Assigning To-Dos

[Bridgecity]

I'm looking at the to-do module, and seeing how I might use that with my staff.  I have all of the staff grouped as "Church Staff."  I am the "Ministry leader" of this group, they are all members.  When I go to start a new to-do, only two of the group members (myself and Christina) show up in the drop-down.  What am I missing here?  I'd like to be able to post to-dos for my staff.  Can I do it?

By the way... when you want to add some really cool features for staff who work together, go check out www.basecamp.com.  This is the most amazing web-hosted collaboration software ever.  I was thinking about using this with our staff as well, but only one new piece of software at a time!  The ability to track projects, hours, and collaborate through the write-board are pretty cool.  Plus, the fact that it automatically sends out emails when a new to-do is added or when a deadline is approaching is very helpful--especially with staff who are part time and work off site.  I'd love to see some features like this incorporated into Ascribe.

Thanks!  (Sorry for so many posts today.  I'm just excited to get this all sorted out and working for us.  I've really!!! got to get back to my sermon writing.)   

[Truman]

Hey Marc,

Hehe, I know what you mean about getting distracted.

Regarding setting to do items for people in a group, the people have to an authorized user account. To do that, for each staff person, go to their person record and click on the "Account" icon. Then set up a username and password for them. Later on when you go back to set to do items, you'll see their names in the drop down list.

Yeah, I've checked out Basecamp before. Looks great. I've been thinking about adding project management tools. Another item on my neverending to do list.

Truman

[Bridgecity]

Oh, thanks.  That makes sense.  No use assigning to people who can't log in and do anything about it.  Smart!

As for Basecamp, the core things that really seem like they would be helpful, in order of priority would be:

1.  Ability to create to-dos assicated within a specific project. (Kinda like a catergory, only with assocated deadlines, etc.)
2.  The ability of the software to autogenerate reminders for to-dos and project deadlines.
3.  Some sort of time-log for staff.  We have staff that work off site, and it's hard for them to be accountable for their hours.  But something where they can log in and note their basic work (i.e. 2.0 hrs, pastoral visit to mrs. smith, 1.5 hrs errends for reteat, etc.) that then adds up all the hours for the week.
4.  This is probably the most complicated one, but at some point the write-board concept for working collaboratively on documents or ideas is a great one.  But that's the least immediately useful.

Just a wish list!  I already love what you've done.

[Truman]

Thanks for the wishlist.

For the whiteboard feature, check on the File module. On the main menu, go to Assets > File Archive. You could set up a folder for a particular project. Then assign each person in the project to have permission to use the folder.

Then upload files that you're working on. You can write comments on particular files.

Also, you can set up workflow rules to do some interesting stuff like send email notifications to people if a file was uploaded to the folder.

[Bridgecity]

...Regarding setting to do items for people in a group, the people have to an authorized user account. To do that, for each staff person, go to their person record and click on the "Account" icon. Then set up a username and password for them. Later on when you go back to set to do items, you'll see their names in the drop down list...

OK, I went into each of the staff and gave them an account, but I am still only seeing two of us in the "assign to" drop down.  I logged out and back in, but nothing new.  What am I missing?

[Truman]

Sorry about that. My fault. You also have to give them each the "web edit permission".

[Bridgecity]

Aha!  We'll try that...  and it works.  I kept looking for this in the permissions, but it's actually on the screen for editing that person WITHIN that group.  Got it.