Send individual tasks to assignees.

Shandor

I am able to make a report with a list of tasks that are filtered as I need. I have an upcoming tasks report, and I have an ending and overdue tasks report.

I can send this report out daily or weekly.

But this isn't really want I want. I want my guys to get an email tat only consists of tasks that they have not already been notified about, and only the tasks that are relevant to them. The only way I can think of doing this is to create a report for each person, and create a workflow for each person to send it out. That just seems like a dumb approach, but I don't know the right one.

It's a basic feature of other task management tools to be able to do this. But I am finding it not only not a default feature, but difficult to do.

AKnight

Hey @Shandor !

If you want to create a report that is unique to that viewer, I suggest adding a filter that is: when owner of that task, is one of, current user. This will allow for when that user logs in to views that report to only see tasks they have been assigned to so you don't have to create a report for each user.

You can also set up workflow notifications that get directly sent out to the contact associated in a cell. Rather than having the automation alert specific people, set it to "send contacts in a cell" (see photo below).

Make sure if you do either of these paths that task owner column is a contact list column type.

Let me know if neither of these solutions are feasible so I can work with you to find something that is better suited for your team!

Shandor

But this isn't what I want.

Team members should not have to log in to get a report. They should get a report in their email about what they need to do, and what tasks are overdue. Each team member should get an individual report, but if I have a team of 100 I should not have to make 100 unique automations to send those reports out. as I said, this is a pretty standard feature for project management platforms. I'm pretty surprised it is not here by default.

Also, as row status' change all day, the members should not get spammed every time there is a status change. This is just a daily summary of what tasks lay ahead of them and what is overdue.

https://help.clickup.com/hc/en-us/articles/6325918957335-Notification-settings (near the bottom you can see the daily summary of tasks)

kowal

hi @Shandor,

in that case instead of Notification you shall use the Action called request for update.

in that case every person who is assigned to a task in the column Assigned To: will get 1 email with link to the form. In this form there will be let's say 10 tabs for 10 different task they need to update. Once they update the tasks status etc. they press submit button and this info goes directly to smartsheet.

They do not need to have access to the sheet to update the status of their tasks.

Shandor

"in that case every person who is assigned to a task in the column Assigned To: will get 1 email with link to the form. In this form there will be let's say 10 tabs for 10 different task they need to update. Once they update the tasks status etc. they press submit button and this info goes directly to smartsheet."

ok, I THINK it makes a form when I do "request an update" and I am hoping that form ONLY shows the fields I asked it to show. Further, I hope employee A, only see employee A tasks, and employee B only see employee B tasks.

I guess we will see tonight.

I don't actually need it to create a form. I just want it to send the tasks that need to be sent as part of the message should look like

Hey Joe, Here are your overdue tasks:

| eat a hamburger | March 2 | In progress |
| clean shop. | March 7 | Not started |

Then in another email:

Hey Alice, Here are your overdue tasks:

| clean windows. | March 2 | In progress |

| Feed the animals | March 7 | Not started |

Shandor

Here is what I have. I got this email. It listed some tasks, but it told me to go fill out a form to update tasks. That would be fine, but the form had 1 of 554 tasks, it didnt have just my tasks, it had all of them

kowal

@Shandor,

if the tasks are assigned to people instead of "Send to specific People" and give one email you shall chose "Send to people from Column" so you will send tasks only to people that those belong.

Hope it helps.