Unable to Retrieve Tasks Assigned to My Office Group

[NoeN]

Hello, 

I have accepted the challenge to figure out how to create a report with just my group's Open TASKS only. I have verified that our assignment group was created but unfortunately, we have not found a way to remove the other groups Tasks when creating our report. We have tried pulling a report but only found a handful of tasks when we generally have over 60 plus. Can someone provide some helpful notes or direction? Thanks in advance. 

[Naveen20]

The Task [task] table is a parent table. Its children — Incident, Change, Problem, Request, Requested Item, Catalog Task, HR Case, SM Task, Project Task, etc. — each carry their own read ACLs. When you run a report directly on task, the platform filters out any child records the runner doesn't have read access to. So if your group handles, say, Catalog Tasks and Incidents, but the person running the report only has itil (incident read), they'll see incidents and miss the rest. That's how 60+ collapses into a handful.

Filter setup (once ACL is sorted)

Pull the report from the Task [task] table with a condition like:

• Assignment group — is — [your group]
• Active — is — true

"Active = true" is the cleanest way to get "open" across every task type, because each child defines its own "closed" states and the Active flag is the common denominator. If you want tighter control, use State — is not one of — Closed, Closed Complete, Closed Incomplete, Closed Skipped, Cancelled — but Active handles it in one condition.

Recommended approaches in order of preference

1. Report on Task [task] with the right roles. Ask your admin to grant the report runner(s) the read roles for every child type your group handles (itil, sn_request_read, sn_hr_core_read, etc.). Then the single Task report works cleanly.

2. One report per child table. If granting broad roles isn't feasible, create separate reports on Incident, Change, RITM, Catalog Task, etc., each filtered to your assignment group. Combine them into a single dashboard or a Homepage so it feels like one view. This is the most common real-world pattern.

3. List report grouped by Table. On the Task table, create a List report grouped by sys_class_name. You still need the ACLs, but the grouping immediately shows whether certain task types are being silently filtered — if your group owns 20 RITMs and the group shows zero, you know it's an ACL gap rather than a data gap.

Quick sanity check before you debug further

Impersonate the report runner and open the task list directly: task_list.do?sysparm_query=assignment_group=<sys_id>^active=true. Compare that count to what an admin sees with the same query. If admin sees 60+ and the runner sees 8, it's 100% ACLs. If both see 8, then the data genuinely isn't there and the filter/assignment itself needs review (stale group assignments, tasks assigned to individuals rather than the group, etc.).

One more thing worth checking — make sure tasks are actually assigned to the group and not just to individuals in the group. A report filtered on Assignment group won't return records that only have Assigned to populated.