Tasks in Gant -> Outlook calendar

Hi all,

I am exploring Smartsheet so bear with me.

If some tasks are assigned to a person in a project. I presume that that this person can see his tasks in his own calendar view inside Smartsheet app. But is is possible to push the tasks into the persons outlook calendars automatically?

Are there somewhere where you can create an overview of all the tasks that is assigned to me in the various projects?

What if an external person is getting a task. How is this pushed onto that person? Besides from a reminder in an E-mail.

Thanks in advannce.

Palle

Best Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer βœ“

    Hi @palle.kolln

    Great questions! πŸ™‚

    • When you assign rows/tasks in a Sheet to a Contact, this person can see that task if you have shared them to that sheet. One easy way to manage tasks is to set up a Filter on the sheet that shows "my assigned tasks".
    • You can push Smartsheet calendar tasks to an Outlook Calendar, yes! See: Publish a Smartsheet Calendar to iCal. You would grab the Link explained in that help article and give that to anyone to add to their calendar. Keep in mind that this would show them ALL tasks from that sheet, not just their own specific tasks.
    • If you're on a Business or Enterprise Plan, you can use a Row Report to gather all rows across multiple sheets that have your contact "assigned". This way you can see an overview of all tasks.
    • Tasks assigned to external users can notify that person in a few different ways. Yes, I would use a Notification email to let them know of the task. You could also send them Update Requests, which do not require a Smartsheet account.

    Here are two webinars that you may find helpful!

    1. SmartStart: Collaboration
    2. 5 Strategies for a Powerful Content Calendar

    Cheers,

    Genevieve

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer βœ“

    Hi @palle.kolln

    You can set up filters in your report to only show tasks with specific dates, yes! See: Use Filters on Reports

    You can also set up reminders or alerts based on dates in a date column, sending out to the person assigned to the row. This would be done in the underlying sheet, so you'd need to recreate your workflows in each of your sheets. (You can send the Report link out in the body of the alert.)

    For example, the Trigger would be when a Date is reached. Then instead of running once ON the date, if you click on "on" you can then scroll back to a specific number of days before that date:

    Cheers,

    Genevieve

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer βœ“

    Hi @palle.kolln

    Great questions! πŸ™‚

    • When you assign rows/tasks in a Sheet to a Contact, this person can see that task if you have shared them to that sheet. One easy way to manage tasks is to set up a Filter on the sheet that shows "my assigned tasks".
    • You can push Smartsheet calendar tasks to an Outlook Calendar, yes! See: Publish a Smartsheet Calendar to iCal. You would grab the Link explained in that help article and give that to anyone to add to their calendar. Keep in mind that this would show them ALL tasks from that sheet, not just their own specific tasks.
    • If you're on a Business or Enterprise Plan, you can use a Row Report to gather all rows across multiple sheets that have your contact "assigned". This way you can see an overview of all tasks.
    • Tasks assigned to external users can notify that person in a few different ways. Yes, I would use a Notification email to let them know of the task. You could also send them Update Requests, which do not require a Smartsheet account.

    Here are two webinars that you may find helpful!

    1. SmartStart: Collaboration
    2. 5 Strategies for a Powerful Content Calendar

    Cheers,

    Genevieve

  • Thanks a lot Genevieve,

    Very useful indeed.

    I am still struggling with some questions regarding task overview and follow-ups on tasks.

    The report model is good. An Outlook model where your individual tasks would be prompted in a calendar would be preferred.

    The report model takes that you would have to check in occasionally in a report. That is of concern. Is it somehow possible to get a heads up notification, let's say, a week before a personalized task has got a deadline? Or a report that shows tasks running out in different weeks etc?

    Could be interesting also to know other users (please share :-)) best practices on this question?

    Thanks in advance.

    Palle

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer βœ“

    Hi @palle.kolln

    You can set up filters in your report to only show tasks with specific dates, yes! See: Use Filters on Reports

    You can also set up reminders or alerts based on dates in a date column, sending out to the person assigned to the row. This would be done in the underlying sheet, so you'd need to recreate your workflows in each of your sheets. (You can send the Report link out in the body of the alert.)

    For example, the Trigger would be when a Date is reached. Then instead of running once ON the date, if you click on "on" you can then scroll back to a specific number of days before that date:

    Cheers,

    Genevieve

  • Exellent!

    That will work out just perfect for me. Thanks a lot.

    Palle