Tasks

Tasks

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

ProTracker enables you to create tasks and assign them to yourself or to other users. When you create a task, you can relate it to a specific record such as an account or an opportunity. You can also revise the task status and priority at any time to keep your records up-to-date.  Tasks differ from Notes in that Tasks have a Due Date, where Notes do not.

You will see tasks that you have created and have assigned to yourself or someone else, that have been created by someone else and are assigned to you or have been assigned to your team.

If you create a My Open Tasks dashlet you can change the filter options in the dashlet layout screen to filter on one team member (user) to see only the tasks that are assigned to that user by you or your team. Your company’s Admin can edit your Team and Role settings for the users in your company to allow more or less flexibility in what that user can see for records.

You will not be able to see tasks for other teams for which you are not a member.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Task records.

To…

Then…

Create a Task record

  1. Click Task on the Quick Create menu.
  2. Complete the Task Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the Task; click Cancel to return to the Task List View without saving your changes. To change the status of the task to Completed and create a new task, click Close and Create New. The status of the new task, by default, is set to Not Started.

Display a list of Tasks

Click Tasks > View Tasks.
The Tasks List View displays.

Show a task in the Calendar

When completing the task create form, be sure to fill in the Due Date fields. If a due date is not selected, the task will not appear on your calendar.

Display the details for a task

Click the name in the Tasks List View.
The Task Detail View displays.

Edit task information

  1. Access the Task Edit View by doing one of the following:
    • Click Edit in the Task Detail View.
    • Click the edit icon (pencil) associated with the record in the Tasks List View.
  2. Update the information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Task records

  1. In the Tasks List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single record by clicking Suppress on the Task Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple tasks

  1. In the Tasks List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate task information

Click Duplicate in the Task Detail View. Duplication is a convenient way of creating a similar task. You can change and save the information in the duplicate record to create a new record.

Import Task records

  1. Click Task > Import Tasks from the Navigation menu.
  2. Follow the instructions in Importing data.

Export records

  1. In the Tasks List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the record.

Related To

  1. Click the category from the dropdown.
  2. Click the record on the Popup List View (displays upon clicking the Selection arrow) or the list of records matching the character(s) you enter.

Assigned to

By default, the record is assigned to the creator of the Task. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Subject*

Enter the subject of the Task. This is a mandatory field.

Activity Type

Click the category that best describes the Task.

Task Description*

Enter a description of the task.

Project

Click the project on the Project Popup List View (displays upon clicking the Selection arrow) or the list of projects matching the character(s) you enter.

Status*

Click the current status of the task, such as Not Started, In Progress, and Completed from the dropdown. This is a mandatory field.

Attachment

Click Choose File to attach a document that is accessible to your computer, navigate to the location of the file, and select the file.

Priority*

Click a priority that reflects the importance of completing the task from the dropdown.

Start Date

On the Date Selector click the date the Task is to start and click the time in the adjoining dropdowns.

Enter the Start Date information if you want to add the Task on your calendar to receive a reminder when it is due.

Due Date

On the Date Selector click the date the Task is to be completed and click the time in the adjoining dropdowns.

Enter the Due Date information if you want to add the Task on your calendar to receive a reminder when it is due.

Waiting for

If this task is dependent on another task being completed first, click that task in the Task Search View (displays upon clicking the Selection arrow) or the list of Tasks matching the character(s) you enter. 

Percent Complete

Click the percent complete on the dropdown.

Client Task

Click the checkbox if this is a client task.

Assigned to Client

Click the checkbox if the Task has been assigned to a Client.

Results

Enter a brief description of the results of the task.

Teams

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Task, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

Workflow Related

Click a category (e.g., Client) and then click an item in the dropdown.

Private

Click the checkbox if this is a private task.

Date of Completion

On the Date Selector, click the date the task was completed.

Settings section.

                                                On Meeting Agenda

Click this checkbox to put this task on the next meeting agenda.

                                                On Report Card

Click this checkbox to put this task on the client's report card.

                                                Group

 If the task is for created for a group, this field displays the group.

                                                Embed in email?

 

                                                Report Sort

 Enter an alphanumeric character to filter and sort tasks in custom reports. 

                                                Attach to group

 

Sub-panels/Related Information

Sub-panels include:

Dependent Tasks

Notes

 

 

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