Task

Introduction

The Task in our system is an efficient feature designed to enhance task management and boost productivity. With this module, you can easily create tasks, assign them to team members, and set deadlines to ensure timely completion of activities. It supports task prioritization based on urgency and offers automated features such as recurring tasks and notifications, keeping your team organized and ensuring no important tasks are overlooked.

Additionally, you can associate tasks with any CRM records, ensuring they are linked to relevant customer information or activities. As a system field integrated across all CRM modules, tasks can be created from any module within the CRM, automatically associating them with the corresponding record name in the Task module.

For example, managing tasks across multiple modules can lead to confusion and missed deadlines, especially when tasks are not clearly linked to their respective records. Our Task Module addresses this by enabling task creation directly from any CRM module, with each task automatically associated with the relevant record. This seamless integration improves visibility and accountability, streamlining your workflow and ensuring timely completion of activities. By centralizing task management and offering advanced automation and filtering options, the Task Module enhances your ability to track, prioritize, and complete tasks efficiently.

Benefits of Task Feature

1. Effortless Task Association with CRM Records: Create tasks directly from any CRM module, automatically linking them to task module with the relevant record name. This seamless integration simplifies task management and ensures that tasks are connected to the appropriate customer information or activities.

2. Streamlined Task Management: Centralize all tasks from different modules in one place for better organization and visibility.

   Additionally, The Global Right-Side Menu provides an easy way to manage tasks, offering quick access to add, search, and organize tasks through a user-friendly interface.

3. Task Filtering: The Task Module features powerful filtering options that help you customize your view of tasks. You can filter tasks by status, priority, due date, and other criteria. This makes it easier to find and focus on the tasks that matter most, helping you stay organized and manage your time better.

4. Automated Alerts: Set priorities and deadlines, and use automated reminders and notifications to track upcoming deadlines. This ensures that important tasks are completed on time and helps prevent missed deadlines.

5. Advanced Automation: Can automate routine tasks such as sending notifications or updating statuses based on specific triggers like task completion or due date changes, ensuring seamless follow-ups and efficient project management.

Here are some use cases

• For managing follow-ups with new leads, tasks can be an essential tool to ensure timely and effective engagement. When a new lead is added to the CRM, a task can be created to prompt a follow-up action, such as making a phone call or sending an email. By setting a task with a specific due date and associating it with the lead record, you ensure that the follow-up is not missed. This task can be tracked to monitor progress and ensure that the lead is nurtured properly, increasing the chances of converting the lead into a customer.

• To efficiently organize team meetings, create a task titled “Prepare for Team Meeting” and set a due date for the day before the meeting. Assign the task to the team leader or designated organizer. Track the task’s progress to ensure that all meeting preparations are completed on time. This helps ensure that the meeting is well-organized and that all necessary preparations are done in advance.

• Implementing Product Updates :When implementing product updates, create tasks for each phase of the update process, such as “Develop New Feature,” “Test Feature,” and “Deploy Update.” Assign these tasks to relevant team members and set due dates for each phase. Use the Task Module to track the progress and priority of these tasks, and set reminders to stay on schedule. This organized approach helps manage the product update process smoothly and ensures timely delivery of new features.

Fields in a task module

Task Title

The Task Title field is required and should contain a clear, brief name for the task. This title helps identify the task and its purpose.

Associated Record

The Associated Record field links the task to a specific record in the CRM, such as a contact,leads or deals.This connection helps you organise and track tasks in relation to relevant records or entities.

When a task is created for another module in the CRM, the related record from that module will automatically appear as the associated record in the Task Module.

Example Scenario: You need to follow up with a client named “Emily Brown” and create a task for client onboarding.

In the Contacts Module, start by opening your CRM and navigating to the “Contacts” module. Locate the contact named “Emily Brown” from the list. Within Emily Brown’s contact details, click on the “Add Task” button in the Task field, enter the title “Client Onboarding,” and set the due date to your preference, like July 15, 2024. Once you save the task, it will appear as a new record in the Task Module. In the Task Module, you will see that the Associated Record field automatically displays “Emily Brown” and her contact details. This feature helps you quickly see which contact the task is related to and keeps your tasks organised.

Assigned User

The Assigned User field allows you to assign the task to one or more team members who will be responsible for completing the task. Select a user from the dropdown menu to assign the task to them. This ensures that the task is managed and tracked by the designated team member. Here we can also assign multiple users against a task.

Due Date

The Due Date field is a crucial feature in the Task Module that allows you to set a deadline for when a task needs to be completed. This field helps you manage your time effectively by providing a clear target date for the task’s completion. By setting a due date, you can ensure that tasks are finished on time, stay organized, and meet your deadlines efficiently.

Tasks that are not completed by their due date can be identified using filters. Use the filter options in the task module to select Due Date - Overdue and his filter condition will show all tasks that have passed their due date.

The Due Date field allows you to manually enter a specific date and time for the task, such as "today at 10 PM," without using the calendar picker. Note that the due date cannot be set to a past date.

Reminder Time

The Reminder Time field allows you to set a specific time to receive a notification before the task's due date. Based on the time specified, assigned users will be notified. This feature helps ensure that important tasks are not missed and are completed on time.

Recurring task

The Recurring Task field allows you to schedule a task to repeat regularly. To use this feature, enable the field and set the recurrence interval (hours, days, or months). Additionally, you can specify a Recurring End Date to indicate when the task should stop repeating. This ensures that regular tasks are not missed and are completed on time.

Reminder via

The Reminder Via field lets you choose how you will receive notifications for the reminder time before a task’s due date. You have two options for receiving reminders:

• On-Screen Notification: Provides a pop-up alert on your screen to remind you about the task.It also allows you to reschedule the task's due time directly from the notification.

• Browser Notification: Sends a reminder through your web browser, even if you are not actively using the CRM.

See the below picture of an on-screen notification

Task Status

The Task Status field shows the current state of a task. It helps you track the progress of a task.By default it has three status options:

In Progress: Select this when work on the task has started and ongoing.

Assigned: Choose this when the task is assigned to any of the agents.

Complete: Opt this when you finish the task.

Task Priority

The Task Priority field allows you to assign a priority level to each task, making it easier to manage workloads and deadlines effectively. Typical priority levels include:

• High: Tasks that are urgent and need immediate attention.

• Medium: Tasks that are important but not as urgent.

• Low: Tasks that can be addressed at a later time or are of lesser importance.

Completed Time

This field records the precise date and time when a task is marked as complete. It helps in tracking task completion and managing timelines effectively.

Delayed Minutes

The Delayed Minutes field calculates the number of minutes a task has been delayed beyond its due date and time. This field is automatically updated once a task is completed, showing the delay duration.

Attachments: This field allows you to upload and associate relevant files with a task.

Notes: This field allows you to add brief comments or observations about the task.

Description: This field allows you to provide a detailed explanation of the task.

How to Add Tasks

1. Creating task through form

Use a form to manually enter task details and create a new task. This method is ideal for adding individual tasks with specific details.

In the Task Module, click the “Add Task” button

Once you click, a form will appear where you can enter all the relevant details for your task. (See the below picture for the fields you need to fill out)

2. Adding Task With Connector

Set up the Connector for automated task creation through third-party integrations and Under Steps, click Actions

Select “Add Record to CRM Modules” action, choose the Task Module, and map or enter the respective attributes to the fields(See the below picture)

To associate a task with a specific CRM record using the connector, you first need to use the "Search Records from CRM Modules” action to locate the desired record and save response to a variable. This variable will store all relevant information about the record for later use.

When adding a task, using the "Add Record To CRM Module" action, there you have to map the record ID from the saved variable to the Linked Record ID field in the task module. This process ensures that the task is associated with the chosen CRM record.

3. From Bulk Import

Import multiple tasks at once using a data file. This method is efficient for adding large numbers of tasks.

Import multiple tasks at once using a data file (e.g., CSV). This method is efficient for adding large numbers of tasks. You can also add past due dates through bulk import.

(See the below picture)

4. Creating Tasks with Flow Builder

Users are able to design workflows/ chatbots/funnels in Flow Builder to automate task creation. Define triggers, conditions, and actions to generate tasks based on specific events.

5. Creating from Global Right-Side Menu for Task

Add tasks from anywhere in the CRM using the global right-side menu. Quickly create tasks using the task icon in the global right-side menu.

Add tasks from anywhere in the CRM using the global right-side menu.Click on the icon(See the above picture), this will open a window on the left side where you can click the "+" button(See the below picture), fill in the task details, and save your task.

Global Right-Side Menu for Tasks

The Global Right-Side Menu for tasks provides a convenient and efficient way to manage your tasks.You can add tasks from anywhere in the our pick assist using the global right-side menu for tasks. See the below picture:

When you click the menu, a popup window opens with tabs for Today, Missed, Upcoming, and Completed tasks. Each tab displays the relevant task lists, making it easy to stay organised and keep track of your work.(See the below picture)

To add a new task, simply click the "+" button. If you need to find specific tasks, use the search button. For example, to locate a missed task, click on the Missed tab, then type the task name in the search field. You can also use the sort button to view tasks by date as shown is the below image

For more advanced options, the task settings button allows you to set up automation and customise your task management preferences. (See the below picture)

You can see that the icon for the Global Right-Side Menu displays the number of tasks due today above the icon and the number of incomplete tasks below the icon. This visual indicator helps you quickly assess your task priorities and manage your workload effectively. See the below picture:

Task Settings

The Task Settings feature in our CRM allows you to set up advanced automations using the connector feature, enhancing task management by automating actions such as sending WhatsApp messages, emails, adding tags, and more. This functionality ensures that routine and critical follow-up activities are handled seamlessly. When an event happens as per the conditions set in the Task setting, the connector gets triggered and performs the specified actions.

For example, selecting "Task Completion" will configure the connector to automatically perform actions when a task is marked as complete. This could involve sending a notification to the project manager, updating the task status in a project management tool, or triggering a follow-up.This automation ensures that all necessary updates and notifications are handled efficiently, facilitating smooth project progression and team communication.

See the below picture for the setup of task settings

To create a connector, Click the "Create Connector" option

Enter a name for the connector and save it.(See the below picture)

If you prefer to use an existing connector, you can select it by clicking "Select Connector" and choosing from the list.

To trigger the connector, use the dropdown list under "When to Trigger Connector." (See the below picture)

When to Trigger Connector

Includes various options such as task reminder, task completion, task creation, task deletion, rescheduling the due date, and snoozing or rescheduling a reminder. By selecting these options, you can define the specific events that will activate the connector. You have the flexibility to choose multiple triggers to customize the automation according to your requirements.

Task Reminder: Triggers the connector on task reminder time.

Task Completion: Triggers the connector when a task is marked as complete.

Task Creation: Triggers the connector when a new task is created.

Task Deletion: Triggers the connector when a task is deleted.

Rescheduling the Due Date: Triggers the connector when the due date for a task is changed.

Snoozing/Rescheduling Reminder: Triggers the connector when a task reminder is snoozed or rescheduled.

By selecting the desired events, you set up the conditions for when the connector should perform the actions you’ve configured. For example, if you select “Task Completion,” the selected connector will trigger when a task is marked as complete and will execute the automations configured with the Task Details (see the below picture) . You can choose one or more options from this list to determine which events will activate the connector and perform the actions you have set up. After selecting the connector and configuring the trigger actions, ensure you click the save button to apply the settings.

Filters for the Task Module

The Task Filter allows you to customise your view of tasks by applying various filter criteria. You can adjust settings to see tasks based on different attributes, such as their status, priority, due date and other attributes.By applying these filters, you can easily find tasks that match your requirements.

Click the Filter option at the top left of the Task Module to open the filter menu.

The filter popup will appear, allowing you to choose various criteria to refine your task list.

In this popup, you can set conditions based on different fields.After selecting your filter criteria, click on “Add Condition” to include the selected filter. Then click the “Apply” button to view the filtered task list based on your chosen criteria.

Here is an example: To efficiently manage and prioritize daily responsibilities, users apply the “Due Date” filter in the Task Module. By selecting criteria like “Due Date - Today” or “Due Date - This Week,” users can quickly identify tasks that are either due immediately or within the coming days. This allows them to focus on the most pressing tasks, allocate their time and resources more effectively, and ensure that important deadlines are met. By organizing tasks based on their due dates, users can enhance their productivity, avoid last-minute rushes, and maintain a well-structured approach to completing their tasks on schedule.