How to assign task to multiple contacts and track for each contacts completion

Hi,

I'm building a sheet of tasks where some tasks will be assigned to multiple contacts and each assignee/contact will need to acknowledge that they've reviewed/completed the task. Multiple Contacts is enabled on the "assigned to" column and the preference is to have only one column to track assignees. Looking for help on how to add a "status" column that each assignee would need to mark as done and once all assignees have completed their review it marks the task as complete. TIA!!!

Best Answer

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi @KMeyer

    There are a few different ways to do this, depending on if you have a set list of contacts or if it will vary each time.

    If the contacts will vary and you don't have a pre-set list, what I would do in this instance is have another Multi-Select dropdown where each user can add a value in the cell, saying for example "Gen - Reviewed" or something similar. You would want to educate them to include their name in the list so you can see who you are waiting on.

    Then you can use a COUNTM formula to see if the number of users selected in your Assigned To is the same as the values submitted in the multi-select dropdown.

    Ex:

    =IF(COUNTM([Assigned To]@row) = COUNTM([Reviewed MultiSelect]@row), "All Reviews Submitted"

    You could either have this formula be the one to output "Complete" in the Status column, or if you're manually adjusting some other status values then you could use this formula output to trigger a Change Cell workflow to update the Status.

    Cheers,

    Genevieve

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi @KMeyer

    There are a few different ways to do this, depending on if you have a set list of contacts or if it will vary each time.

    If the contacts will vary and you don't have a pre-set list, what I would do in this instance is have another Multi-Select dropdown where each user can add a value in the cell, saying for example "Gen - Reviewed" or something similar. You would want to educate them to include their name in the list so you can see who you are waiting on.

    Then you can use a COUNTM formula to see if the number of users selected in your Assigned To is the same as the values submitted in the multi-select dropdown.

    Ex:

    =IF(COUNTM([Assigned To]@row) = COUNTM([Reviewed MultiSelect]@row), "All Reviews Submitted"

    You could either have this formula be the one to output "Complete" in the Status column, or if you're manually adjusting some other status values then you could use this formula output to trigger a Change Cell workflow to update the Status.

    Cheers,

    Genevieve

  • Thank you! This is a great idea! The contacts will be defined and the same, so curious what your thoughts are in this scenario?

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @KMeyer

    If the Contacts will all be the same, I would set up a number of Checkbox columns: one per contact. (You can hide these columns in the sheet if you don't want to show them in the main grid).

    Then in your Update Request you can ask each contact to check their specific "Reviewed" box so you can track who has completed their part of the work.

    In your Status column, you can COUNT how many of the checkboxes for this row are checked, versus how many people were assigned.

    Cheers,

    Genevieve

  • Ok, great, Thank you so much for the guidance!