Changing the 'Set by' User
Overview
The Task Log in Learn Amp allows users with the appropriate permissions to update the "Set by" user on tasks. This helps Admins and Managers correct or reassign task ownership more efficiently, ensuring task records remain accurate and up to date.
Functionality Breakdown
With this feature, authorised users can:
Select one or more tasks in the Task Log
Use a batch action to update the "Set by" user
Choose any active user as the new "Set by" individual
Optionally apply the change to parent tasks as well
Ensure notification emails for recurring tasks show the updated 'Set by' user, maintaining clear ownership
Pre-requisites
Role Requirements
Role | Can Use Batch Action? | Can See 'Set by' Filter? |
|---|---|---|
Admins / Owners | Yes | Yes |
Learners, Curators, Learning Designers, HR | No | No |
Only Admins and Owners who can Manage tasks can access this feature.
Quick Start Guide
Step 1: Access the Task Log
Click Reporting in the sidebar
Select Tasks
Step 2: Select Tasks
Tick the checkboxes next to the tasks you want to update.
Step 3: Apply Batch Action
From the batch action dropdown:
Select Change 'Set by' user
Choose the new user from the dropdown list (only active users will be selectable)
Decide whether to apply changes to parent tasks
Click Apply to save changes
Known Limitations
Deactivated users cannot be assigned as the new "Set by" user
However, you can still filter by deactivated users when viewing tasks
FAQs
Q: Will changing the "Set by" user on a recurring parent task update future recurrences?
Yes. Future instances of the recurring task will reflect the updated "Set by" user.
Q: Will notification emails also show the new "Set by" user?
Yes. Email notifications for recurring tasks will indicate the updated user, maintaining clarity for learners.
Q: What happens if the original user is deactivated?
You cannot assign a deactivated user as the new "Set by" person, but you can still filter tasks originally set by them.
Q: Does the change apply to parent tasks automatically?
No. You'll be prompted to choose whether to apply the change to parent tasks.
Q: Why don't I see the batch action to change the "Set by" user?
You must be an Admin or Owner with task management permissions.
Troubleshooting
Issue | Solution |
|---|---|
Batch action not visible | Confirm you have either an Admin or Owner role. |
Unable to select a deactivated user | Only active users can be assigned; use filters to view tasks set by deactivated users. |
Change not applied to parent tasks | Ensure you select the option to include parent tasks when prompted. |