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Configure task user groups

Quick answer

  • Open Task Management ▸ Group assignment in D365 and select or create the relevant group.
  • Add members by filtering the employee list by position, job, or name, and select the employees to include.
  • Click Save — when any group member completes a task, it is marked complete for all members.

User groups allow multiple employees to be assigned to a checklist task together. When any one member of the group completes the task, it is automatically marked complete and removed from the task lists of all other group members. The Resolved By column in the task management workspace records which group member completed the task.

This is useful for HR and admin teams where several people share responsibility for tasks such as collecting documents or setting up system access.

  1. Open User Groups

    From the D365 navigation pane, go to Modules ▸ Human resources ▸ Task management ▸ Group assignment.

    The D365 navigation pane with System administration, Users, and User groups highlighted

  2. Select or create a group

    Select an existing group to update, or click New to create a group. Give the group a meaningful name that reflects its role or school (for example, WSO HR Pre-Onboarding Team).

  3. Add members

    In the group detail view, the employee list shows all available members filtered by legal entity. Use the available filters to narrow the list by position, job title, or name, then select the employees to add to the group.

    The user group detail view with the employee list filtered by position and multiple employees selected

  4. Save

    Click Save to apply the group membership.

    Groups are scoped by legal entity — employees from other schools are not visible unless their legal entity context is switched. Assign this group to checklist tasks in the Assigned To field when configuring an onboarding or pre-onboarding checklist.