Assign tasks and subtasks to relevant Owners across your firm to drive organizational accountability and ensure obligation compliance. Assign or reassign individually or in bulk, and maintain a clear audit trail of task activity through the Activity Log's timestamped record.

If you haven't already, create User Groups for your firm and assign relevant tasks as outlined below. 

Assign Tasks 

From the Tasks or Subtasks dashboard

These steps apply whether you're assigning an unassigned task, reassigning to a new owner, updating one task, or updating in bulk. 

1. In the left-hand navigation, under Insight, open the Obligations page
2. Open the Tasks or Subtasks tab
3. Use search or filters to narrow down results
   TIP: If assigning tasks from one owner (a user or a group) to another, user the Owners filter to locate the applicable tasks easily. 
4. Use the checkboxes to select task(s)
5. Click Bulk Actions
6. Select Assign Owners
7. Select the Owners using the drop-down
   1. Select a single owner, multiple owners, or a User Group as the owner (e.g., Finance team) 
   2. For tasks, if selecting multiple owners, check the box for Require all owners to mark complete if you want to ensure that each individual owner signs off on the task before it moves to Complete
8. Choose whether to update recurring tasks or just this instance
9. Click Assign

From the Task Details page 

These steps apply if you are viewing a task (recurring or not) and want to assign/reassign to new owners. 

1. In the left-hand navigation, under Insight, open the Obligations page
2. Open the Tasks tab
3. Use search or filters to narrow down results
4. Click a task’s title to open the Task Details page
5. To manage the Owners on a task: 
   1. Under the Task Details tile, click the ⋮ icon and select Edit or Edit recurring task (if recurring)
   2. Update the Owners drop-down as needed
      1. Select a single owner, multiple owners, or a User Group as the owner (e.g., Finance team) 
      2. If selecting multiple owners, check the box for Require all owners to mark complete if you want to ensure that each individual owner signs off on the task before it moves to Complete
   3. Click Save
   4. If any instances of a recurring task have different owners, choose what open and overdue instances to update
   5. Click Apply Changes 
6. To manage the Owners on a subtask: 
   1. In the Subtasks tile, click the ⋮ icon on the applicable row
   2. Select Edit
   3. Update the Owners drop-down as needed 
   4. Click Save

Bulk assignment via CSV

Bulk Task Assignment turns large ownership changes caused by departures, team reorganizations, or fund handoffs into a spreadsheet workflow. It updates today's tasks and, by default, keeps future instances of recurring tasks assigned to the correct owners.

1. In the left-hand navigation, under Insight, open the Obligations page
2. Open the Tasks page
3. Click Download All to export a task list to Excel 
4. Edit the Task Owner Emails column with the new owner(s) (for multiple owners, put each email on its own line)
5. Go back to the Tasks page in the Ontra app and click Bulk Assign
6. Upload the modified CSV or XLSX file 
7. Click Assign Tasks