Tasks

Managing projects and keeping track of your next step is even easier when utilizing our tasking feature. Keep your most pressing accounts at your fingertips, and never lose a follow-up. Set tasks for yourself or request action from others to keep your team on top of important tasks and make sure your projects move through their lifecycle smoothly and efficiently.

Table of Contents

1. Creating Tasks
   • Adding Tasks from within a Project or in a Customer
   • Creating Tasks from the Task Manager
2. Task Notifications
3. Task Manager
4. Viewing Tasks from a Customer or Project Page
5. Viewing Tasks on the Calendar: COMING SOON
6. Completing Tasks
7. Manage Data Table List

Creating Tasks

Along with creating a new task from the Task page, users can also create a task from any Customer or Project. 

Adding Tasks from within a Project or in a Customer

1. Open a Customer Details page or a Project Overview Page
2. Find the Task section. (Circled in orange in the image above)
3. Click Add Task to add a new task
4. Complete the required fields.
   • Title: Give the task a descriptive title such as "Send Invoice" or "Request Utility Flags"
   • Type: Select from the dropdown options to indicate the type of task (Call, Email, or To Do).
   • Assigned To: Select yourself or a team member from the drop-down list. Team members must have an active user login to be assigned a task.
5. Complete any optional fields as necessary. 
   • Priority: Select from the dropdown options to indicate the importance of this task (Low, Medium, or High).
   • Due Date: Choose a date from the calendar and add a time of day. Push the Enter key or click into any margin area outside the calendar to save your selection. 
   • Reminder Notification: The assigned user will be notified about the task upon assignment and reminded at the time selected in this drop-down. 
   • Association: If your task is about a particular customer or project, you can choose to connect them. Doing this will allow access to the task from the customer page or project page.
   • Item: Once an Association is selected, an Item field will appear. Start typing the name of the specific customer or project, then click the correct option from the dropdown menu.
   • Notes: Add any comments or information you want to include with this task, and use the toolbar to add formatting such as bullet points, bold text, and more.  
6. Click Save. 

Creating Tasks from the Task Manager

1. Use the navigation menu to select CRM
2. Click Tasks 
3. Click New Task to create a new task (Circled in orange in the image above)
4. Complete the required fields.
   • Title: Give the task a descriptive title such as "Send Invoice" or "Request Utility Flags"
   • Type: Select from the dropdown options to indicate the type of task (Call, Email, or To Do).
   • Assigned To: Select yourself or a team member from the drop-down list. Team members must have an active user login to be assigned a task.
5. Complete any optional fields as necessary. 
   • Priority: Select from the dropdown options to indicate the importance of this task (Low, Medium, or High).
   • Due Date: Choose a date from the calendar and add a time of day. Push the Enter key or click into any margin area outside the calendar to save your selection. 
   • Reminder Notification: The assigned user will be notified about the task upon assignment and reminded at the time selected in this drop-down. 
   • Association: If your task is about a particular customer or project, you can choose to connect them. Doing this will allow access to the task from the customer page or project page.
   • Item: Once an Association is selected, an Item field will appear. Start typing the name of the specific customer or project, then click the correct option from the dropdown menu.
   • Notes: Add any comments or information you want to include with this task, and use the toolbar to add formatting such as bullet points, bold text, and more.  
6. Click Save. 

Task Manager

The Task page of the system allows users to see their full task list and filter the view. 

• Search: Type keywords into the search bar to quickly find a task you are looking for.
• Export CSV: Click this option to download the current table into a CSV file. 
• Show All Tasks: Click this option to view a list of both completed and open tasks.
• Hide Completed Tasks: Click this option to remove visibility to the completed tasks and only show a list of open tasks. 
• Sort Columns: Sort any column by clicking the up and down arrows next to the column title to sort the table by that column's options. Hold the shift key to select multiple columns for the sort.
• Table Row: Click anywhere on the table to see that particular task's details. This view provides a snapshot of the task information, and the ability to complete, reopen, or edit the task by clicking the Complete, Open, or Edit buttons. If the task is associated to a customer or project, clicking the icon next to the association will direct the user to that particular customer page or project page. 

• Action Menu: Select the 3-dot menu to View Details (explained above), Open/Complete, Edit, View Customer or View Project. In addition, primary users may Delete tasks from this menu. As with any edits, be sure to click Save where applicable. 

Managing Notifications

You can receive task notifications to help you stay on track and ensure nothing gets missed.

Task Notifications

You may receive notifications for:

• Tasks assigned to you from someone else
• Task reminders (if a reminder is selected)

Notifications appear in the Notification Center. Clicking a notification will take you directly to the task.

From there, you can:

• Update and reset the reminder date/time
• Review or edit the task
• Mark the task as complete
• Navigate to the related customer or project

Reminder Notifications

Reminder notifications allow you to receive alerts before a task is due

To set a reminder:

1. Create a new task or edit an existing task
2. Locate the Reminder Notification field
3. Select when you want to be reminded
4. Click Save

Reminder options include:

• At the due time
• 30 minutes before
• 1 hour before
• 1 day before
• 1 week before
• No reminder

Important Notes

• Reminders are only sent if a Reminder Notification is selected
• Reminders are sent to the assigned user
• If you assign a task to yourself, you may not receive an assignment notification
• Reminder notifications will still be sent if a reminder is set
• If a task due date changes, you can update the reminder by editing the task

Notification Settings

You can control how you receive task and reminder notifications at any time.

To update your settings:

1. Go to User Profile
2. Click Edit
3. Toggle email or in-app notifications on or off for:
   • Tasks Assigned
   • Task Reminders
   • Other notification types

Viewing Tasks from a Customer or Project Page

• From the Customer Details page or the Project Overview page, simply click on the View Task link to see a list of all tasks associated with that particular customer or project.
• To view all tasks that are not associated with this customer or project, click Reset Filters at the top of the page. 
• To return to the customer or project page, click the 3 dot action menu and select View Customer, or View Project.  

Completing Tasks

• Select Complete from the Task Details view or the 3-dot action menu to complete a task. 
• Fill in any additional notes in the popup and click Complete to save your changes. 

• You may re-open a completed task from the 3-dot action menu or from within the Task Details view by clicking Re-Open Task.
• A confirmation will ask you to confirm your intentions to re-open a closed task, click Yes. 

Review or edit the task

The CRM section in the top navigation allows you to see Tasks, Leads, Projects, Properties, Customers and more in a table view. This view includes powerful tools to help you organize, analyze, and customize your experience. 

When viewing the table:

• Sort columns by clicking the up/down arrow next to a column title

• Filter results using the funnel icon in the search bar

  • You can add more than one filter at a time

  • All filters work together, so the results must match all the conditions you choose

  • To include multiple values in the same column (like several salespeople), use the “is any of” option

• Show, hide, or reorder columns using the settings icon (three lines and a gear) in the top right corner

• View totals in select columns shown in blue text

• Export filtered data (Primary users only) using the Export button in the upper right corner

👉 Learn more about CRM Data Table Tools