Add a task to multiple campaigns

15 min

You can add a single task to multiple campaigns within Optimizely Content Marketing Platform (CMP). This streamlines content planning and reporting by eliminating the need to duplicate tasks for shared workstreams, ensuring better visibility and simplified asset management across your organization.

Each task maintains a single parent campaign as its primary owner, governing permissions, workflows, and fields. You can link this task to additional campaigns, referred to as linked campaigns. This ensures that while a task has a single source of truth, its impact and assets are distributed across all relevant initiatives.

The feature provides the following capabilities:

Users can link or unlink any task to other campaigns as needed.

All task-related information, including comments, status updates, attachments, and field values, resides within a single task record.

Linked tasks are visible in the List, Calendar, and Board views of each associated campaign. You can identify tasks with a linked badge or icon, with additional details available when you hover over them.

Upon task or step completion, the approved assets associated with the task are automatically referenced in the Content tab of all linked campaigns.

The task details page includes a Related tab that lists all additional campaigns, providing quick navigation to associated initiatives.

Benefits

Eliminates duplication – Reduces the need to create identical tasks for different campaign tracks, saving time and minimizing inconsistencies.

Enhances cross-campaign coordination – Improves collaboration across brand, regional, and channel-specific campaigns by centralizing task management while preserving a single source of truth for all task-related information.

Automates content distribution – Automatically references completed task assets into the Content tab of each linked campaign, reducing manual distribution efforts.

Enable linked campaigns

Go to your profile > Organization > Misc.

Click on the toggle under Campaign Linked Task to enable it.

Enabling this feature provides two settings:

Display Linked Tasks in Plan View – See what campaigns tasks are linked to in the Plan view.

Push Assets to Linked Campaigns when Task Assets are saved to Library – Automatically push assets to the linked campaigns when users save assets in a task to the Library.

You can disable either of these if desired.

CMP automatically saves your changes.

Add linked campaigns

CMP provides several ways you can add linked campaigns to tasks:

Click Add under Linked Campaigns when you create a task.

Click More (...) > Edit on a task and click Add under Linked Campaigns.

Go to a task's Related tab and click Add Related. Select Links to for the Relationship drop-down list and click Add to choose the campaigns. Click Update.

Note

You cannot select the parent campaign as a linked campaign as it is already the owner.

You can link up to 100 campaigns per task.

View linked campaigns

Plan view

In the Plan view, you can see which campaigns tasks are linked to.

You can toggle on Show campaign hierarchy to show linked tasks.

You can click Columns and select Parent Campaign and Linked Campaigns to show where the tasks are linked.

The Parent Campaign column shows what the tasks's parent campaign is.

The Linked Campaigns column shows what other campaigns the task is linked to. You can hover over it to see the list of campaigns and their statuses.

An icon displays if the task is linked to the campaign but is under another as the parent.

Activities tab

If a campaign has other tasks that are linked to it, an icon displays on the campaign's Activities tab.

This means that the task is linked to the campaign; this campaign is not the parent.

You can see a task's linked campaigns by going to Task > Related.

Task - Related tab - Linked campaigns.png

History tab

Both the campaign's History tab and the task's History tab display linked information after creation.

Library

You can see linked campaign information for assets in the Library.

Go to the Library and select an asset.

Open Image Information to see the Linked Campaigns section.

Linked campaigns - Image information.png

Push assets to campaigns

When a user marks a step or task as Complete with Publish to Library enabled, its assets are pushed to the Content tab of the parent and linked campaigns.

You can also manually push existing assets from the Library to any campaign's Content tab.

Go to the Library and find your asset.

Click on More (...) on the asset.

Select Add to... from the drop-down list.

Choose your campaigns. You can search for and select the campaigns you want to link.

Just like the automated task completion workflow, this action pushes a reference of the asset directly to the selected campaign's Content Tab. This ensures the campaign always has access to the latest version of that asset without creating a duplicate copy.

Note

If you update the asset in the Library, all linked campaigns see the updated version (the campaign holds a reference, not a separate copy).

Governance and deletion

To maintain data integrity and control, specific governance and permission rules apply:

The parent campaign retains authority over the task's workflow, fields, and editing rights.

Linking a task to additional campaigns does not grant new editing or access rights to users who do not already have permissions within the parent campaign.

You can configure tenant policies to restrict who may link or unlink tasks (such as limiting this action to editors of the parent campaign).

A comprehensive audit trail records who linked or unlinked a task, when the action occurred, and from which context.

If a parent campaign is deleted, the task becomes orphaned but retains its links to linked campaigns.

Examples

The following scenarios illustrate how assets behave when tasks are shared across campaigns.

Basic completion

Action – You complete Task A (parent: Campaign 1), which is also linked to Campaign 2.

Result – The final asset displays in the Content Tab of both Campaign 1 and Campaign 2.

Asset versioning

Action – You upload a new version of the asset in the Library.

Result – Both Campaign 1 and Campaign 2 immediately display the new version of the asset in their Content tabs.

Un-completing a task

Action – You mark Task A as incomplete after the assets have already been pushed.

Result – The assets remain in the Content tabs of all campaigns. Un-completing a task does not retract the assets.

Creating a task from an asset

Action – You create a new task using an existing asset from the Library.

Result – If you complete this task and choose Push as new version, all campaigns linked to the original asset are updated. If you choose Push as new asset, the new asset displays only in the campaigns linked to the current task.

Permissions

Task edit access

Scenario	Access type	Notes
User creates a task.	Direct	The creator is automatically given edit access.
User is directly granted edit access (Share).	Direct	This applies when shared manually with the Share drop-down list.
User has edit access to the parent campaign.	Inherited	Campaign permissions cascade down to tasks.
User is in a team with parent campaign access.	Team-based	The user inherits edit access through team membership.
Organization-level default sharing applies to the parent campaign.	Org-based	This depends on organizational sharing settings.
The user has an Admin role.	Unconditional	This overrides all permission logic.

Campaign edit access

Scenario	Access type	Notes
User creates a campaign.	Direct	The creator is the owner and inherits down the hierarchy.
User is shared on a sub-campaign.	Direct	There is no access to parent or siblings.
User creates a sub-campaign inside a parent campaign.	Inherited	The permissions from the parent campaign apply.
User is added to a team with campaign access.	Team-based	The user inherits campaign permissions from the team.
There is organization-level default sharing.	Org-based	The organizational defaults apply to creator or new campaigns.