Hello!
We have a project plan template with around 500 tasks and implemented for different projects. We have two contact columns: Assignee and Involved. We have built numerous notification workflows and also various reports to gather data from the various projects. The assignees (which most of them are free users) must be able to update their tasks (only their status and a comment column). Currently they can do it either via entering the Sheet that it is shared with them (we have made a filter to show them the tasks they are assigned to - which of course they can bypass), via the respective shared reports (again there is a filter to see their own tasks only) or via an update request which is triggered when the Start Date has passed and the status is still Not Started or when the End Date has passed and the Status is not Complete. They also receive various reminders for their tasks that are due, their tasks that are starting in the next 30 days and their tasks that will be due in the next 30 days.
However, management decided that we have to limit what each assignee or involved person can see in this project plan only to those tasks that they are involved. They must not be able to see the whole plan and what the rest are doing.
As we understand, this can be done only via the Dynamic View premium app.. because we want free users (assignees) to be able to update their tasks (otherwise we could use publishing reports only as Read only). The question is if via Dynamic View we can keep the Notification and Update request workflows that we already built by sharing only the respective assignee or involved view and without sharing the whole sheet. Because those workflows currently contain a link to the sheet itself which they can click and get access to the main work sheet.
In a nutshell, we want to be able to share a report dynamic view with the assignees with all their tasks from all their projects for the next e.g. 30 days (grouped as due, starting next 30d, ending next 30d, etc - this info is calculated already in a column). They have to be able to see only those tasks and nothing else. Moreover, we want to keep on sending them various built notifications via workflows. Examples:
- Inform assignees when a new task is assigned to them
- Inform assignees biweekly for all their tasks starting or becoming due the next 30 days
- Inform assignees 1 day before their task becomes due or 1 day before it should start
- Inform assignees weekly for all the changes to their tasks (e,g. start date, duration, end date)
- Request assignees to provide an update (via form) for their tasks that have started or became due and they have not updated the status (1 day after)
Any ideas/feedback from the people who are using Dynamic View with notifications/update requests? Many thanks!
