In Smartsheet, you can use the Contact List column type to assign tasks to team members. When team members are assigned to tasks, you can track them as resources in Resource Views and send them Notifications and Reminders with Alerts and Actions. You can also use this column to generate reports of tasks assigned to specific team members.
To add or modify a column, you must be the sheet Owner or be shared to the sheet with Admin-level sharing permissions. You must also have a Smartsheet license. For more information about sharing, see Sharing Permission Levels. Not sure whether you have a license? See Identify Your Smartsheet Plan and User Type.
Set up a contact list column for assignment
To assign people to tasks on your sheet, the sheet must contain a Contact List column. If it doesn't Contact List column, you can insert one using the following steps:
- Click the dropdown arrow below a column's header and select Insert 1 Column Right or Insert 1 Column Left, depending on where you want to place the additional contact list column.
The Insert Column window appears.
- Type the name of the column in the Name box (for example, type "Assigned To").
- Select the Contact List column type.
If you have tasks that need to be assigned to multiple people, check the Allow multiple contacts per cell box.
NOTE: In the mobile application, you'll be able to add one or more contacts to a Contact List column depending on which option was set on the desktop application; however, you can't set this option from the mobile app.
To make certain people easier to add to contact cells in the sheet, you can type a list of preferred contacts under Values—the people that you specify here will appear when you click the dropdown arrow in a cell. You can enter contacts (name and email address), names, or email addresses as your preferred values for the column.
- Click OK.
That's it! The Contact List column is inserted into your sheet. Now you can assign people to tasks.
- You can create filters or build reports to see all of the tasks assigned to specific team members. See Viewing Your Assigned Tasks to learn how to do this.
- Insert multiple Contact List columns when people have different roles related to each task. For example, a Quality Assurance engineer may approve or deny an Approval Request for developer review when they’ve confirmed that they can reproduce a bug submitted by a Quality Assurance tester listed in another column.
- As long as a Contact List field isn't being used for resource management, you can build a formula which automatically assigns people to tasks based on conditions. For example, assign a department head to a task that needs their approval with a VLOOKUP formula. More information building formulas is available in Create and Edit Formulas in Smartsheet.
If you want multiple people to work on a task, set up your Contact List column to Allow multiple contacts per cell.
Once the column is set up, type the name of an existing contact into a cell to display a list of matching contacts then select the desired contact to add them to the list of contacts assigned to the task.
Keep the following in mind when working with multiple contacts in a cell:
- When multiple contacts are allowed, each contact must be associated with an email address. If you enter the name of a new contact into a cell, you’ll be prompted to enter their email address as well.
- You can add up to 20 contacts per cell.
- When you’ve allowed multiple contacts in the Assigned Resource column and set up the Allocation % column in the Project Settings, all resources in the cell will be allocated at the percent you specify. If you want people to work on the same task with different allocation percentages for Resource Management, you can list the same task on multiple rows in your sheet and assign each duplicate task to a different person. See Resource Management and Allocation.
- If you don’t specify an allocation using the Allocation % column, everyone in the contact column will automatically have 100% allocation.
- A report treats single- and multiple-assign Contact List columns as different column types. This may cause unexpected results when pulling in data from a mixture of single- and multiple-assign columns. See Report on Data from Multiple Sheets for more information on this.
- You can build alerts to automatically send notifications and requests to people who are assigned to tasks. See Automate Your Work with Alerts and Actions for more information.
- When multiple people are working on different sections of the same task, create subtasks by indenting rows beneath the parent task then assign people to each subtask. See Hierarchy: Indent or Outdent Rows for more details.
Restrict assignment to a single contact
When a task should only be assigned to one person, restrict the Contact Column to a single contact by leaving Allow multiple contacts per cell unchecked. For example, with an Approval Request, you'll want to ensure that only one person, such as the manager, approves each step in the process to ensure multiple contacts do not overwrite each other's approvals.
- With a Single Contact column, you can use your preferred contact list to group tasks by assignee if you switch to Card View. This is not available when multiple contacts are allowed. For more information about Card View, see Use Card View to Visualize Your Project.
- You can add multiple Contact Columns when people work on different parts of each task. For example, in a Software Quality Assurance project, you might add separate Contact Columns for the “Software Test Engineers” and the “Approving Manager.”
Manage which contacts appear when you type in a cell
When you type a name or email address in a Contact List column, the names that are displayed will include the following:
- Any preferred contact values that you’ve set up using the Values box in the Insert Column or Edit Column Properties window.
- All collaborators shared to the sheet.
- Any other contacts or email addresses that have been assigned to other rows in the sheet.
- People in your personal Smartsheet contacts list. (More information on this is available here.)
- If you're a part of a multi-user account, other people that are in the account. (More information on User Management is available here.)
If you start typing a name or email address and aren't seeing the contact list autosuggest, then your contact list doesn't include a contact matching what you've typed. To add them to your Contact List column, click the dropdown arrow in the cell then select Add New to add the contact name and email address to your list and assign them to the row. You can also edit the column properties to add them to the preferred contact values.
You will occasionally see duplicate contacts when you type a name or email address into a cell. To remove names or email addresses from the contact list, remove them from the preferred contact values and other cells in the column.
If you still see duplicate contact values, it’s possible the name you’ve set up for the contact in your personal Smartsheet Contacts does not match the name they’ve associated with their Personal Profile. See Manage Contacts in the My Smartsheet Contacts List and Manage Your Personal Profile to ensure the name in your contacts matches the name on their profile.
You won’t be able to remove shared collaborators from the contact list.