Re-assign a project task to a participant

If you need to change who is working on a task, you can update the project assignment to choose a different participant.

You must have permission to the Projects Module to work with projects.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

Tips and tricks

  • Updating other assignment details. If you need to change other project assignment details such as the component that needs to be worked on or due dates, follow the steps in Update an assignment.
  • You must have participants in the project. Before you can add a participant to an assignment, the user must be a member of the project team. Follow the steps in Add participants to a project.
  • Removing a participant from a project. If you want to remove a participant from a project, you must remove them from all assignments first.

Before you begin

  • If you set the State to Ready to Claim, you cannot use the Assigned To field. You must use the Claim Assignment tab to assign different users.

    • On the Claim Assignment tab, you can remove all users except the one you want to assign the work to.
    • Otherwise, if you want to use the Assigned To field to identify one specific user, you must cancel the assignment and recreate it with a State that is NOT Ready to Claim.

To re-assign a project task, do one of the following:

Use the Assigned To field

You can only use these steps to re-assign a task to a different project participant if you did NOT set the State to Ready to Claim. You must use the steps in Use the Claim Assignment tab.

If you set the State to To Do or In Progress, you can use these steps.

To re-assign a project activity to one specific participant:

  1. Click Projects_TopMenuOpt Projects.
  2. On the Project Management tab, double-click to open the project that contains the assignment you want to update.
    You can also open a project by:
    • Right-clicking the project and then selecting Open.
    • Clicking Action_Menu the Options menu and then selecting Open.
  3. In the Assignments pane, right-click the assignment that you want to update, and select Update...
  4. On the Update Assignment screen, in Assigned To, select a participant who has been added to the project.

    Make sure you assign work to a participant who has access to the component, otherwise you will see an error when you click Update.

  5. Click Update.
    Results:
    • Participants associated with this assignment receive an email notification that changes were made to the assignment.
    • If you are the Project Coordinator and a participant for the assignment you just updated, you won't receive an email notification.

    If you try to assign work to a participant who doesn't have access to the component, you will see an error.

    • The error tells you the name of the restricted component.
    • You are returned to the Create Assignment screen to change the participant or the component.
    • For details on how to set permissions, refer to: Set permissions.

Use the Claim Assignment tab

You can only use these steps to re-assign a task to a different project participant if you set the State to Ready to Claim.

If you set the State to To Do or In Progress, you cannot use these steps. You must use the steps in Use the Assigned To field.

To re-assign a project activity to a group of participants who can claim the assignment:

  1. Click Projects_TopMenuOpt Projects.
  2. On the Project Management tab, double-click to open the project that contains the assignment you want to update.
    You can also open a project by:
    • Right-clicking the project and then selecting Open.
    • Clicking Action_Menu the Options menu and then selecting Open.
  3. In the Assignments pane, right-click the assignment that you want to update, and select Update...
  4. On the Update Assignment screen, in State, make sure you have selected Ready to Claim.
  5. To add the list of users who will receive the project assignment notification to claim the work:
    1. Select the Claim Assignment tab.

      Result: You see a grid where you can create a list of users who can potentially claim this project assignment.

    2. Click Add.
    3. On the Select Users/Roles screen, select the checkbox for each user or role you want to send a notification to and allow to claim this assignment.

      If you are selecting an individual user, check the value in the User Type column to make sure the account has permissions to complete the assignment. For example, an account with a User Type of ReviewOnly may not be able to complete a publishing assignment.

    4. On the Select Users/Roles screen, click Select.

      Result: On the Claim Assignment tab, you see a list of the selected users and roles.

      You can use the Security Type column to see if the account shown in Name is an individual User account or a group Role.

    5. Optionally, to take one user off the list, at the end of their row, click Remove.
    6. Optionally, to take all users off the list and start again, click Remove All
  6. Click Update.
    Results:
    • Participants associated with this assignment receive an email notification that changes were made to the assignment.
    • If you are the Project Coordinator and a participant for the assignment you just updated, you won't receive an email notification.

    If you try to assign work to a participant who doesn't have access to the component, you will see an error.

    • The error tells you the name of the restricted component.
    • You are returned to the Create Assignment screen to change the participant or the component.
    • For details on how to set permissions, refer to: Set permissions.