them. Each employee must complete their own task. When a user marks their task complete, it won’t affect the tasks assigned to their teammates.

Get familiar with the Publishing page

Screenshot showing the Drafts, Scheduled, Published, and Unpublished sections of the Publishing page of the Planner app.

Section

List state and behaviors

Can tasks in the list be edited?

Are tasks visible to members of the recipient team?

Drafts

Not yet published or scheduled for publication.

Yes

No

Scheduled

Scheduled to publish at a specified day and time.

Yes

No

Published

The list is published, or publishing is in progress.

Yes

Yes

Unpublished

The list is unpublished, or unpublishing is in progress.

No

No

Note:   Some users will also see a Received section where they see lists published to their team by teams higher up in the hierarchy. Most publishing users won’t see this section.

Create a new task list

Screenshot showing options for creating a new publishable task list.

For each team .   Use for tasks that need to be completed once per team, also referred to as a standard task list.

For each team member . Use for tasks that everyone on the team must complete, such as training or policy acknowledgement tasks.

Important:  After you create a list with tasks for each team , you can’t change it to a list for each team member and vice versa. You’ll need to create a new list.

Name your list.

If you belong to more than one team that can publish, select the team to publish from. The teams that receive the task list publication will be able to see which team the task list was published from.

Select  Create . The new list appears under  Drafts .

Under  Task title , give the first task a title, and select Enter .

Select the task title to open the task and add or edit any of the following.   

Bucket. Use to categorize tasks. For example,  Warehouse  or  Sales Desk  buckets could be used to identify the work group who will perform the task.

Priority. Options are Urgent, Important, Medium, and Low.

Start date or due date

A checklist of up to 20 items. You control the items, order, and whether the  checklist is required for task completion . Task recipients control marking each item complete. 

An attachment 

Requirements for task completion. Task recipients must complete the requirements before they can mark the task complete. To learn more, see Set requirements for task completion in a task list . 

Required form : Link up to two forms that task recipients must fill out. You can create a new form or use an existing form.

Required approval : Add an approval requirement for task recipients to request and receive approval from a manager. This is only available for tasks lists created using the For each team option (also known as standard task lists). 

To add another task, enter a task name in the  New task  field.

Tip:  After you create tasks, you can bulk edit the priority, due date, or bucket for all the selected tasks. 

 If you created your list using the For each team option (also known as a standard task list), you can make it recurring so that it automatically publishes on a repeating schedule. To do so, select Does not repeat , choose the recurrence settings for the list, and then select Save . To learn more about working with recurring task lists, see Use recurring task lists . 

Duplicate a task list

You can create a copy of any task list using the Duplicate action. This action creates a new list with a copy of the tasks in the original list. You can choose the name of the new list and which team it should be created for. Then, you can edit the tasks in the new list to prepare it for publishing.

More options button

Name the list and select the Publish from team. If you belong to more than one team in your organization’s hierarchy, you'll see multiple choices. The teams that receive the task list publication will be able to see which team the task list was published from.

Select Duplicate . After the list is duplicated, it appears under Drafts . You can interact with the list just like other draft lists.  

Make changes to a task list that hasn't been published yet 

Edit tasks in a draft or scheduled list.

Under  Drafts or Scheduled , select the task list you want to edit. 

To change a task, select its title to open the task, and then do one of the following:

To change any of the task's fields, select the field and edit as needed. You can also add or remove attachments and requirements.  

Rename a list

You can rename a draft list before you publish it. 

Enter the new name in the Title box, and then select Save .

Delete a task list from Drafts or Unpublished

Important:  You can't delete a list in the Published state or a recurring list series in the Scheduled state. You must first unpublish the list or cancel the list series and then unpublish it, which deletes all tasks in the list or lists from all recipient teams. After unpublishing the list or list series, it appears under  Unpublished.

You can delete any task list under Drafts  or  Unpublished .

Under Drafts or Unpublished , go to the task list you want to delete.

Publish a task list 

Publish a task list .

When your task list is ready to go, publish it to the teams whose members will do the work. 

Note:  After you publish a list, you can  make changes to the tasks but you can't make changes to the teams selected to receive those tasks.

Under  Drafts , select a task list, and then in the upper-right corner, select  Publish  or Publish series (if it's a recurring task list ). 

Choose how to select the recipient teams. You can select the teams from a hierarchy or upload a custom list of teams. Learn more about these options . The following steps show selection from a hierarchy.

Dialog for choosing who receives the published task list

To select all the teams within a branch of the hierarchy, select the check box next to it. For example, selecting "North America" selects all the locations in that region. 

To publish to only locations with certain attributes, select a filter. For example, to select all locations with a large layout, select the "Large" filter. In the example image, the task list will be published to all large stores in North America.

Choose whether to notify recipient teams.

Select  Next , and then review your publication plan. To make changes, select  Back .  

Select the  Ready, everything looks good here check box, and then choose  Publish . 

As soon as the publishing process begins, the task list moves from Drafts to Published to indicate that tasks are being sent and becoming visible to recipients. 

Task publishing can take a little while if there are a large number of tasks in your task list or if you select a large number of recipient teams. It’s okay to leave the publishing screen and come back later— the tasks will continue publishing in the background. 

When publishing is done, you'll see a message at the top of the  Publishing page indicating your tasks were successfully delivered.

Important:  If alert icons appear, select  View details  to help resolve the issues.

Edit tasks in a published list

You can edit tasks in a published list by putting the list into edit mode. When the list is in edit mode, you can update tasks in the list, delete tasks from the list, or add new tasks to the list. Changes aren't published to recipient teams until you select the  Publish changes  and confirm the summary. 

When you publish changes to a task in a published list, the values in the task fields in the updated task will overwrite the values of those task fields in each recipient team, with the exception that the status of the task isn’t reset. For this reason, we recommend editing a task in a published list when you want to clarify what needs to be done. If there's a correction that requires the task to be completed again even if it was completed per the previous task details, we recommend deleting the original task and creating a new one.

Under  Published , select the list you want to edit, and then choose Edit list .

When you're ready to publish the changes, select Publish changes in the upper-right corner to publish the changes to all the original recipient teams.   Alternatively, you can choose to cancel the edits you made, and the list will revert back to its previously published state.

Unpublish a list 

Caution:  Unpublishing a task list removes all tasks in the list from all teams that received them. They will lose all comments and any attachments they added.

If you need to unpublish a task list, it's best to do so as soon as possible to reduce the assignment and completion of tasks that are wiped out. An unpublished list moves to the Unpublished  section and can be duplicated but can't itself be republished.   

Confirm you want to unpublish the list, and then choose Unpublis h.

After the list appears under  Unpublished , you can delete it or duplicate it, edit the copy, and publish the edited copy.

 View reporting for published tasks

Track assignment and completion of published tasks.

After you publish a task list, you'll likely want to track teams' progress in assigning and/or completing the tasks you sent them. Select a list in the Published section. From here, you can view details for the published tasks in a few different ways. 

Note:  Users in your organization can view reporting for any team they're a part of. For example, a user who is part of the Store 100 team can view reporting for that location. A user who is part of Region 1 can see reporting for all locations reporting up to Region 1 in the hierarchy.

Screenshot of the Task report view for a published task list.

In either view, you can select any branch of the hierarchy to expand it or select any team to see the status for that specific team. To return to a high-level view after looking at the details, select the task list name that appears above the team name.

Note:  Everyone to complete lists (lists created using the For each team member option) show the reports in a slightly different presentation. These tasks are automatically assigned at creation time, so the report focuses on completion status. 

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Towards Personalized Federated Multi-scenario Multi-task Recommendation

  • Ji, Yanbiao
  • Gao, Xiaofeng
  • Lu, Hongtao

In modern recommender system applications, such as e-commerce, predicting multiple targets like click-through rate (CTR) and post-view click-through \& conversion rate (CTCVR) is common. Multi-task recommender systems are gaining traction in research and practical use. Existing multi-task recommender systems tackle diverse business scenarios, merging and modeling these scenarios unlocks shared knowledge to boost overall performance. As new and more complex real-world recommendation scenarios have emerged, data privacy issues make it difficult to train a single global multi-task recommendation model that processes multiple separate scenarios. In this paper, we propose a novel framework for personalized federated multi-scenario multi-task recommendation, called PF-MSMTrec. We assign each scenario to a dedicated client, with each client utilizing the Mixture-of-Experts (MMoE) structure. Our proposed method aims to tackle the unique challenge posed by multiple optimization conflicts in this setting. We introduce a bottom-up joint learning mechanism. Firstly, we design a parameter template to decouple the parameters of the expert network. Thus, scenario parameters are shared knowledge for federated parameter aggregation, while task-specific parameters are personalized local parameters. Secondly, we conduct personalized federated learning for the parameters of each expert network through a federated communication round, utilizing three modules: federated batch normalization, conflict coordination, and personalized aggregation. Finally, we perform another round of personalized federated parameter aggregation on the task tower network to obtain the prediction results for multiple tasks. We conduct extensive experiments on two public datasets, and the results demonstrate that our proposed method surpasses state-of-the-art methods.

  • Computer Science - Information Retrieval

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COMMENTS

  1. Single task to be done by multiple users

    Single task to be done by multiple users. With Microsoft Planner, we can add multiple people to a single task, but if anyone of them marks it as complete the whole task will be marked as complete. But I would like to assign a task to my team which each of them needs to complete individually and I would like to keep a track of who has completed ...

  2. Assign Same task to two or more people

    Hi @S Vignesh . You could assign the same task to more people in Microsoft to do lists. The following steps is for your reference: 1.In your team channel, select Add a tab +. 2.In the Add a tab dialog box, choose Tasks by Planner and To Do. 3.In the Tasks by Planner and To Do dialog box, choose: Create a new task list to make a new Planner plan and add it as a tab to this channel.

  3. How to assign issues to multiple users?

    1) Easy and Simple: Add the additional assignee in "Request Participants". 2) Create a task or sub-task under the same jira issue and assign it to the required users. In this way, you or your management or project manager can track the work of the assignee. 3) You can create a service account and add in jira.

  4. How To Assign A Task To Multiple Users In Asana

    Open Asana and navigate to the project or task where you want to assign the task to multiple users. Click on the task you want to assign to multiple users to open its details. On the right panel, locate the "Assignee" field and click on it. By default, it will show the name of the currently assigned user.

  5. How To Assign Tasks To Team Members Effectively? Our Full Guideline

    Open the desired task, click "Assignee", and choose the right team member (s). Keyboard shortcuts: Hover over the task and press "A" to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

  6. How to delegate successfully with Microsoft To-Do

    Take the opportunity to check in with your colleague to see if they need any help. See everything assigned to you in the Assigned to me list. 5. Concentrate on your tasks. Everyone is hard at work on those delegated tasks. Now it's time for you to check off the tasks that you've assigned to yourself.

  7. Assign people to tasks

    Add a task name, and then select Assign to choose a plan member from the list. If the right person isn't listed, type a name or email address in the search box to add someone new. You can assign a task to more than one person. When a task is being worked on by more than one team member, you can assign it to up to 11 people so that they can all ...

  8. Understanding tasks

    To assign a task: Click the Assignee field in the task details pane. Begin typing the person's name or email address. Select the person from the autocomplete results. To unassign a task, navigate to the Assignee field and click the X. Press Tab+M to assign a task to yourself.

  9. Assign and track tasks

    Tasks help track things you need to do. You can assign tasks to other people as well. On the navigation bar, click Tasks, and then click New Task, or open an existing task. Keyboard shortcut To create a task, press Ctrl+Shift+K. Click Assign Task. In the To box, enter a name or an email address. Enter Subject, Start date, and Due date.

  10. Share a project and assign tasks

    To create a new group, select Create group and then select Create and assign. A pane will appear on the right where you can name your project. Or, to share the project with an existing group, select Add to a group, select the group, and then select Add and assign. Note: As you assign new users to tasks in your project, they'll be added as ...

  11. Is it possible to assign Jira issues to multiple users? Here is the answer

    Here is the answer. April 26, 2021. Tasks in Jira are used to distribute different chores in a team. You assign a task to an employee (assignee). But in some cases it can be helpful to assign an issue to multiple assignees. For example, if a task is handled by multiple employees because it requires more knowledge and resources.

  12. Single task to be done by multiple users

    Base on the role defined on SharePoint task list, Task are assigned to different people of department. Some tasks are assigned to multiple people and others to individual. When one of the assigners close the task. It must close for other if the task is shared. The flow creates two items on MS planner and runs for ever.

  13. How can i assign one task to many people?

    The documentation on how to do that is here - scroll down to the "Assign Copies" section. This will walk you through the process of duplicating it quickly and assigning it to multiple people. Christine. I just wanted to add one thing in addition to @Christine_Bolton perfect answer: before using the feature, make sure the task is 100% ...

  14. Assigning one task to multiple people

    Hi @Becky_Manson , I believe this is already supported; if you go to assign a task, a button should appear at the bottom of your user list saying Assign to multiple people. If you click that, you can add a list of people and a duplicate task will be created for each of them. 2 Likes. Ziv_Solomon 18 January 2024 20:36 3.

  15. Creating a Task for Multiple Users

    Creating a Task for Multiple Users. Within Teamwork.com, you can create a task and assign it to multiple users on your project. When creating a new task, click the Who should do this field and select the Add More option at the bottom of the dropdown. In the Choose Assignees modal, you can then select multiple individuals to assign to the task.

  16. Assinging multiple users to a task in Azure Devops

    This feature is registered and under review: Assign a Work Item to Multiple People. As a workaround, you can copy your task ( Copy or clone a work item) and assign it to an additional user. answered Apr 7, 2021 at 7:39. Shamrai Aleksander. 15.3k 4 26 35.

  17. Assinging multiple users to a task in Azure Devops

    1 answer. @Gökhan DURMAZ Welcome to Microsoft Q & A Community Forum. AFAIK, it is not possible to assign multiple users to a task in Azure Devops. There is open feedback thread for this under review. Also, kindly note this forum is mainly intended for Azure questions.

  18. Why can't I assign a task to multiple people?

    When working with multiple people on a big task, split it into sub-tasks and assign each one to your team members. It becomes easy to keep track of who's responsible and who's completed their task - giving you a better picture of the overall progress. Here's how to create sub-tasks: You can easily add sub-tasks using the task view.

  19. How to assign tasks to multiple people in Outlook To Do

    Based on your description and screenshot, the issue of your concern that you would like to assign tasks to multiple users in MS To Do. According to my test, unfortunately, there's no such a feature in MS - To Do teamporarily. Therefore, we would like you to vote this feature in here - MS To Do Feedback, thanks for your time and your ...

  20. Assign tasks in shared lists

    You can assign tasks to any member of a shared list, including yourself. To assign a task within a shared list, open the task's detail view and select Assign to. Then, select the member of the shared list you'd like to assign the task to. In To Do on Windows, you can assign tasks while creating them. Type @ in the task entry field, then ...

  21. Is there a way to assign a task to multiple users?

    You cannot assign a single Jira issue (Task) to multiple users at a time. Best approach is to break the main Task by creating sub-tasks and then assign those sub tasks within the team as needed. My point is about logging time. Often is does occur that more than one user is working on a task.

  22. How to assign task to multiple users at same time?

    You have users table. id name and assignments table. id title description And you must have user_assignment table. user_id assignment_id This table define many to many relationship between users and assignments Which means that each user has many tasks and each task belongs to many users

  23. Assign Multiple Users/Teams on a Task from Bulk As...

    The Workload Balancer is great for assigning multiple tasks to users quickly. But doesn't work when we need to assign multiple people to a task or assign tasks to teams. I know I can select all the tasks and bulk edit the assignments section of the tasks, but would love the ability to add multiple people when assigning or replacing tasks from ...

  24. Groups administration

    Example: Assume that offices exist in Dallas, New York, and Los Angeles. Each office has an administrator who creates groups and users. The firm administrator can create a group for each location and associate one or more location administrators with any group.

  25. Assigning multiple users to task for the purpose o

    I understand that Jira does not support the assigning of multiple users even though I believe there are strong use cases to allow it. I am now looking at the various work arounds that will support our resource planning requirements. Issue: We have a task that requires multiple users - for example, removing a large piece of equipment from a machine.

  26. Prompt Guide: How to Use ChatGPT

    Assign ChatGPT a specific role ... told Insider to "talk to ChatGPT like an employee" to help accomplish particular goals or tasks. To do this, Gulya suggests that users write a prompt that ...

  27. Publish task lists to define and track work in your organization

    As a Teams user who is enabled for task publishing, you can centrally define tasks in the Planner app and distribute them to the teams in your organization who must perform the work. Workers see their assigned tasks in the Planner app, managers can track task progress for their locations, and org leaders have full visibility of progress across all locations.

  28. Towards Personalized Federated Multi-scenario Multi-task Recommendation

    In modern recommender system applications, such as e-commerce, predicting multiple targets like click-through rate (CTR) and post-view click-through \& conversion rate (CTCVR) is common. Multi-task recommender systems are gaining traction in research and practical use. Existing multi-task recommender systems tackle diverse business scenarios, merging and modeling these scenarios unlocks shared ...