Assigning Users to Devices and Tasks
When managing a Project, it’s often important to designate certain portions of the system to specific users. Using SiteOwl's Assigned To feature, you can easily assign Devices and Tasks to individual users, making it clear which aspects of the Project they are responsible for completing. Let’s take a look at how the Assigned To field works in each SiteOwl application.
SiteOwl Web Application
- Edit a Project Plan: Navigate to the Account, select the Project Plan and click the Edit Plan button, then select the Device or Task to be assigned to a user.
- In the Edit panel, locate the Assigned To field and click to open the drop-down list. Available options include only the users who have been given access to the Project.
If the user you need is not listed, refer to the SiteOwl Knowledge Base Article Managing Headquarters Users and follow the steps to give the user access to the Project.
Once you've saved your changes, you can then use the Filter option to display only the Devices and Tasks that are assigned to one of the following:
- Anyone (assigned to any user and unassigned)
- Me (assigned to only the user currently logged in)
- Unassigned (no user assigned)
- Specific User (select from a list of users)
It's important to remember that any change made to Device and Task assignments must be saved before using the Assign To Filter option.
DesignOwl Mobile App
Similar to the Web Application, users can be assigned to Devices and Tasks when editing Project Plans in DesignOwl.
- Edit a Project Plan: Navigate to the Account, select the Project Plan and click the Edit icon, then select the Device or Task to be assigned to a user.
- In the Edit panel, locate the Assigned To field and click to open the drop-down list. Available options include only the users who have been given access to the Project.
Once you've saved your changes, you can then use the Filter option to display the Devices and Tasks that are assigned to one of the following:
- Anyone (assigned to any user & unassigned)
- Me (assigned to only the user currently logged in)
Remember to save change made to Device and Task assignments before using the Assign To Filter option.
SiteOwl Mobile App
SiteOwl Mobile can not be used to assign users to Devices and Tasks. However, assignments made in the Web App and in DesignOwl can be viewed in SiteOwl Mobile.
When viewing a Project Plan, the Filter option can be used to display the Devices and Tasks that are assigned to one of the following:
- Anyone (Assigned to any user & unassigned)
- Me (assigned to only the user currently logged in)
This makes it simple for a Technicians to know exactly what aspects of a Project are assigned to them.
Use Cases
Now that we know how Devices and Tasks can be assigned to users, and how Filters can be used to easily view assignments on a Project Plan, let’s review a few examples of how this is useful.
1. Video Surveillance Project
This Project will be installed by two crews: a cabling crew is responsible for installing the infrastructure; a security crew will install the camera and components. Users on both crews have been given access to the Project in SiteOwl. In the Project Plan example below, the camera (Primary Device) includes 5 Secondary Devices to be installed for the camera to be considered fully operational.
The network cable and network jack will be assigned to a user on the cabling crew.
The camera and remaining video components will be assigned to a user on the security crew.
Working in SiteOwl Mobile, users have the ability to filter their view of the Project Plan to show only the items that are their responsibility by setting the Assigned To Filter option to Me.
Doing so will remove unnecessary clutter from the Plan, simplifying the view to only the items assigned to the user and maximizing the user's efficiency on the job site.
2. Access Control Project
In this Project, a security crew is responsible for installing the access control system along with a dedicated programmer to complete the work. All have been given access to the Project in SiteOwl.
A door (Primary Device) includes multiple peripherals (Secondary Devices) to be installed, along with a programming Task to make the system fully operational.
The door and peripheral Devices will be assigned to a user on the security crew for installation.
The programming Task will be assigned to the programmer.
Using SiteOwl Mobile, the security crew will change the status of each Device to Installed as the work is completed.
With the Pin Color filter option set to Install Status, the programmer is able to visually confirm that installation is complete and can be confident that the system is ready for the programming phase.
In the Web Application, the Project Manager is able to review status by user, filtered by System Type or for the Project as a whole, and can easily determine what work is completed, what work remains, and who is assigned to the remaining work.
Pro Tip: In addition to assigning users to Devices or Tasks from the Plan View, you can assign users from the Project Devices screen using the Inline Edit feature. In addition, you can use SiteOwl's Export/Import feature to assign users to Devices and Tasks using their UserID via a CSV file.
For more information on advanced editing functions of SiteOwl and Export/Import, check out the following:
Training Course: Project Devices: Advanced Editing
Knowledge Base Article: Updating Project Devices using Export and Import
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