Create To-Do Lists for Team from Assigned Tasks

Sophie Waters

Hi,

 

The company I am trialling Smartsheet for have many projects all happening at the same time.

When I assign a task to a team member through assigned tasks, is it possible for this to auto-create a task list for each staff member, like a daily schedule / calendar for who this is assigned to?

 

At the moment the manager uses the outlook calendar for each team member to easily identify how much time the team have for additional tasks in one view.

All I can see by the Smartsheet calender is everyone per project and not for their entire work day.

 

For example;

 

Each team member can see what they are to be doing each day over all projects in one view by their Outlook calendar, we will never be working on one project at a time.

 

I am unable to give my MD an answer to this and this is what is holding us back from going with Smartsheet. We need to minimise as much manual input as possible.

 

I hope my queries make sense, please ask any questions and I look forward to any responses I may receive.

 

Many thanks,

 

Sophie

 

JamesR

To create a view for each assignee then creat a report where the criteria is the name of the assignee.  Note if you use the Assign to column in a project sheet it uses a feild type called Contacts.  If this is being used then you can use the resourse views to see what people are doing.

Note: you need a team or enterprise licence to use resources management

http://help.smartsheet.com/customer/portal/articles/2026109

http://help.smartsheet.com/customer/portal/articles/1346971

http://help.smartsheet.com/customer/portal/articles/1346969

 

These may help

 

Sophie Waters

Hi,

 

Thanks this creates a list of tasks throughout every smartsheet page, however there isn't a way of knowing if a task is complete and I cannot see a way to schedule through each asignee's calendar.

Also my manager likes to be able to see all team members calendars / task lists side by side like you can in Outlook.

 

I'm just ocncerned that Smartsheet is not going to be great for scheduling a team's workload.

 

Any help / suggestions are welcomed.

 

Thanks,

Sophie

 

 

JamesR

If you create a report and have the right fields in it anfd set the right criteria it will create a report for that individual and you can view the report as a Calendar view in Smartsheet.

Sophie Waters

I have managed to do that part, but it is seeing all the calendars side by side for all team members that is going to be a request of the managers.

 

In Outlook it currently is used in this format;

https://www.bing.com/images/search?q=outlook+multiple+calendars&view=detailv2&&id=CE250A9A483F2D93E4FB1F9088F3938EB38EC471&selectedIndex=6&ccid=NxB3Ut34&simid=608014413329796865&thid=OIP.M37107752ddf81825084eb5397088e8f8o0&ajaxhist=0

 

Is there anyway we can have all the team's calendars to show at once?

 

Thanks,

Sophie 

 

 

JamesR

Yes sort of.

 

Go to the Tool bar in the calendat view ad at the bottom select Publish to Ical

JamesR

Sophie,

 

Disregard my last post.  Thats for Calendar sheets not reports.

 

I had a brain malfunction.  It is something that is lacking in Reports, to be able to publish in the same way as Sheets.  Very frustrating as most people I know want to publish reports not sheets.

 

If I can think of a way round I will advise.

Sophie Waters

Thank you James!

JohnHinkle

As James suggested, reports could be a good option.

 

You mentioned not being able to create new tasks in a report and that is correct. But, you can edit the sheet data from the report. Reports can pull from a single sheet or every sheet you have access to. You can also set multiple criteria. Such as, assigned to X, not marked as complete, and end date is in the future. 

 

Each team member could have their own report and your boss can have a report that pulls in everyones tasks.

 

If all your tasks are located in a single sheet, you could also use filters to only show relevant tasks. Each user can have their own filter applied (filters are personal to each use). To set a filter, right click on a column header and select Filter Column. 

Tazatssf

I am really struggling without being able to publish the reports to GCal. It is the only way to see people tasks up against multiple project timelines.

Also you cannot drag items in calendar view of reports. so much extra clicking is required. Not time efficient if we are using this report to see how all employees times sit up against one another - Then you need to manually change dates in a separate box.

How long until this option is available? Perhaps there is a better system. It seems as we are growing, Smartsheet isn't really supporting our needs anymore.