Some tasks have a name on them. Others just need the next available person.
Team Tasks give Aproove’s collaborative work managemetn software a flexible assignment model. It lets workflow steps be assigned to a team rather than to a specific individual. The task appears in every team member's queue as unassigned, then becomes one person's task when they (or their manager) claim it. The rest of the team's view updates instantly. Work flows to whoever is available without the project manager having to guess in advance who that will be.
What it is
Most collaboration project management tools assume the PM knows exactly who will do every step. In practice, many steps don't work that way. A legal review can be done by any qualified legal reviewer. A retouching task can be picked up by any designer on the creative team. A merchandising check can be done by any merchandiser on shift.
Team Tasks model this directly. A workflow step targets a team (Legal, Creative, Merchandising, Retouching, Buyers, or any group configured in Aproove) instead of an individual. When the step activates, the task appears in the To Do list of every team member, marked unassigned. The team self-organizes: whoever picks it up owns it. Whoever doesn't sees it disappear from their queue the moment someone else claims it.
For the steps where the PM does know who should do the work, individual assignment still applies. Team Tasks coexist with named assignments in the same workflow. The pattern is chosen per step, not per project.
How it works
Assign to a team. A workflow step is configured with a team as its recipient rather than a specific user. When the step activates, the task surfaces in every team member's To Do list with an Unassigned label.
Self-assignment. Any team member can claim the task by opening it. The task immediately moves to their personal To Do list. The other team members no longer see it.
Manager assignment. A user with the right permission (typically a team lead or PM) can assign the task to a specific team member on behalf of the team. Same effect: the task moves to that person's queue and clears from the rest of the team.
Reassignment and unassignment. A manager can reassign a task to a different user (if the original assignee is out sick, on vacation, or overloaded), or push it back to the team queue for anyone to pick up again. The task does not get stuck on a specific person just because it was claimed once.
Optional sticky assignment for revisions. When the same task appears later in the workflow (a new revision of the same proof, a follow-up round of changes), Aproove can be configured to automatically reassign it to the user who handled the original round. So the designer who built v1 picks up the v2 corrections without the PM having to remember who that was. Or, if continuity is not required, the task comes back as unassigned for any qualified team member to take.
Benefits
- Assign to a role, not a person. Tasks go to the right team without the PM having to guess who has bandwidth. The team self-organizes around the work.
- Right person, right time. Whoever is available and qualified picks up the task. PMs do not become a bottleneck for routing decisions.
- No work gets stuck on someone who's out. If a team member is sick or on vacation, a manager can reassign or push the task back to the team queue, keeping the work moving.
- Continuity when it matters. Optional sticky assignment carries the same person through subsequent rounds of the same proof, so the designer who knows the file handles the revisions to it.
- Flexibility when continuity doesn't matter. Disable sticky assignment and each round comes back to the team for whoever is next available.
- Coexists with named assignment. Unlike rigid collaboration project management tools, Team Tasks live in the same workflow as individual assignments. The PM picks the pattern per step based on what the work actually needs.
Who it's for
- Creative agencies assigning retouching, layout, or design tasks to a team where any designer can do the work.
- Legal, regulatory, and compliance teams where any qualified reviewer can clear a piece of content.
- Merchandising and category teams with multiple specialists who can review their area.
- Production and prepress operations with shift-based work and multiple qualified operators.
- Operations and PMO leaders who want workflows that adapt to availability rather than getting stuck on specific people.
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"Implementing Aproove has dramatically reduced errors, increased motivation and satisfaction across the teams and importantly, saved the operation significant hard costs."
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"Within a short period, we were able to reduce 25 workflows into a single workflow. The team saw a 15-week reduction in getting new marketing packages from idea to market. More importantly, it ensured that all the packages were compliant with regulatory requirements. All steps, comments, and approval are captured and saved for any audits."
More ways to streamline high-stakes workflows
See team-based task assignment in a real workflow in Aproove’s collaborative work management software
