Deleting tasks when someone leaves
I've been looking but I can't find anything newer than 5 years ago... hoping that someone has come up with a solution since then!
When someone leaves our company, we remove them from Podio. However, any open tasks they had, remain on the item in Podio.
Is there any way to batch delete all open tasks by PERSON, rather than by ITEM? We set up 1 task per item, per person - so we don't need to delete all the tasks on an item, but it is going to be very time-consuming to log in as the leaver to delete every open task they have (and even worse to have to scroll through every item in Podio to check for open tasks for leavers). Leaving the workspace as that leaver doesn't delete their tasks - given the amount of open tasks still visible for people who left years ago.
When an employee leaves the company, I'd recommend removing him/her, not deactivating. Account admins can remove users. Reassigning Tasks is a lot quicker with Mass Editing, as @Marj suggests. Filter the Tasks assigned to the employee who leaves, click "Select all" and then reassign them to some other user.
If you have further questions, I'll be happy to help.
Hi Willow, thanks for your reply.
As I said at the start, we do remove people who've left. I think I'm missing something as you've said @Marj made a suggestion, but there's no-one in this thread with that name.
We don't want to reassign tasks (most of them are things like "read X policy and tick when you have"), we want to be able to delete them. Also, some tasks are automated via Podio Workflow Automation, and some are assigned manually, but who assigns a task will vary, I can't log in as the task creator and filter by the leaver.
If there is a way to automate this, I'd be happy to learn it. Otherwise it looks like I'll have to log in as the leaver, and manually delete every outstanding task for them (a one-at-a-time job).
I am organisation admin, so can delete leavers, although I usually log in as them first to make sure no workspaces get lost due to the leaver being the only workspace admin. This would give me time to also delete their tasks but it can be a time consuming job.
If you can clarify how to filter tasks for the leaver, and "select all" as org admin, I'd love to learn this.
why does something as basic as having a team member who leaves, have to be a coding solution with workflows. just create a query system that allows you to search on user and reassign. this should not be that hard every company deals with employees leaving. this should be part of the system basics.
I agree that this feature request appears to be relatively harmless to the current infrastructure.
I will input here that we have been using podio for 5 years and have found that process orientation around views has helped our growth significantly. Training our employees on why tasks are created for them and to know when they apply makes them a much more valuable employees. Not all solutions are technology. Not having to maintain tasks is a decent long-term solution but is not perfect either.
Just wondering if there's any other help I can get here on how to create a process to find all open tasks by the name they're assigned to, and delete them.
We don't need to reassign tasks - as I said before, most of them are "read this policy" type so shouldn't be reassigned, they're not open pieces of work for someone else to do - and while I can log in as the leaver at first, to clear all open tasks / leave workspaces etc, that doesn't work for people who were removed from the organisation years ago.
It would be nice to just tidy up some old items where we have lots of open tasks for people who left a long time ago, without going into each task one at a time to delete them.
Ideally there would be a feature in the "delete my account" or "remove user from org" option to delete / check open tasks, but if Podio can't implement that kind of change then a flow which finds all open tasks by name, so that I can then delete them, would be great.
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