Finding and replacing task members or reviewers

Finding and replacing task members or reviewers

After you click the Find and Replace Task Members icon (

) or the Find and Replace Task Reviewers icon (

), the Find and Replace Task Members or Find and Replace Task Reviewers page opens.

You can replace any member or reviewer with any other current member of the project. To replace with someone not on the project list, you first need to add that person to the project. (This requirement applies only to owner-assigned task members and reviewers. To remove a member or reviewer assigned by an administrator when a template was created, you must go to the approval and remove them, assuming you have permissions to do so.

When accessing the Find and Replace Task Members/Reviewers page, the project Workflow is locked; any other user who attempts to access it receives a warning message, indicating the workflow is currently in use.

The following table describes some uses for the search and replace feature.

Search and replace use cases
Goal	Select	Replace with
Switch specific resources: replace a given user, in a given role, with another user for all tasks in the project.	task member/reviewer = Karen role = Project Manager	Connie Contact
Switch specific users: replace a given user, anywhere on the project, regardless of role.	task member/reviewer = Karen role = Any Role	Mary Manager
Add a backup to a role: add another person to a role, as a backup or additional resource.	task member/reviewer = Karen role = Project Manager	Connie Contact
Assign tasks to a role: newly assign a given user to tasks, by role.	task member/reviewer = Any User role = Project Manager	Mary Manager

To delegate tasks to another user temporarily, each user can define Out of Office settings. For more information, see Defining out of office settings.

This page contains the following sections.

Filters: Allow you to filter the search by role, task member, or a date range. Filters are at the top of the page.

Buttons: Allow you to preview and update the search. The buttons are at the center of the page.

Search results: Displays tasks that meet the search criteria. Use it as a preview of the tasks that will change if you click Update All Occurrences.

Use the top-most fields in the Find and Replace Task Members/Reviewers dialog to filter the results. You can search by role, task member, or project date ranges.

Filters on the Find and Replace Task Members/Reviewers dialog

Task member or reviewer is

Select the name of the member to replace.

The list contains all team members and reviewers on the project. It also contains a choice for any user, which is the default.

Select the role of the task member to replace.

The list contains all roles in the project, and also contains a choice for any role, which is the default.

Date Constraint

Check this box to search using a date range. If selected, you can choose the following information.

Type of task: supply the type of date to search, either forecast or target, in the for tasks box.

Range: choose dates for the search range.

Select the status on which to filter. You can choose Pending/NotStarted, Active/In progress, or both.

Replace with/Add this task member

Select one of the radio buttons, depending on whether to replace or add members/reviewers. Then, enter the person you want to fill the selected role on the tasks in the search results.

Buttons on the Find and Replace Task Members/Reviewers dialog
Button	Description
Find All Occurrences	Preview search results. You can view the list of tasks that meet your search criteria in the Search Results area of the page.
Update All Occurrences	Update members, after you confirm that the list of tasks is correct. As a best practice, click Find All Occurrences before doing the update.
Cancel	Close the page without making changes.

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