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Assign a task to a team member

A manager — Supervisor, Sales Manager, Admin or the Owner — assigns a task to someone they coordinate, linked to the record it concerns (for example a conversation, contact or opportunity), and follows it until it is done. Added 2026-09-22 at the product owner's request; not an item of the partners' use-case inventory.

When this happens: The actor clicks Assign task on a record, on a conversation in the Inbox, or + New Task on the Tasks page.

Step by step

  1. 1

    Open Elena Rusu's WhatsApp conversation in the Inbox and clicks Assign task.

    EasyCRM shows the task form linked to the conversation and to Elena's contact profile, with an Assignee picker listing only the Supervisor's team (users whose Reports To chain leads to her) and herself.

  2. 2

    Enter the subject Call Elena about the delivery delay, due tomorrow, priority High, and selects the operator Radu as assignee.

  3. 3

    Click Assign task.

    EasyCRM checks that Radu is active, is in the Supervisor's team, and can open the conversation and the contact. EasyCRM creates the task with Radu as owner, records the Supervisor as AssignedBy with the time, and writes TaskAssigned to the audit log. EasyCRM sends Radu a TaskAssigned notification with the subject, due date, assigner and a link to the task. EasyCRM shows the task in Radu's *My Open Tasks*, in the Supervisor's *Assigned by me* list and in the contact's timeline. The task's linked records open the conversation in the Inbox and the contact's profile. The conversation itself does not change: its status and responsible party stay as they were.

Other paths

Assign to several team members

At step 3 selects Radu and Ana as assignees. At step 6 creates one independent task for each and notifies each of them.

Reassign an open task

Radu is off sick; the Supervisor opens the task from *Assigned by me* and reassigns it to Ana. Moves the task to Ana, keeps the Supervisor as AssignedBy, writes TaskReassigned, notifies Ana and tells Radu the task was moved away from him.

Owner or admin assigns to anyone

Holds EasyCrm.Activities.AssignTasksToAnyone; at step 2 the picker lists every active user of the company.

Assignee completes the task

Radu calls Elena and marks the task complete. EasyCRM sends the Supervisor a TaskCompleted notification; the task leaves the open *Assigned by me* list.

If something goes wrong

Assignee outside the actor's team

At step 5 the chosen you are not in the Supervisor's team and she lacks AssignTasksToAnyone. The you are not offered in the picker; a direct API call is rejected with EasyCrm:Activities:AssigneeNotAllowed.

Assignee cannot open a linked record

At step 5 Radu's visibility scope does not cover the conversation, or his access does not cover the contact. The assignment is rejected with EasyCrm:Activities:AssigneeCannotAccessRecord, naming the record: Radu can't open Elena Rusu — WhatsApp (Conversation) — choose another assignee or change their access Nothing is created; the Supervisor picks someone else, or removes the record from the task.

Assignee deactivated later

Radu is deactivated while the task is open. The task appears in the Supervisor's *Assigned by me* list flagged Assignee inactive, ready to reassign ().

Good to know

  • Who may assign to whom follows permissions only — AssignTasks covers the actor's team along the Reports To chain, AssignTasksToAnyone covers every active user; users without either assign tasks to themselves only. (FR-07-018, ADR-014)
  • The assignee must be able to open every linked record.
  • A task is work assigned to a person; it does not change a linked conversation's status or responsible party, and it is not a follow-up (FR-26).
  • The assignee is notified on assignment; the assigner is notified on completion and, if not the assignee's manager, when the task becomes overdue.
  • The assigner may edit, reassign or cancel the task; the assignee completes it.