If you have tasks that require collaboration, add them to a shared list with other collaborators and assign them to different people. You can see live changes made by list collaborators, and they can see yours, so your team stays as up-to-date as possible!
When you add a collaborator to a list, they can view all tasks in the list, add new tasks, and edit or delete existing tasks. You can not add someone as a collaborator to My List because that task list is private to you.
To add a collaborator:
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Within a task list, select the gear icon and choose Manage collaborators from the dropdown.
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Type in a person's name and select it from the results to add them as a collaborator. You can only add someone as a collaborator if they have permission to access the People page in any product.
When someone is added as a collaborator, they receive an email and in-product notification.
Anyone with a product permission level that includes access to the People page of that product can add collaborators to a task list. This table breaks down those permissions by product, if applicable.
|
Product |
Can add collaborators |
Can't add collaborators |
|---|---|---|
|
Accounts |
Organization administrators |
Billing managers |
|
Calendar |
People editors |
People viewers |
|
Check-Ins |
Editors and viewers |
Counters |
|
Giving |
Administrators, bookkeepers, and counters |
Reviewers |
|
Groups |
Administrators |
Group type managers and leaders |
|
Publishing |
Administrators |
|
|
Registrations |
All users |
|
|
Services |
Anyone with at least the minimum permissions needed to view people outside of their teams, according to your Services default settings. |
Anyone below the minimum permissions needed to view people outside of their teams, according to your Services default settings. |
To assign a new or existing task to a collaborator, choose someone from the Assigned to dropdown when creating or editing a task.
When you assign a task to someone, their profile avatar is displayed on the task.
The assigned collaborator is notified of the new assignment.
Tip
If you inactivate or delete a collaborator's profile, they are removed as a collaborator, and all tasks assigned to them are unassigned. Tasks are also unassigned from anyone manually removed as a collaborator.
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Within a task list, select the gear icon and choose Manage collaborators from the dropdown.
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Select the X next to a person's name to remove them as a collaborator.
When someone is removed as a collaborator, they receive an email and in-product notification.
Since collaborators can see edits as they happen, you don't need to refresh your shared task list to see changes; however, depending on your action, you may need to select Save before the changes apply across collaborators.
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If you change the task list color, remove a task, or mark a task as complete, other collaborators will see those changes as they happen, with no saving required.
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If you update a task list name or edit a task, you must save those changes before they become visible to other collaborators.
All changes are updated live in the toolbar and the Tasks page!
Caution
If you're working within a shared list and another collaborator deletes it, you will see a warning and the option to restore the list. Restoring the list will restore it for all collaborators.