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Groups in Workflows

Assigning groups in Workflows

Introduction

In Workflows, you can assign tasks not only to individual users but also to entire groups. This allows a whole team to handle a task together — such as the clergy team, youth workers, or an administration team — without a single person carrying sole responsibility.

Benefits of group assignment

Several people share responsibility for a task.
Group leaders automatically receive emails about new assignments.
Tasks and responsibilities can be maintained even if individual staff members leave the group.
You can filter by groups to keep an overview of the inbox.

3 ways to assign a group to a task

Manually in the task: Directly select an authorised group as the recipient within the task.
Automatically via forms: When connecting a form to Workflows, auto-assignment to a group can be configured.
Via group settings: Enable groups for Workflows so they can be assigned in the first place.

Permissions & roles

Roles with "Workflows" and "Manage all tasks in the parish": Can enable any group in their own parish for Workflows, see all unassigned tasks, and assign tasks.
Group leader with "Manage group assignments in their own parish" permission: Can enable their own group for Workflows and receives email notifications for new assignments.
Users with Workflows access: Can see and edit tasks assigned to them or their groups.
Multi-parish: Permissions only apply within your own parish. In another parish, users require separate rights. If a group is cross-parish, only group members who are in both the group and the parish associated with the task will see the Workflow task.

IMPORTANT: A group can only be assigned if at least one member has Workflows access. Otherwise, a warning will appear and the assignment will be prevented.

Enabling groups for Workflows

By default, groups are not enabled for Workflows. Deliberately enabling them ensures that tasks only go to the intended teams.

Activation in Group Settings

Required: Roles with the permission "Workflows" plus "Manage all tasks in the parish"

Go to the Groups module.
Select the desired group. (As a group leader)
Click "More" in the top right corner.
Enable the option "This group can receive Workflows tasks".
Save the setting.

With the Workflow permission "Manage group assignments in their own parish", group leaders can also enable their own groups themselves.

Assigning a group to a task

Once a group is enabled for Workflows, you can select it as a recipient for a task just like an individual person.

Open the desired task in the inbox.
Select one or more enabled groups in the "Groups" field.
Optional: Additionally assign an individual via the "Assigned" field.

📷 [Screenshot: Task details with "Assigned" and "Groups" fields on the right side]

You can assign one individual to a task. If several people should work on a task together, use a group.

The assigned groups are displayed on the task card — similar to the assigned person. Hovering over the group icon displays a tooltip with all group names.

📷 [Screenshot: Task card in the inbox with group icon and tooltip]

Auto-assignment via forms

When a form is connected to Workflows, every new response can be automatically assigned to a task — optionally to a person, a group, both, or neither.

Open the form and go to the "Connect to Workflows" setting.
Enable "Yes, automatically create a task from every response".
Under "Auto-assignment to a user", select the desired person.
Under "Auto-assignment to a group", select one or more groups.

📷

NOTE: If neither a person nor a group is selected, the task remains unassigned. In this case, only roles with the "Manage all tasks in the parish" permission are responsible for processing. Ensure that someone checks these unassigned tasks regularly.

Notifications for group leaders

When a new group assignment occurs, only group leaders with the "Manage group assignments in their own parish" permission receive an email notification. Other group members are not informed by email.

If a group has several leaders with this permission, they all receive the email.
Members without this permission see the task in the Workflows inbox but do not receive an email.

To avoid unnecessary email floods: Grant the permission specifically only to the people who should coordinate tasks for the group.

Removing or disabling groups

Removing a group from a task

You can unassign a group at any time:

Open the task.
Remove the group from the "Groups" field.
The task is then unassigned again (unless another person or group is assigned).

Disabling a group for Workflows

If a group should no longer receive new tasks, disable the Workflows option in the group settings.

IMPORTANT: The group will still have access to tasks already assigned to it but cannot receive new ones. To completely revoke access, assign the open tasks to another group or remove the group from the respective tasks.

Filtering and viewing group tasks

In the Workflows inbox, filters are available to help you quickly find the right tasks:

My Inbox: Tasks assigned to you personally or your groups.
Group Inbox: A separate area for each group you are a member of that is enabled for Workflows.
Active / Completed / Archived: Status filters for processing.
Assigned to me / Created by me: Filters within a group or inbox.
Event in 7 / 14 / 30 days: Filter for tasks linked to a calendar entry — based on the event date.
Parish filter (Multi-parish): Restricts the view to a specific parish.

📷 [Screenshot: Workflows inbox with side menu, group inboxes, and filters for Active/Completed/Archived]

If you create a task yourself and then assign it to another person or group, you retain access via the "Created by me" filter.

Related articles:

Introduction to Workflows — Overview of the Workflows module
Managing permissions and roles — How to configure roles and rights
Creating and managing groups — Basics of groups in ChurchDesk

Search terms: Workflows, tasks, groups, group assignment, group leader, office, auto-assignment, form, inbox, permissions, unassigned, multi-parish, notification

Updated on: 08/05/2026

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