You could include the reviewers as part of your project templates so that they will automatically be added when new projects are created. You can also create a workflow rule that will add reviewers automatically when all or certain projects are created.
Add groups as reviewers.
My team / certain members of our Sr. Leadership team are commonly reviewers on all of our projects. It is cumbersome to enter the names individually. It would be nice to be able to use the groups they are assigned to as a reviewer.
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If it was just my team that would be great but different projects call for different groups of stakeholders to be informed. Business are used to Outlook Distribution Group style functionality, I'm surprised a system that uses groups does not have more dynamic use for the is all.
Completely agree that this should be a standard feature, and it is planned for the future but no committed date at this time.
Any updates on this?
I have requested an update to see if there is any ETA for this.
Did you get any update on this? We would like to be able to use groups for setting reviewers, managers, team members for cases and so on. First of all, for managers you can only have one user and that is quite limiting (in our case, in a lot of cases the manager of a task is actually a group of people that collaborate). In addition to that, for reviewers or any other entity that currently allows for multiple users, without the group functionality you have a problem any time a new member is added to a group. You have to manually add it to all the relevant places, which can take a lot of effort.
We stll do not have a firm ETA. The closest I could get from our Product team was that this would be implemented later next year. Sorry that the timeline is so vague.
Any update on this? Currently I use the group membership in a workflow rule, but if you are releasing an easier option please advise. Thanks!
Sorry, still no ETA.
Josh / Boris -
Is it possible to create a workflow to add all members from a group as reviewers on a project? If so, can you provide an example?
You can add groups as followers by default when you create/edit projects using workflow engine rule.
There is also an application for adding group members as managers https://www.clarizen.com/apps/group-members-additional-managers/
If you download that application and change the fields from New entity to reviewer you should be on the right track
As a workaround it might work, but keeping in sync the group members in all the items the group was added to is not something this solves. We created scheduled workflow rules for that but they fail constantly due to the amount of items they have to edit.
This has basically been substantially addressed with the enhanced Permission Definitions. You can add a Permission Definition link to a Group and set permission as "Viewer" and it accomplished virtually the same thing as adding Reviewer. There some nuances about testing for that in workflow rules and custom actions (you have to test Permission Role instead of HasRole) but it works quite well.
Hi Jason, this is pretty much what I'm trying to do at the moment, but can't get the permission definition link to work for groups. is there any chance you could provide a quick description of how that's done?
Sorry for the delay - sure, happy to help. It should not be difficult. For any single project, or as part of a project template, on the property card search for "Permission" and you can see the hidden relationship field "Permissions":
You can click on "More" here for the pop up., or just click on the field values and start typing in the group name, then select it:
That adds the group, and the default permission is "Viewer" which is what you want for "Reviewers". You can also make them editors, ehich is almost identical to Manager:
You can also add it directly in a workflow or custom action:
Thanks, Jason - This helped a lot! (I am setting up workflows rather than doing it manually )
One thing I noticed that you can only use user groups, rather than discussion groups.
Robin: Yes, that's right its user groups not discussion groups. Note, however, that all user groups are also automatically "discussion" groups, so we only use "discussion" groups for things which are effectively topic areas, not assignments. Having a discussion group for Commercial Excellence, for example. If a group of people have some functional relationship, make them a user group. And since user groups are hierarchical, (groups can have sub groups) you can do quite a bit