Add a project assignment

You only have to identify the assignment's activity, such as write content, and the state, such as To Do, to add an assignment to a project. When you know who will do the work and on which components, you can update the assignment with that information.

Component options. When you create an assignment, if you include multiple components in the assignment, you have the following options:

  • Create a separate assignment for each component
  • Keep all the components in this single assignment

If you choose to create an assignment for each component you included, all assignments that Inspire creates will have the same activities, states, and properties as the original assignment.

You only see this option when you create an assignment. You must:

  • Add multiple components

  • Click Create

You do not see this option when you are updating an assignment.

  • You can create an assignment without adding components. If you do this and update the assignment later to add multiple components, you will not see this option.
  • Even if you are updating an assignment that originally had no components included, and you add multiple components, when you click Update, all components are added to the existing assignment.

You must have permission to the Projects Module to work with projects.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

To add a project assignment:

  1. Click Projects_TopMenuOpt Projects.
  2. On the Project Management tab, double-click to open the project that contains the assignment you want to update.
    You can also open a project by:
    • Right-clicking the project and then selecting Open.
    • Clicking Action_Menu the Options menu and then selecting Open.
  3. In the title bar of the Assignments pane, click the click the plus sign .
  4. On the Create Assignment screen, in Activity, choose the option that best describes the work you want to accomplish, such as "Write content".
  5. In State, choose the option that best describes the status of the work, such as In Progress.
  6. Optionally, you can add the following information:
    1. In Assigned To, select a participant who has been added to the project.
      Make sure you assign work to a participant who has access to the component, otherwise you will see an error when you click Create.
    2. In Start By, to choose a date when work should begin, click the calendar icon calendarand select a date on or after the current date.
    3. In Due By, to choose a date when work should be complete, click the calendar icon calendarand select a date after the Start By date.
    4. In Description, enter details about the work to be done in 3000 characters or less.
    5. If you want assignment notifications sent to other users besides the Project Coordinator and the assignee, in Additional Notifications, enter the email addresses separated with a ; (semi-colon).
  7. On the Create Assignment screen, you can optionally add existing components to the assignment.
    1. Select the Components tab.
    2. Click elementNames Add Components...
    3. On the Select Project Components dialog, in the Folders pane, open the folder that contains the components you want to add.
    4. In the Components pane, select the checkbox for each component you want to add, and then click Select.

      Inspire checks to see if the component(s) you want to add are in another assignment, project workflow or review workflow.

      • You see warnings if a component is already in use.
      • If you want, you can close the warnings and create the assignment or workflow anyway.
  8. On the Create Assignments dialog, click Create.
    If you added more than one component to the assignment, you have the option to create a separate assignment for each component or keep all components in this one assignment.
    Result: You can see the newly added assignment or the multiple assignments in the Assignments pane.

    If you try to assign work to a participant who doesn't have access to the component, you will see an error.

    • The error tells you the name of the restricted component.
    • You are returned to the Create Assignment screen to change the participant or the component.
    • For details on how to set permissions, refer to: Set permissions.