Introducing the new Tasks module - Manage your to-do list with recurring tasks
The new Tasks module enables you to manage your tasks effectively and streamline your workflow. With this module, you can view all relevant information in one place, eliminating the need to search for information in different places and making it easier to get a complete picture of each customer, deal or case.
The Tasks module features a simplified user interface. You no longer need to use drop-down menus and can filter tasks quickly without relying on pop-up filters. With the introduction of tabs to manage workflow, you can quickly review what is happening today, identify overdue tasks, and track the status of tasks assigned to others.
While you are trying the new Tasks module, you will still be able to access Hotlist and work with tasks in other places such as Timeline, Interactions, and Activities. Your current workflow will not be disrupted by the new module. However, new features such as recurring tasks will not be displayed in the Hotlist module and Activities tab. We will continue to improve the Tasks module. Once all the functions are available in the Tasks module, Hotlist will be discontinued.
An overview of the Tasks module
The Tasks module includes four built-in tabs. Each tab includes a filter bar and a list.
See all of your Tasks
The “All” tab displays tasks based on the selected filter settings, including date range, user and a toggle to show or hide completed tasks as needed.
Clicking on the Subject column will open the task dialogue. Clicking on the links in the Name column will open the corresponding Address Book entry or Lead. You can also open the associated Opportunity or Case by clicking on the items listed in the Regarding column. This allows you to view all relevant information without leaving the module.
Focus on today's tasks
The "Today" tab displays tasks that are due on the current day. You have the option to turn off completed tasks to focus on pending ones.
The User filter enables you to select other users. You can check the activities they are working on, provide assistance and collaborate as needed.
Pay close attention to your overdue tasks
The “Overdue Task” tab displays tasks that are overdue. The User filter allows you to select other users to help you find out if they need assistance in catching up.
Collaborate with your colleagues
The "Delegated Task" tab displays tasks that you have created and assigned to other users. This tab allows you to track tasks that you have delegated to others. It is equivalent to the option of “Only show tasks that I created” filter in the Hotlist module.
Manage your to-do list quickly
If you have many tasks and cannot finish them on time, consider reassigning some of the low-priority tasks to your assistant. You can now select tasks, set their priority, and delegate them to another user using Global Edit.
The Global Edit button is available in the toolbar when tasks are selected. Clicking this button will open the standard Global Edit dialogue box.
In the Global Edit dialog, you can select the task fields including Assigned to, Category, Result and Priority.
Note that you cannot create notes when global editing tasks. The note-related fields are disabled.
Please Note: You cannot complete tasks created from Action Plans. You need to open each task and complete them individually. A unique icon indicates the tasks from Action Plans.
Show or hide completed tasks
Use the switch to toggle completed tasks on or off. Completed tasks will be crossed out.
Create a new task
Clicking the "New Task" button in the Tasks module opens the dialog for creating a new task. You can link the task with an Address Book entry or a Lead. If the task is with an Address Book entry, you can also associate the task with an Opportunity or a Case using the Regarding field.
Note: Creating a task in the Hotlist module doesn’t allow you to link the task with an Address Book entry or a lead.
Completing Tasks on your to-do list
When a task is completed, the completion information is displayed in the System Information section of the task dialogue, providing details about the task completion date and who completed it. This information is useful when reviewing delegated tasks, as it allows you to see when the task was completed by another user.
Recurring tasks
You can create recurring tasks by clicking the Repeat button in the Task dialogue. A pop-up will open for you to set up the recurring rules. You can create daily, weekly, monthly, or yearly recurring tasks.
The recurring rules will be displayed in the Task dialogue. You can edit or remove the rules.
Important note about recurring tasks
When you create a recurring task, only the first instance will be created. Subsequent instances will be created automatically when the previous task is completed, with all the data from the previous task copied to the new one. However, you need to be careful when making changes to an incomplete instance, as you may inadvertently change the recurring rule.
For example, let's say you have a weekly recurring task for every Tuesday. If you open an incomplete instance of the task and change the date to Wednesday, the next task created will be for Wednesday, not Tuesday. To maintain the previous recurring pattern, make sure to change the date back to Tuesday in the new task so that future tasks will continue to be created on Tuesdays. Modifying a completed recurring task will not affect other tasks in the series.
It's important to be careful when deleting an incomplete instance of a recurring task. Deleting the incomplete task will end the recurrence and no new task will be created.
Edit recurring rule
You can edit recurring rules by clicking the pencil icon in an incomplete instance of a recurring task. The change will affect the future tasks. In a completed instance, the pencil icon will be hidden.
To stop recurrence, click the x next to the pencil icon.
Places where you can work with recurring tasks
You can create, view, edit, and delete recurring tasks in the Tasks module, Timeline and Interactions tab, Timeline widget in Leads, and Actions panel in the following tab. Recurring tasks will also be displayed in the Consolidated Timeline Report.
Recurring tasks are not displayed in the Hotlist module and Activities tab, not supported in Action Plans and are not synced to Outlook.