A Task can be created as a entity on its own or for a specific Contract or Party record. Tasks can be a request for action or a prompt for an action to be performed.
When a Task is created the system assumes that you wish to send an email notification out to the 'Assigned To' and 'Monitors'. The system will send out these notification emails when the Task reaches its Task Date Setting and will keep sending you reminders until you Complete the Task.
Note: Some Accounts may have the Task name set to 'To-Do's'. This is just the old name for Tasks.
Creating a Task
Tasks can be created via the option within the Navigation bar:
- Navigate to Tasks
- Press [New], you will be presented with the Task form
Fig 2 - Completed Task Form
Complete the Task details, linking it to either a existing or new Contract or Party if required.
If you wish to link it to a Contract or Party then you must first select the 'Related Entity' value and then select the specific record from the list of values underneath. If you are creating a Task directly form a Contract or Party record then the Contract or Party record value will automatically default in this field.
People can be linked to a Task in two ways. The can either be the 'Assigned To' person or a 'Monitor' person, only one person can be 'Assigned To' a Task but multiple people can 'Monitor' a Task.
The Magnifying Glass can also be used to launch the 'Find screen'. This screen will display more information about People records, and you can use the filters to help you find the correct value.
Dates
The 'Task Date Setting' field is when the system will trigger a Task email notification to the 'Assigned To' and 'Monitors'. By default todays date will be set, but you can change this to be a date in the future if required, you cannot set this to a date in the past.
Once the 'Task Date Setting' is reached then an email notification will go out to the 'Assigned To' and 'Monitor' people, they will also have a notification in the in app Notification area (top right of the screen, bell icon).
Once the 'Task Date Setting' value has been reached then the date cannot be amended - the Task is classed as triggered and this value cannot be updated. If the value is still in the future then the value can be adjusted.
The Recur Rule section is used to set if the Task should recur on a regular basis, such as Annually or Quarterly until the 'Until' value is reached.
If a Task is created with a recur value, once the initial Task is completed then a new Task will automatically be created. A new Task will be created each time the prior Task is completed until the 'Recurs Until' value is met or the Task is deleted.
TIP: Tasks can be recurred in relation to Custom date fields created for specific milestones. Once the custom date field is created and placed on the record form, it will appear as an option within the Recur Rule 'Until' field drop down list. Please refer to this article about Tasks and Dates.
TIP: For further details on all the fields within the Task record, please refer to the article Working with the Task Form
Once a Task is created it has its own set of sub tabs at the bottom of the record.
Fig 3 - Task record sub tabs
Notes: A User can manually add a note to help with completing the work associated with the Task. Changes to a Task after the Task date Setting will automatically create a note, such as changing status, Priority and 'Assigned To'.
Related To: Will allow you to link one Task to another
Files: Associated file can be uploaded to the specific Tasks
Transactions: Each change to a Task is logged as a 'Transaction' each transaction enables User to see what was updated in the Task and when. This information can be used to generated reports. Please refer to the Task Transactions article for more details.
Collaborations: If any of the files associated to the Task have been added to a Collaboration then the Collaboration record will be displayed here. Please refer to the Online Document Collaboration article for more details.
Audit: Full audit trial of the Task record
If you are using the Lists feature, you can add multiple Tasks records in one action by applying an existing Task List.
For more details about Lists please click here
If you are using the Automation feature and a valid Automation Rule applies to your record then your Tasks will be automatically created.
For more details about Automation please click here