How to Manage Tasks in the CRM Follow
The CRM offers powerful task management features to ensure you and your staff never miss a thing! To keep you up to date on all of your tasks at all times, the CRM allows users to view and manage the firm's tasks from a few different places in the portal.
Table of Contents
How Do I Change the Sort Order of Tasks?
Why Can I Only See My Tasks on The Tasks Page?
How Do I Allow Users to Assign Tasks to Other Users?
Intake/Case Record
Tasks can be managed from each individual lead/case record directly from the Tasks section which can be accessed using the left-side menu.
Any tasks for the record will be displayed under this section. You can filter tasks by type, category, and completion status. There’s also a search bar that allows you to search the tasks list using keywords.
Looking at the tasks list, you'll notice a few icons located to the right of each task:
- Once you’ve finished working on a task, click the checkmark bubble icon to mark it as completed and remove it from your tasks list.
- To edit and/or view the full details of a task, click the pencil icon.
- If you need to pin a task, so it always appears at the top of your tasks list, click the pin icon.
- To delete a task, click the trashbin icon.
Additionally, you can revert a completed task to make the task active again by clicking the reverse arrow icon.
⚠️ Please note, if a completed task is reverted, any subtasks related to that task will not be modified. In addition, if the task that was reverted was the last task in a milestone step, the milestone step will be marked as "In Progress".
To manually create a new task, click the “+ Add Task” button in the upper-right corner of the Tasks section. Next, be sure to fill out any fields denoted with an asterisk * as those are required to add the task. Click the “Save” button at the bottom of the screen to create the task.
You can also export a list of all tasks for a record by clicking the “Export” option that appears right beneath the search bar.
Agenda
Tasks can also be managed directly from the CRM's Agenda screen by navigating to "Agenda" using the main navigation menu on the left-hand side.
In the Tasks section, you will be able to view and keep track of any tasks that are assigned to you. Click on the name of a task in order to view the full details and/or edit the task.
💡 This section will only show the tasks specifically assigned to you.
You can also easily identify any overdue tasks in the Agenda. All overdue tasks will have a red alert icon displayed next to the task.
Tasks Page
The CRM also offers a global task page, that allows you to see tasks across all of the records in the portal. Navigate to "Tasks" using the main navigation menu on the left-hand side.
On this page you can mark multiple tasks as completed simultaneously. Select each task by using the checkbox located to the left of the task. Then, click the "Mark as Completed" option to mark the selected tasks as completed.
To transfer tasks to another user, first, select the appropriate tasks using the checkbox located to the left of the task. Then, click the "Transfer Task" option to transfer those tasks to another user.
In the pop-up that appears, use the dropdown to select the user which you would like to transfer the tasks to.
If you need to search or filter through your tasks, you can utilize the search bar and Filters dropdown located on the right-hand side of the screen.
You may also export a full list of all tasks in your view by using the "Export Task Report" option.
Lastly, you can also add a task to any lead/case record in the portal from this page. Click the "+ Add Task" button in the upper-right corner to get started.
Next, you must select the lead/case record that the task will be associated with in order to start editing the task details. Use the Client Name field to search for and select a lead/case record.
Once you are done editing the task details, click the "Save" button at the bottom of the screen to create the new task.
How Do I Change the Sort Order of Tasks?
By default, the tasks view will display tasks from oldest to newest in all areas of the system. To change this default sort, navigate to the Tasks page using the main navigation menu on the left-hand side.
You can set a new sort order using the ↑↓ up/down arrows to the right of the column header. This new sort order will be autosaved and will be effectuated across your CRM system.
💡 You may also edit the sort order of your tasks inside a specific record, but once you reload your tasks page, the default sort order will be restored.
Why Can I Only See My Tasks on The Tasks Page?
The ability to see the tasks of all users is granted to administrative users only, by default. If a non-administrative user needs to see the tasks of all users, they need to be granted the proper permission.
Using the main navigation menu on the left-hand side, navigate to Setup > Manage Users.
Next, under the All Users section, click the pencil icon to the left of the user account you want to enable this permission for.
In the pop-up that appears, enable the setting for "View All Tasks" and then click the "Update" button at the bottom to save your changes.
💡 This setting is only needed for non-administrative users. Administrative users will always be able to see the tasks for all users. To learn more about how to manage your users, click here.
How Do I Allow Users to Assign Tasks to Other Users?
If you want to allow users to assign tasks to others, instead of only giving them the ability to assign tasks to themselves, you can modify their user permissions.
By default, users are not able assign tasks to other users unless the permission was enabled during the creation of their account. To enable this permission for a user, first, navigate to Setup > Manage Users using the main navigation menu on the left-hand side.
Next, under the All Users section, click the pencil icon to the left of the user account you want to enable this permission for.
In the pop-up that appears, enable the setting for "Assign Tasks" and then click the "Update" button at the bottom to save your changes.
Support/Assistance
If you need further assistance with your CRM system, please reach out to the support team.
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