Owner, Assignee & Teams

Who can use this feature?

Task Owners, Assignees and Admins can edit Task Assignees.

Task Owners and Admins can update Task Ownership.

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

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.

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

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

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

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

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

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

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

Colour by Owner

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

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.

Last updated 2 days ago

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