Allow users to select from a group as well as from all users when assigning tasks in a standard task list. RRS feed

  • Question

  • I have a standard task list made in SharePoint 2007.  When users assign a new task to someone they can either select a user from all users by typing in a name, user ID, etc. or select from a list of people that are in a group.  Depending on how the Assigned to column is setup.
    If the column is set to choose from all users, it can be time consuming typing them in and waiting for it to auto-resolve (by clicking the check names button.)
    If the column is set to choose from a SharePoint group (that would contain the people who are most likely to have tasks assigned to them) users can select from that list quickly when they click the browse button (little address book) but are unable to search and select from all users anymore.

    Is there a way to allow users to select from that group AND have the option to also assign to users who are not in the group?

    There may be a way to do this with SP designer, but in our environment we're limited the ability to use it.
    If this is not possible, I hope it is in SharePoint 2010.

    Thursday, June 21, 2012 8:33 PM

All replies

  • Hi Bo,

    Thank you for your question.
    I am trying to involve someone familiar with this topic to further look at this issue.

    Lhan Han

    Thursday, June 28, 2012 9:39 AM
  • Hey Bo,

    I just tried to create a new task in SP2010 and then add a group and then a specific user afterwards.  It will not allow me to do so.  I can only add 1 user, or 1 group.  Here is the error I get when I try to assign a user 'BB' and the group 'bee' to a task.

    "You are only allowed to enter one item"

    This behavior can be considered by design.  If you want to add multiple users, I would suggest just adding all the users to a group and adding the group to the 'assigned to' section.

    Monday, July 2, 2012 5:18 PM
  • Thanks for your reply bailybb123 but I think we didn't connect on what I was trying to do. I can actually assign a task to multiple, individual users. I can also assign a task to multiple users by assigning the task to a group that contains those users.

    What I'm trying to do is have the choice to assign a task to a group using the assign to field (which gives the ability to send email to those users as I understand it when the task is assigned) OR to an individual user that's not in that group.  If I set the assigned to field to pick from a group, it removes the ability to select from the global address list.  If I set the assigned to field to pick from all users, it's kind of cumbersome having to type in each person's name, etc.

    I hope this has clarified rather then confusing what I'm trying to do.

    Tuesday, July 3, 2012 6:09 PM
  • Hey Bo,

    Thanks for the clarification, however the answer is still the same.  SharePoint will only allow you to select individual users or a group. It does not allow you to select a group and certain individual users. I see where your pain is with this issue, hopefully there will be a better solution in the next release of SharePoint. Thanks,

    Monday, July 9, 2012 9:03 PM