Assign Tasks to Users
- All Apps
- Jul 8
- 5 min read
Updated: Oct 29
This post will show you how to assign tasks to your team
2.3 Bulk upload
1. You are the only person on your team.
If you are the only person on your team, please go to Setup - Accountant Tasks.
Here, you will either see a single row or multiple rows.
Please click on the Accountant field in the row containing no value in the Group or Task columns. The image below highlights this.
Next, select your name from the dropdown.
Click in the blank space above the table to save the value.
Next:
Check the checkbox to the left of the record.
Go to Actions
Select Assign Missing Roles to Clients
This will assign you to the role for all clients.
Please move to step 3 of this post to see how to assign all tasks to yourself.
2. You have multiple team members.
2.1 Global roles for all clients
If you have a user that fulfills the same roll for all clients, for example you have one partner throughout the firm, or a specific person that only does CIPC for all clients, this section will explain how to set them up.
Go to Setup - Accountant Tasks.
Here, you will either see a single row or multiple rows.
If you select a user from the Accountant, Manager, Partner or Clerk fields, this person will be assigned for all tasks for all clients.
If you check the expand checkbox on this row, it will reveal a row for Accounting, Audit, CIPC, Financials, Payroll and Tax. This enables you to assign a user to a specific department. Each department can then be further expanded to reveal unique task tables, by checking the expand checkbox and clicking away to save. This will enable you to select a user on a table level.
Next, click on the field you want to assign a user to, then select the name from the dropdown.
Click in the blank space above the table to save the value.
Next:
Check the checkbox to the left of the record or records.
Go to Actions
Select one of these two options
"Assign Missing Roles to Clients": This will insert these names into all fields where a user has not been assigned to the client directly.
"Override Existing Roles": This will override any selections made on the client level
This example shows where Sue is one partner throughout the entire firm, Mariska, the accountant who only does CIPC throughout the firm and Japie, the accountant who only does income tax for individuals.
The next section will show you how to further refine roles per client.
2.2 Assign roles per client
After you run the Action in the Accountant task table discussed above, the selected users will pull through to each client. If no roles have been assigned, the Client Roles table, which we will discuss now, will not have any values assigned.
To access your Client Roles:
Click on any client in the Client table,
Go to the Client Roles tab at the top.
Expand your view by clicking on the arrow highlighted in the image below.
Here you can assign roles:
for all tasks for the client by selecting an Accountant, Partner, Manager or Clerk from the top record that contains no value in the Group or task fields.
or select a role on a department level through the records that contain a group but no task.
or further expand each department by checking the Expand checkbox to get to a table level and assign users there.
Click in the empty space next to the column name to save the value. The next section will explain how to assign roles in bulk. If you would rather assign users with the method discussed above, please move to section 3 to ensure all tasks are assigned correctly.
2.3 Bulk upload
This video explains how to assign tasks and clients to your team in bulk via an Excel file.
To start, download the Excel template. You do this by going to:
Setup, then
Data Upload.
There, you should still see a few records from the client upload that you did. Please select the one that shows Client Roles by checking the checkbox to the left. If you do not see any records, click on ADD Record in the top right corner and select Client Roles from the dropdown.
Allow this process to run, and once you get the successful pop-up, please just refresh your page by navigating away and back and then download the document by clicking on the arrow in the Documents column.
If we look at the opened document, you'll see in the top left corner it has a one, two and three:
One: Essentially what the one does is it allows you to assign someone to that entire client. So that's your highest level. And anyone assigned here will reflect on all tasks for their client. Unless further refinement is done on level two and three.
Two: The two enables you to assign your team per department for that client.
Three: This enables you to assign your team per table for a client.
Level one will affect everything below it and level tow will affect level 3, essentially each level enables you to drill deeper.
Once you know you are happy with all of the selections, please save this file as an Excel file so that you can upload it.
To do the upload,
Go back to the Data Upload table in DataGrows.
Click on the Client Roles record.
Delete the old file by clicking on the Bin icon.
Upload your new file.
Change the status to Submit
Save
The system will now run through the entire file. Once you receive a successful import notification in the top left corner, the import will be complete. If any issues occur, the notes column will reflect the issue. You can correct it, reattach the file, and submit again.
3 Assigning tasks
Once you are happy with your setup through any of the routes above, you need to ensure that tasks have been assigned to the correct roles.
To do this:
Go to your Client table.
Ensure your rows per page in the bottom right is set to the maximum
Check the checkbox to the left of the Client column heading.
Confirm that the rows selected indicator in the bottom left matches your total number of clients shown in the bottom right.
Once you are happy with your selection, go to Actions in the top menu tab
Then select 'Assign as per client'
If you prefer to do it in batches, you can do it in batches of 100 or 200 by setting your rows per page and navigating between pages.
If you need any assistance setting this up, please book a session with support via this link
Comments