Activities Overview

Task allocation/assignment to team members can be done manually or automatically in Advvy.

Manual Allocation can be performed

• via the Workflow Activities tab in a Campaign or Project
• via Advvy Team Work dashboard
• via the All Activities Dashboard

Automatic allocation can be performed

• via the Allocate Workflow button – [Assign Tasks] in a Campaign

Manual Allocation Steps

Assign tasks via the Workflow Activities Tab in a Campaign or Project

1. Navigate to a Campaign or Project and select the Workflow Activities tab. Workflow Stages and tasks are displayed.
2. Assign a task with one of the following methods:
   1. Click the selector icon for one or more tasks in the list then select ‘Actions’>’Bulk Edit Activities’> select an Assigned user and click [Update]
   2. Double click a single task to display the Task details. Select a user for the ‘Assigned User’ field.

Assign tasks via Advvy Team Work

Navigate to Advvy Team Work menu. The default Resources view will be displayed.
The left pane will show tasks, the right pane will show Team users.

• • In Resources view
    Click the selector icon for one or more tasks in the left pane then select a user on the right pane and select the [Assign] button.
  • In List view
    Click the selector icon for one or more tasks and then click [Bulk Edit Activities] and select a user.
  • In Kanban view
    Double-click a task to display the task details then select a user for the ‘Assigned User’ field.
  • In Timeline view
    Click to highlight a single task, or Ctrl+Click to select multiple tasks and then click [Bulk Edit Activities] and select a user.

Assign tasks via All Advvy Activities Dashboard

1. Navigate to Advvy Activities menu. Select any of the available views for tasks.
2. Click the selector icon (tick) for one or more tasks in the list then on the Ribbon toolbar select [Assign] and  click on ‘Assign To‘ = User or Team.
3. Look-up and select a user and then click [Assign] to save.

 

Automatic Allocate Workflow Steps

Allocate Workflow ribbon function in a Campaign

When allocating a workflow, users have four options to choose from TEAM MEMBERS, WORKFLOW TASKS, ASSIGN TASKS and MILESTONE DATES.

It’s important to keep in mind that the allocate workflow functionality is based on roles and media specialties assigned to users, and media specialties assigned to tasks/subtasks in a workflow. If these records are not updated with this information, the allocated workflow functionality will not work correctly.

Each allocate workflow options will be explained below.

Allocating a workflow by TEAM MEMBERS

Resets the team based on the current team membership, then it adds people to the campaign based on the media types of the campaign. If the campaign doesn’t have media types, and only flightings, it’ll use the flightings to determine who’s on the campaign.

IMPORTANT: Allocating a workflow by team members REMOVES the tasks not applicable to the campaign based on the media types associated with the campaign.

Allocating a workflow by WORKFLOW TASKS

This selection combs through the tasks/subtasks in a campaign and compares it to the media types included in that campaign. It then removes any tasks that are associated with a media type not being used in that campaign. This feature will only work if media specialties have been added to the workflow.

As an example, if Out of Home (OOH) tasks are a part of the workflow, but OOH is not a media type in the current campaign, then selecting this option will remove all OOH tasks from the campaign.

If a media type is added to the campaign later, it puts those tasks back in by selecting the allocate by workflow tasks option again.

Allocating a workflow by ASSIGN TASKS

This option allows a team manager to allocate all tasks to individuals at the click of a button. This option auto assigns tasks to team members based on their Workflow Role and a Media Type Specialty.

 

It’s recommended to allocate tasks in the following order:

1. TEAM MEMBERS
2. WORKFLOW TASKS
3. ASSIGN TASKS

The reason being is you don’t want to assign work to users before you remove team members and tasks that aren’t required for the campaign based on that campaign’s media types. By following these steps, you only assign tasks to the team member’s whose roles and specialties match what needs to be done in the campaign.

Allocating in this way only assigns users to tasks that have not been removed from previous allocations. It also ignores any tasks with the status of “Not Applicable” and tasks that have manually been assigned to users.

If a task has a media specialty assigned to it, Advvy will assign a user with the same specialty to that task. If that media specialty has not been assigned to any available user, it will match a user to the task depending on their role and the role assigned to that task. Advvy assigns tasks as equally as it can throughout the team based on the information provided in the system.

 

Allocating a workflow by MILESTONE DATES

The Allocate Workflow “Milestone Dates” is used when you have changed the Start and End date of the campaign, and you want the Milestone Dates of Tasks and Stages to reflect the new dates of the campaign. This is helpful if the campaign gets pushed forward or is rescheduled to different time.
Do not use this feature unless the Start and End dates of the campaign changes.