Managing workgroups

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Workgroups

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the > Admin > Admin Categories > Activations page. Refer to Activations.

Should you use workgroups?

Workgroups are optional.

Workgroups are teams that can be assembled as needed and independently of departmental structure.  Any resource can be a member of one or many workgroups. You can select workgroups for the Dispatch Calendar and for workload reports, and they can provide cross-departmental project visibility to workgroup members.

  • On the Dispatch Calendar, selecting a workgroup opens the calendars of all members.
  • When you run a Workload Report, selecting a workgroup includes all members of those workgroups in the report. Refer to Workload report.
  • Workgroup Leads will have visibility of all projects of all members of their workgroup. For most resources, project level security limits their project access to the projects to which they are assigned. But department heads have visibility of all projects that any of their staff are involved in as team members or resources. Workgroups act as "virtual" departments, independent of organizational structure, allowing workgroup leads to access all projects that their workgroup members are involved with. 

NOTE  You can assign multiple leads to a workgroup, or no lead. To avoid unintended project visibility, only workgroups set up to provide project visibility should have a workgroup lead.

How to...

To open the page, use the path(s) in the Security and navigation section above.

NOTE  Deleting a workgroup does not delete the associated resources, but it may affect the projects and resources visible to the workgroup leads.

Field Description
Summary Tab
Workgroup Name A name is required.
Workgroup description The description is optional.
Active If you do not want this workgroup to be immediately active, clear the Active check box.
Resource Tab
New Select a resource to add to the workgroup. If this workgroup member should be able to view the other members' projects, select the Workgroup Lead check box.
Right-click > Edit Workgroup Resource Select a different resource, or clear Workgroup Lead to revoke a resource's lead status.
Right-click > Remove Workgroup Resource Removes the resource from the workgroup.