Who is this article for?

Please Review Administrators managing workgroups.

Administration access will be required to follow this guide.

Taskgroups are a flexible implementation of the rigid Please Review workgroup model and are designed to allow users from multiple workgroups to participate in the same review.

1. Introduction to Taskgroups
2. Taskgroup Rules
3. Managing Taskgroups
4. Further Reading

Introduction to Taskgroups

• A user must be in a workgroup to participate in a review in that workgroup. However, there are valid plausible reasons why a user may be in a functional workgroup and need to participate in cross-functional reviews.
• Taskgroups solve this problem by providing a self-maintaining environment in which users from different workgroups can all be included in the same review.

Taskgroups appear under a ‘taskgroups’ sub-heading in any workgroup selection option and, other than the rules detailed below, behave in the same manner as workgroups. For example, if a user selects a taskgroup from the workgroup selection option, their inbox will reflect the reviews in the selected taskgroup (unless the ‘include: all workgroups’ box is checked).

Taskgroups behave in the same way as workgroups from a system administration perspective. Where there are any differences from workgroups, these are noted.

Taskgroup Rules

The availability of taskgroups is controlled by a system configuration setting. The default is set to taskgroups not being available. If taskgroups are available, then all Authors have access to the functionality when setting up a review.

The rules associated with taskgroups are as follows:

1. Any Author can create a taskgroup or add their review to any existing taskgroup.
2. Once in a taskgroup, Authors can search the entire Please Review user base and any user known to Please Review (regardless of their workgroup) can be included in the review.
3. All Authors from any workgroup can view the names of all taskgroups (but are unable to see individual reviews unless they are a review participant).
4. Users included in the review will be automatically added to the taskgroup and it will appear under a
   ‘taskgroups’ sub-heading in any workgroup selection option.

Taskgroups are self-maintaining because:

1. Any user not in a review in the taskgroup will automatically be removed from the taskgroup.
2. If a taskgroup has no reviews associated with it, it will automatically be deleted.
3. Users do not have roles in taskgroups. The roles are determined by the workgroup's users are in.

Managing Taskgroups

If the System Administrator creates a taskgroup and it has no reviews, it should be automatically deleted. However, this automatic deletion rule only becomes activated once a review is placed in the taskgroup. This means:

• If a System Administrator created taskgroup does not have any reviews in it, it will never self-delete and must be manually deleted by the System Administrator.
• Once a System Administrator created taskgroup has its first review in it, it automatically reverts to a
  ‘normal’ taskgroup and will self-delete once it no longer contains a review.
• Once users have been added to a review, they behave like any other taskgroup participant (i.e. they are removed once they are no longer in a review in the taskgroup). However, until added to a review they remain in the taskgroup.

Further Reading

• How to Configure Workgroup Roles
• Introduction to Workgroups
• How to Manage Workgroups