Owner, Assignee & Teams

Who can use this feature?

Task Owners, Assignees and Admins can edit Task Assignees.

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Task Owners and Admins can update Task Ownership.

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All project users can create Teams.

Every Task in Aphex has an Owner: the person ultimately accountable for that scope of work. Owners can add Assignees to help update and progress the Task.

Teams are collections of Tasks Owners you can use as quick filters, making it easy to see work owned by a specific group of Users.

Updating Task Ownership

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Every Task will always have an Owner, but Ownership can be changed at any time. You can reassign Tasks individually or in bulk to reflect who’s now responsible.

To change Task Ownership:

• Open the column picker and toggle Owner

• Click into the Owner cell

• Select a different user from the dropdown

Need to give another user the same permission as the Owner so that User A can always edit User B's tasks? Set up Owner Delegates.

See also: Bulk Edits and Task Delegates and Task Permissions

How Task Ownership Works

• Every Task must have an Owner - and can only have one Owner at all times.

• The person who creates the Task is automatically set as the Owner.

• Ownership can be reassigned to any other User on the Project at any time.

• The Owner has full permissions on the Task. They can edit, delete update progress, resolve clashes and mark it as Ready.

• As the Owner, you're accountable for making sure your Tasks meet the standards for being included in the next Published Version.

• By default, Task Bar colour is tied to it's Owner's user colour, unless custom colouring has been applied to your View

• Tasks can be grouped by Owner across all View types

Adding Task Assignees

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Assignees are collaborators on a Task. You can Assign one or more people to help update the Task - they’ll then see it in their daily Task List, can report progress, and make edits if needed.

To add Task Assignees:

• Open the column picker and toggle Assignee

• Click into the + Assignee cell

• Select all the users you want to set as Assignees

See also: Bulk Edits and Task Delegates and Task Permissions

How Assignees Work

• You can add as many Assignees to a Task as needed - there's no limit.

• Assignees can edit most properties of a Task, including updating Progress.

• Assignees can't delete a Task, change the Owner, breakdown a Task, Make Ready or mark clashes as non-conflicting.

• Adding someone as an Assignee also adds that Task to their daily Task List.

• You can assign someone to a Parent Task or Package. They're automatically assigned to all Tasks underneath.

Creating a Team

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Create a Team to group Task Owners for quick filtering. A team can be used in filters like “Owner = Civils Team” to show related work.

To create a Team:

• Click your Project Title in the top left and select Users

• Select Teams from the menu

• Click

• Pick the Team Members and name your Team

• Click Create Team

How Teams Work

• Teams are a collection of Users - you can make as many as you need.

• Teams are used to filter Tasks or share Views

• Teams don't affect Task Permission - they're for filtering and sharing Views only.

• Adding someone to a Team won't let them edit more Tasks

Filter by Owner, Assignee or Team

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You can filter any View by who Owns the Task, who's been Assigned to it, or which Team they're part of. It's a simple way to focus on just your scope, or keep track of work across different roles.

To set an Owner Filter:

• Click and

• Select Owner in the first dropdown

• Select from Is or Is Not in the second dropdown

• Select from Me, any combination of specific Users, or any Team on the project

To set an Assignee Filter:

• Click and

• Select Assignee in the first dropdown

• Select from Is , Is Not, Is Empty or Is Not Empty in the second dropdown

• Select from Me, any combination of specific Users, or any Team on the project

See also: create & share Views

Filter Breakdown

Filter	Operator	Value
Owner	Is Is Not	Single-Select from the Project User list, Teams or Me (dynamic - will always show Tasks owned by the logged in user)
Assignee	Is Is Not Is Empty Is Not Empty	Multi-Select from the Project User list, Teams or Me (dynamic - will always show Tasks assigned to the logged in user)

Group By Owner

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Grouping by Owner arranges the Plan by the person responsible for each Task. This is possible across all View types, but let's start by looking at Group By Owner on the Gantt:

To Group By Owner on the Gantt:

• Open a Gantt View

• Click

• Select Owner

• Optionally, select a different Primary Group, and select Owner as the Sub-Group

Group By Assignee

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Grouping by Assignee organises your Board by the person(s) each task is assigned to, so you can quickly see who’s working on what (and what’s still unassigned):

To Group By Assignee on the Board:

• Open a Board View

• Click

• Select Assignee

• Optionally, select a different Primary Group, and select Assignee as the Sub-Group

Colour by Owner

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Make it easier to see which Owner is responsible for an activity by changing your Task or Work Area colour according to which Owner is completing the Task

To colour by Owner on the Board:

• Open a Board View

• Click

• Click Task Card Colour and select Owner

To colour by Owner on the Gantt:

• Open a Gantt View

• Click

• Click Bar Colour and select Owner

To colour by Owner on the Map:

• Open a Map View

• Click

• Click Work Area Colour and select Owner

Performance Breakdown by Owner

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Because every Task has a clear Owner, it's easy to track how each person is performing across the Project - not just in terms of delays, but also how consistently they're keeping their part of the plan up to date.

Aphex Insight

Aphex Insight gives you a live snapshot of Owner performance - no set up required. Automatically see which Owners are responsible for the highest shares of delay and why.

Power BI

User Power BI to build custom reporting on Owner delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements.

See also: Connect to Power BI