Create and edit project assignments

The assignment status bars below the assignment titles display the progress of that assignment only, along with tasks in the workflow. The assignment bar color indicates its progress, using the same colors as the Workflows / My Tasks bars. In addition, a circle indicates tasks in the workflow and the progress of that task. In the My Tasks view, a filled-in circle indicates when it is your turn in the workflow. In the Workflows view, circles indicate each task in the workflow. Once you complete your task, a section of the bar turns yellow, a yellow checkmark displays in the circle, and the circle indicating the next task turns orange. If the assignment becomes past due, the bar and its circles turn red. When all the tasks are complete, the bar and its circles turn green. Assignments created or modified since you last open the project will have a green dot to the left of the assignment title.

The examples below show the assignment status bars as displayed for the same set of tasks in the Workflows (top) and My Tasks (bottom) views. Note that only your tasks display in the My Tasks view.

You are the first task in an assignment with two workflow tasks, and is in progress. It is your turn, and you have not completed your task.

You were the only participant in an assignment with one workflow task that is complete.

You are the second task in an assignment with two workflow tasks, that is past due, and it is not yet your turn.

The Workflows status displays by default for project owners and reflects the progress of the project by showing the percentage of assignments in each status, along with the project due date. The bars display the percentage of assignments in each status as indicated by color. Hover over the colored status sections on the bars to display the number of assignments in that status.

Project status bar colors:

• Blue: Unassigned slices modified (by owner)
• Yellow: In progress
• Red: Past due

Note: When a user misses an assignment deadline, Upland Qvidian can send a copy of the late notification email to their manager automatically. To send an automatic manager escalations for late assignments email, enable the “Include user's manager on late assignment notification” setting found on the Permissions tab of the Users page in addition to the "Your Project Task In Workflow Has Expired" and "Your Review Job Task In Workflow Has Expired" Email Notification Triggers. Ensure that the Manager Name and Manager Email fields in the desired user profile have been completed; if these fields remain blank no email will be sent.

• Green: Complete

In the example above, there are 67 total assignments created, 23 are past due, 1 is in progress, and 6 are complete. 37 additional slices, represented in blue, have been modified but are unassigned.

Search: 

You can search for specific assignments by entering text into the search bar and clicking the Search icon or Enter.

Assignment Filters: 

Individual assignments are listed below the status bar and are displayed in the order they appear in the assignment.

• To add a filter:
  1. Click the Filter icon.
  2. Select the check box(es) next to participant(s) or any the following status(es) or you wish to display:
     • In Progress: This filter includes tasks that are currently in progress.
     • Past Due: This filter includes tasks that are past their due dates.
     • Completed: This filter includes completed tasks.
     • Participants: This filter allows project owners and managers to view the tasks of specific individuals within the project.

  Note: Upland Qvidian remembers any “Assignment Status” filters you apply. Filters will remain active between logins and across projects.

  3. Click the Filter icon again to hide the filter options.
• To remove a filter: 
  1. Click the Filter icon.
  2. Clear the check box(es) next to the status(es) or participant(s) filter to remove.
  3. Click the Filter icon again to hide the filter options.

Assignment information export: 

You can export assignment information from the expanded panel by clicking the Export Assignments icon. For more information, see Export project information.

Task status & workflow: 

• To view a particular assignment, click the task card. The assignment will open in the workspace.
• Click the Go to Workflow Detail  icon on the assignment card to view the workflow. For more information, see Edit assignment workflows.
• Assignment status colors & step icons:
  • Yellow Filled Circle: Current step that is "In progress".
  • Yellow Empty Circle: Future step that is "In progress".
  • Red Filled Circle: Current step that is "Past due".
  • Red Empty Circle: Future step that is "Past due".
  • Green Filled Circle (with a white checkmark): Completed step.

Note: Hover over any of the assignment task icons for status, participant, completion requirements, and edit permissions for that task.

My Tasks displays by default for participants (non-project owners/managers) and reflects the progress of only your assignments. The bars display the percentage of assignments in each status as indicated by color. Hover over the colored status sections on the bars to display the number of assignments in that status.

My Tasks status bar colors:

• Yellow: In progress
• Red: Past due
• Green: Complete

In the example above, there are 4 total tasks, 1 is past due, 1 is in progress, and 2 are complete.

Search: 

You can search for specific assignments by entering text into the search bar and clicking the Search icon or Enter.

Assignment Filters & Sorting: 

A list of your assigned tasks, found below the status bar are grouped in order of due date (e.g., due next 30 days, due after 30 days, etc.).

• To sort tasks: 
  1. Click the Sort icon.
  2. Select one of the following: 
     • Due Date (Asc.): This is the default sort order. Tasks are listed and grouped in order of due date (e.g., due next 30 days, due after 30 days, etc.).
     • Display Order (Asc.): Tasks are displayed in the order they appear in the assignment.
• To add a filter:
  1. Click the Filter icon.
  2. Select the check box(es) next to any the following status(es) or you wish to display:
     • My Turn: This filter includes tasks where it is currently your turn in the workflow to complete an action. These are indicated by a filled circle.
     • Upcoming: This filter includes tasks where your turn in the workflow to complete an action is in the future. These are indicated by an empty circle.
     • On Time: This filter includes your tasks that are not past their due dates.
     • Past Due: This filter includes your tasks that are past their due dates.
     • Completed: This filter includes your completed tasks.

  Note: Upland Qvidian remembers any “Assignment Status” filters you apply. Filters will remain active between log-ins and across projects.

  3. Click the Filter icon again to hide the filter options.
• To remove a filter: 
  1. Click the Filter icon.
  2. Clear the check box(es) next to the status(es) or participant(s) filter to remove.
  3. Click the Filter icon again to hide the filter options.

Assignment information export: 

Export assignment information from the expanded panel by clicking the Export Assignments icon. For more information, see Export project information.

Task status & workflow: 

• To view a particular task, click the task card. The assignment will open in the workspace.
• Click the More menu to view the workflow, complete, or re-open your tasks.

Note: To complete several tasks at once, select the desired tasks and click Bulk Complete icon. For more information, see Complete your project assignments.

• Tasks are grouped into sections: Past Due, Due After 30 Days, Completed. View the participant's task status:
  • Past Due: Tasks that are future and "Past Due" will be displayed in this section. Any tasks that are current and "Past Due" will have a red line on the left side and a red "Overdue" icon will appear on the task card.
  • Due After 30 Days: Tasks that are future and "Due After 30 Days" will be displayed in this section. Any tasks that are current and "Due After 30 Days" will have a yellow line on the left side and a yellow "In progress" icon will appear on the task card.
  • Completed: Tasks that are future and "Completed" will be displayed in this section. Any tasks that are current and "Completed" will have a green line on the left side and a green "Completed" icon will appear on the task card.

Project owners and managers can edit, create, and reuse assignment workflows. When adding an assignment workflow, the Create Assignment screen will open in the left panel.

1. Assignments can be created anywhere in the project, file list file, or RFP. Do one of the following: 
   • Participants Tab 
     • Drag and drop participant(s) onto the desired location (e.g. slice or selection question and answer cells in the workspace) in the workspace. You can select multiple slices or cells, before you drag and drop, by pressing and holding Ctrl while selecting slices or cells, or selecting a slice or cell pressing Shift, then selecting another slice or cell to select a range.

   Note: If you are creating assignments in an area with text fields (e.g. "Overview"), drag and drop your participants into the workspace title bar.

   • Sections Tab 
     • Click the Project Assignments icon at the top of the workspace to create assignments in an area with text fields, such as the Overview section.
     • Right-click the title bar, question slice, question, and/or answer cells and select Assignments. You can select multiple slices or cells by pressing and holding Ctrl while selecting slices or cells, or selecting a slice or cell pressing Shift, then selecting another slice or cell to select a range.

     Note: The RFP file does not identify cells in Microsoft Excel or Word tables as questions or answers, but simply as cells. You must select both the question and answer cells when creating an assignment so they will be tracked together and the assigned participants will be able to add or edit the answer in the cell.



2. Enter a Task Name. By default, the system will name new workflow tasks “Workflow Task,” allowing users to leave the default workflow task name unchanged to create workflows faster when there’s no need to replace the default name with something more descriptive. Admins can change this default to the name they prefer via the “DefaultWorkflowTask” Global Setting.
3. Set the due Date and Time ˅

   1. Click the calendar icon to open the calendar.
   2. Browse to the required month and year and click on a date to set the date. Use the left and right arrows on the top right to move to the previous or next month. Use the drop-down to select the year.
   3. Set the time using one of the methods below:
      • Click the clock icon to open the clock.
      • Click in the hours and minutes fields and enter a new time.
      • Click the up or down arrows on the hours, minutes.
      • Use the drop-down to select AM or PM.

      Note: This will be the task's due date. The default date is the due date of the project.

4. Click the Add Assignees button to add assignees to that task. The "Add Assignees" dialog appears.
   • Narrow down the list by selecting Participants or Teams from the dropdown menu.

   Note: Managers can auto-assign users associated with the custom metadata fields of content records used in the questionnaire response. This allows managers to assign the most appropriate contributor quickly and easily. For more information, see Auto-assign users to assignment workflows.

   • Enter two or more letters into the search bar to locate a specific Participant, or Team. Results begin populating below the search bar once text is entered.
   • Click the X icon to exit out of the "Add Assignees" dialog and save any changes.

   Note: Once selected, a blue checkmark appears to the left of the participants' initials. To remove an assignee, click the participant name again so that the blue checkmark is no longer visible.

5. Select the desired Edit Permissions: 
   • Editable: These participants can answer and edit their slices or edit their file, and mark their workflow task as complete. By default, tasks are in "Editable" mode.
   • Read-only: These participants only have permission to approve or reject answers by marking their workflow task complete or reopening a previous participant’s workflow task.
6. Select the desired Completion Rule: 
   • Anyone: Requires all participants to complete their task before the workflow can move to the next task. By default, all tasks are set to "Anyone."
   • Everyone: Only requires one participant to complete the assigned task.

Example: You may want to require only one of the participants to complete the task if you have assigned it to a team, but any member of the group can answer it. You may want to require all the participants to complete the task if the question contains multiple parts, or requires approval from all participants.

7. (Optional) Click the More Actions menu to complete or delete the task; or when there are multiple tasks, move the task up/down or to the top/bottom of the workflow.
8. Click Done.
9. (Optional) Click Add task to add more tasks to your workflow.
10. (Optional) Drag and drop the tasks to rearrange the order of the workflow or select one of the following options from the More menu: Complete Task, Move Up, Move to Top, Move Down, Move to Bottom, Delete.
11. If you have selected multiple slices, select one of the following options: 
    • Separate workflows: Select to view the assigned slices as individual tasks. This option is selected by default. You may want to manage tasks separately to get a more accurate view of the progress of your project and to be able to mark each question as complete as you work it. Upland Qvidian will recognize the first cell in each row of a group of selected cells as an individual task.
    • One workflow: Select to view the assigned slices as a single task. If selected, the slices will display as one entry in the Assignment panel but only display the text in the first slice. You may want to manage the tasks together if you have a question that contains sub-questions in different slices and want to track them as a single task. Slices will be marked complete when the entire assignment is complete. This option is only available if you select consecutive slices.
12. (Optional) To save this assignment workflow for future use, click Save for Reuse. This eliminates the need for commonly used workflows to be recreated manually every time they're needed.



1. Enter a Workflow Name.
2. (Optional) Unselect the Save participants to workflow checkbox to save the tasks in your workflow without including its participants. By default, this checkbox is selected so Upland Qvidian will remember the participants associated with saved workflows.
3. (Optional) Update your Share Settings. By default, a saved workflow is "Private" and therefore only visible to the project owner that created it. To make a saved workflow available to all permissioned users, select "Global."
4. Click Save. To reuse this workflow, see Reuse assignment workflows.
13. Click Save.

When creating a workflow task in Projects, managers can auto-assign users associated with the custom metadata fields of content records used in the questionnaire response. This allows managers to assign the most appropriate contributor quickly and easily.

Example: A manager can create two descriptive custom metadata fields to associate a default North American reviewer and a default European reviewer with a content record, “NA_ Reviewer” and “Europe_Reviewer,” and then add the users accordingly.

1. Associate users with content records by creating custom metadata fields creating custom metadata fields with the User Data Type.

Note: Once created and enabled, these "User" metadata fields will appear on the Custom Metadata tab of the Content Properties dialog where different users in your organization can be identified with their intended purpose.

2. Go to the Custom Metadata tab of your Content Record Properties for either an existing content record or when uploading a new content record and select the individual(s) you want to associate with your "User" Custom Metadata.
3. Answer any applicable RFP questions using the content record to which you have assigned your "User" Custom Metadata.

Caution: An answer must already be added to the Project when the Auto-Assign task becomes the current task.

4. Create your assignment workflow.
5. Select the applicable Auto-Assign option from the Add Assignees dropdown menu.

6. Click Save. The "Auto-Assign Feature" dialog will display.

   • If a valid user(s) is identified, Qvidian will automatically determine which user is associated with the content record's related Custom Metadata field, assign that individual to the task, and send a "Your Turn" email notification if their assignment is the second or later task in the workflow (the first task in the workflow does not receive an email).
   • If a valid user cannot be identified, choose one of the following options that appears on the "Auto-Assign Feature" dialog: 
     • Auto-complete task: Qvidian will automatically mark the workflow task as completed.
     • Assign to Project Owner(s): The task will be re-assigned to the Project Owner. If the Project Owner completes a task on behalf of someone, they will not receive a "Your Turn" email trigger.

Note: Workflows that use Auto-assign can be saved and reused for future use.

Saved assignment workflows can be re-purposed and modified as needed for new assignments.

1. Begin by creating an assignment. The Select Assignment Workflow panel will appear.



2. Select an existing workflow.
3. Choose which participants to include: 
   • Include only project participants: Applies the tasks in the saved workflow, but only includes participants associated with the workflow if they are already participants in the project.
   • Include all workflow participants: Applies the tasks in the saved workflow and includes all participants associated with the workflow. If one or more of these participants are not already included in the project, Upland Qvidian will also add them as participants to the project.
   • Exclude all participants: Applies the tasks in the saved workflow, but excludes all participants associated with the workflow
4. Click Next.
5. (Optional) Modify the workflow for your use case. For more information, see Edit assignment workflows
6. Click Save.

Owners have full access to modify workflow tasks. Modifications to the workflow tasks may affect the progress status of the project and its assignments.

1. Click the Go to Workflow Detail  icon on the assignment card.
2. Click the Edit icon to edit the existing assignment.
3. Edit the tasks as desired. For more information, see Create an assignment workflow.
4. Click Save.

Note: Project owners can complete any participant tasks within an assignment workflow. For more information, see Complete your project assignments.

Project owners and users authorized to manage projects owned by other users can edit assignment workflows for two or more slices at the same time.

1. Navigate to your desired RFP questionnaire.
2. Select two or more assigned slices that are part of an active workflow using one of the following methods:
   • Hold down the CTRL key on a PC or the CMD key on a Mac, click each task.
   • While holding down the Shift key, click one task, and then click another task below it to select all tasks in between.
3. Right click the slices and select Assignments. The following message will appear, “Warning multiple ranges are selected, and any changes will impact all selected ranges.”
4. Workflow updates depend on the selected slices:
   • Same Active Assignment Workflow for All Selected Slices: View and modify the workflow shared by all selected slices. Qvidian will apply workflow changes to all selected slices, overwriting the legacy shared workflow.

   

   • Different Active Assignment Workflow for at Least One Selected Slice: Create a new assignment workflow for the selected slices. Qvidian will apply the new workflow to all the selected slices, overwriting all previous workflows.

   

5. Click Save. Click Save for Reuse if you wish to Reuse assignment workflows.