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Updating Group To-Do’s, how to send updates to assignees

Mat Newman  August 20 2012 11:25:48
A question from a user this morning regarding the use of the Group To Do functionality in Lotus Notes.

The user had assigned a Group To Do, but when they modify the content of the To Do and choose "Save and Send Assignments" the people who have accepted the To Do assignment don't receive any updates.

Group To Do's in Lotus Notes actually have 3 options available to them:

Figure 1: Editing a Group To Do Entry after the assignments have been sent

Lotus Notes Group To Do assignment options


In Figure 1, you see 3 (three) options relating to an update you make to the content of an existing Group To Do: "Save and Close", "Save and Send Assignments" and "Owner Actions -> Reschedule".

What these options do:
Option: Outcome:
Save and Close: Saves the changes in your To Do list only
Save and Send Assignments: Saves the changes in your To Do list and sends Invitations to NEW assignees or Cancellation notices to EXISTING assignees
Owner Actions -> Reschedule Saves the changes in your To Do list and sends those changes and updates to CURRENT assignees, including updates and modifications to the Description/Content.






So quite simply, if you have modified the content of a Group To Do and want the assignees to see the updates, make sure you use the "Owner Actions -> Reschedule" option.
Comments

1Craig  08/31/2013 6:25:56  
Updating Group To-Do’s, how to send updates to assignees

Hey Mat,

How about assignees updating the "Description" field of a Group To Do that I have assigned as owner? I would like my assignees to add progress notes in the description field, but when they edit their to dos and then Save and Close, I can't see their edits. Is there a way to do this?

Thanks!

2Tancredo  07/29/2015 23:10:00  
Updating Group To-Do’s, how to send updates to assignees

I have the same question as Craig. We are trying to use the description field as a shared notebook to update the progress.

Mat Newman

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