Is it possible to assign tasks to a group that will automatically identify individual resources?

Hi Community,

For particular tasks in the portfolio/project there are particular combinations of business analysts + dev + process owner

e.g.

Project Group - Process Owner - BA - Dev

Finance - Emp01 - BA01 - Dev01

Mfg - Emp02 - BA02 - Dev02

Sales/Mktg - Emp03/Emp04 - BA03 - Dev03/Dev04

—————-Task - Assigned To - Start - EndTask 1 - Mfg - 27 Feb 25 - 7 Mar 25 —————- Resource ManagementResource - LoadEmp02 - Task1BA02 - Task 1Dev02 - Task1

When assigning some tasks, can we identify them as a group, then the workload capacity will still show individually to the resources?

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Accepted answers

kowal

hi @Synon ,

Please tag my nickname for me to faster respond to your followup questions as only then I am notified :)

so you can of course create an extra sheet with 2 columns in First Column you will keep name of the Department and in second column you will have multiple contacts added.

In your original sheet you can use the Index/Match formula to send the notifications to contacts when condition of Department is met. Do you know how to use Index/Match formula?

kowal

Sure

All comments

kowal

hi @Synon,

in smartsheet you cannot add group as send to but you can create email alias in your company and send to email alias.

If you need more dynamic solution you can create workflow that will update to whom notification/reques for update etc. shall be sent based on some data … and you can sign to many people at once like in this sample:

hope it helps.

Synon

if i get this correctly, i'd need to maintain a new sheet with group, name, and email as fields

for the workflow, when assigning to a group, it will look up that assign to field to the group sheet to populate the assign to field?

right?

kowal

hi @Synon ,

Please tag my nickname for me to faster respond to your followup questions as only then I am notified :)

so you can of course create an extra sheet with 2 columns in First Column you will keep name of the Department and in second column you will have multiple contacts added.

In your original sheet you can use the Index/Match formula to send the notifications to contacts when condition of Department is met. Do you know how to use Index/Match formula?

Synon

hi @kowal,

Yes, I'm familiar with index/match. I was thinking of the same thing. I'lltry to set this up and check. Thank you.

kowal

Sure

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