Tasks

While activities record what has been done for a contact, tasks record the things that you or your employees need to do to in order to further communication with a contact. Instead of being associated with a contact, tasks are associated with your employees, the users of CRM. Tasks are assigned to employees for completion and can carry expiration or due dates.

Use the Tasks function to add, view, and/or edit tasks and responses by status (Pending, Completed, or Expired) or by user type (Assigned To, Completed By, or Entered By).

If there are values in the Contact, Campaign, or Opportunity columns of a task record, you can drill down to view the details of those activities.

Use the Column Chooser to add or remove columns from the grid.

To aid in ease of use, you have the same options available on the Tasks screen as you do with Interactive Views, namely the abilities to filter opportunities, customize the view and save it, and export the data.

Use the Toggle button () to switch between grid view and field view.

Creating or Editing a Task Record

1. Click New, on the toolbar, to open a blank task record, or apply the filter as necessary to sort task records and select the task to edit. TIP: You can right-click on the drop-down list filter and use the Column Chooser to add the Link ID to any contact lookup filter to improve reporting and give you another way to search for contacts tied to other entities within the system (customer, vendor, and employee). You can add the Link ID and the Link Type to task, activity, and opportunity lookup filters to improve reporting and searching.
2. Select or edit the type of task in the Task Type field. ALTERNATELY, click Copy Template to open the template selection window.

   

   1. Select a Template to copy into the tasks list
   2. Select a Contact for the template.
   3. Select a Campaign, as applicable.
   4. Select an Opportunity, as applicable.
   5. Select a user in the Assigned To field, as necessary.
   6. Click OK. This will add the individual tasks from the template (with the associated contact, campaign, opportunity, and assigned to values) into the Tasks screen.
   Template tasks added to tasks screen.

   

3. Enter or edit a description of the task in the Description field.
4. Select the user to which to assign the task from the Assigned To field.
5. Select the date for which the task should start from the Start Date field.
6. Select the date by which the task is due from the Due Date field.
7. Select the status of the task from the Status field. To complete a task, select Completed from the list. CRM automatically enters the workstation date as the task’s completed date and moves the task from the list of Pending tasks to the list of Completed tasks.

   To reopen a completed task, select a different status. CRM automatically deletes the completed date and moves the task from the Completed list to the Pending list.

8. Select the priority of the task from the Priority field.
9. Select the date the task is entered in the system from the Entered Date field.
10. Select the completion date of the task from the Completed Date field, as appropriate.
11. Select the user who completed the task from the Completed By field, as appropriate.
12. Enter any applicable notes for the task in the Notes section. Press Ctrl+Enter to begin a new line.
13. Use the Activity button, on the toolbar, to open the Activities function and add activities to the task record.
14. Use the Calendar button, on the toolbar, to open a calendar view.
15. Click the Save button, on the toolbar, to save the new or edited task record.

Deleting a Task Record

1. Apply the filter as necessary to sort task records.
2. Select a task record to delete.
3. Click the Delete button, on the toolbar, to delete the selected task record.
4. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.