In our Legacy application, tasks were categorized as Regular, Participant, and Event. This structure sometimes caused confusion because certain attributes were exclusive to specific task types. GUIDE 2.0 streamlines this experience by managing all tasks through a single task type.
There are still many scenarios where using a participant or event-style task is helpful for PMs, particularly for tasks multiple people need to complete independently (e.g., attending a training or meeting). In these cases, quickly assigning the task to multiple users is essential.
However, Legacy Participant and Event Tasks had limitations, particularly around reporting and accountability. GUIDE 2.0 addresses these tasks issues while retaining the ease of assigning tasks to multiple users. The new bulk duplicate feature allows you to assign tasks to multiple users using a familiar pick list. By creating individual subtasks for each user, reporting, time tracking, and automated reminders become more targeted and accurate.
Template Configuration
When building templates in GUIDE 2.0, Admins and Managers will notice a slight change in the process. Instead of creating a single task for both Assignees and Participants, they will now:
Create a parent task containing the instructions that were previously used for the “Assigned To” person in Legacy Participant Tasks.
Add a subtask containing the instructions that were previously for the “Participants.”
Legacy Participant or Event Tasks always required two sets of instructions; GUIDE 2.0 separates these into distinct tasks for clarity.
This same configuration applies when cloning Legacy templates into GUIDE 2.0. Any template containing a Participant or Event Task will be divided into a parent task and subtask, with instructions cloned to the appropriate task.
Bulk Duplication
Duplicating a subtask is simple:
Ensure all team members responsible for the task are added to the project via the Team tab.
Navigate to the subtask you want to duplicate.
Right-click the subtask or open the kebab menu to access the context menu.
Select Duplicate to open the duplicate modal.
Choose the users who need to complete the task (tip: use the search to find specific users quickly).
Click Save. Copies of the task are automatically created and assigned to the selected users.
Special Note: You can also duplicate a subtask from the parent task. Open the task drawer, scroll to the subtask, and use the kebab menu to access Duplicate and launch the modal.
FAQ's
How do you give a task a specific date or time like the Legacy version of Event Tasks?
How do you give a task a specific date or time like the Legacy version of Event Tasks?
Use task-level custom fields to add as many attributes to a task as needed. For example, a “Date” custom field type lets users select a date using a calendar picker, while a “Text” field can be used to enter a specific time. These custom fields can then be incorporated as merge tags in your task instructions, and their values will automatically populate in emails sent.