The User Groups feature introduces a reusable grouping mechanism that allows you to assign responsibilities, manage workload, and streamline communications for entire teams instead of single users.
This feature is ideal for larger organizations, cross-functional teams, and projects with frequent staff changes, as it ensures task assignments and notifications remain consistent and efficient.
Group-Based Assignment for Tasks
A user group can be selected as an assignee to a task. You can differentiate groups from individual users by the square icon displayed next to the group name.
Assigning Tasks
In the Tasks module, you can now select a group as the assignee:
Create or Edit a Task.
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In the Assigned to field, select the desired User Group.
This applies to Task creation, reassignment, and Task Chains setup.
Filter Workload Using the "My Groups" Filter
A quick filter is available to help users manage tasks assigned to the teams they belong to.
Navigate to the Tasks register.
Select the My Groups quick filter.
The register will display all tasks assigned to any group of which you are a member.
Use User Groups for Notifications and Scheduled Reports
User groups can be selected as recipients in system communication workflows, ensuring key stakeholders are consistently informed.
Email Notifications
When configuring email notifications:
Select one or multiple groups as recipients.
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Choose one of the two recipient modes:
Responsible persons of the group only: Only the designated responsible persons will receive the notification.
All users in the group: Every user who is a member of the group will receive the notification.
Note: Group membership updates automatically propagate to all configured notifications; no manual updates are needed.
Analytics Scheduled Reports
When scheduling a report for automatic delivery:
Choose a user group as recipient instead of manually selecting every user.
The report will be sent to all users within the selected group.
Analyzing Workload by User Group
Users with access to Analytics can now segment reports based on functional teams, using the new report filter on User groups.
This allows for detailed analysis of workload, performance, and activity by team rather than by individual user.