Tasks

Tasks are the follow-ups of the business: call the buyer about pending documents, chase a cheque, review an estimate. People add them by hand and workflow rules raise them automatically. Each task can point at the record it is about, has an assignee, a priority and a due date, and is marked done when finished.

Where to find it

In the sidebar, open My work and choose Tasks. You also get here from the My tasks shortcut and the My work card on the Dashboard, from the "My tasks overdue" row of Needs you, from All tasks on a record's Tasks card, and from a task link in a notification.

You need the View permission on Tasks. Without it the page shows "No access" and "You do not have permission to view tasks. Ask your administrator." Every default role can view tasks; every one except the Auditor can add and edit them.

What you see

The heading "Tasks" and "Follow-ups for you and your team: the ones workflows raise and the ones people add by hand. Each task can point at the record it is about."

Filters

• Whose tasks: Mine (the default) or Everyone.
• Status: Open only (the default: Open and In Progress), Any status, or one of Open, In Progress, Done, Cancelled.
• Priority: "Any priority" or one of Low, Normal, High, Urgent.
• Project: "Any project" or one project. Shown only with the View permission on Projects.
• Due before: a date.
• Search: "Search by title or description".

The list

Column	What it shows
Title	The task, which opens it, with the first line of its description underneath.
Linked to	The record the task is about, as a link.
Project	The project, or "—".
Assignee	The assignee's email, or "Unassigned".
Due	The due date; in red with "Overdue" when the task is still open and the date has passed.
Priority	Low, Normal, High or Urgent.
Status	Open, In Progress, Done or Cancelled.
(last column, no title)	Mark done (tick), Edit (pencil) or View (eye), and Delete (bin).

The list is sorted by due date, soonest first. When nothing matches: "No tasks match".

The task panel

Opens on the right as "New task" or "Edit task".

Field	What it takes
Title	Required ("Title is required"), up to 150 characters. Placeholder: "Call the buyer about the pending documents".
Description	Optional, up to 5,000 characters.
Priority	Low, Normal (the default), High or Urgent.
Due date	Optional.
Status	Only when editing. "Done sets the completion time; Cancelled closes the task without doing it".
Project	Optional ("No project"). Shown with the View permission on Projects; fixed when the task was started from a record that belongs to a project.
Assignee	A colleague, or "Unassigned". Assign to me fills in your own name.
Link to a record	Record type ("Not linked", or Opportunity, Estimate, Booking, Termsheet, Schedule row, Demand, Payment, Commission, Construction stage, Contact or Unit; hint "Optional: the opportunity, booking or document this task is about"), then the record itself. Choosing a type without a record shows "Choose a record to link".

The Tasks card on records

Opportunity, estimate, booking, demand, payment and commission pages carry a Tasks card with "N open", the tasks about that record (assignee, "due" date with "(overdue)" or "no due date", status), Mark done on the open ones, Add task and, once the record has at least one task, All tasks. When there are none: "No tasks yet for this record."

What you can do

New task

Opens the panel. Fill it in and click Add task. You see "Task "…" added." The task starts as Open.

• Who: anyone with the Create permission on Tasks. Without it the button isn't shown.
• Assigning a task tells the assignee with the notification "New task: …".

Add task

On a record's Tasks card. Same as New task, but the link to the record is filled in and can't be changed, and the project follows the record.

Edit

The pencil on a row, or a click on the title, opens the task. Change what you need and click Save changes; you see ""…" updated." Only the fields you changed are saved.

• Who: anyone with the Edit permission on Tasks. It applies to anybody's task, not just your own. Without the permission you see the eye icon (View) and a Close button instead.
• Save changes is greyed out until you change something. There is no hover reason.
• Moving a task to another assignee tells them with "Task assigned to you: …".

Mark done

The tick on an open row, or on the Tasks card. Sets the status to Done and records when. You see ""…" marked done."

• Who: anyone with the Edit permission on Tasks. Shown only on Open and In Progress tasks.
• If someone got there first you see "This task is already done." or "This task was cancelled."

Delete

The bin on a row. Asks "Delete this task?" with ""…" is removed for good. Mark it done or cancelled instead if you want to keep the record." Confirm with Delete; you see ""…" deleted."

• Who: anyone with the Delete permission on Tasks. In the default roles that is the Administrator, Finance Lead, Project Manager, Sales Manager and Rehab Officer. Without it the icon isn't shown.

Statuses

Status	Meaning	How it gets there
Open	Waiting to be done.	Every new task.
In Progress	Someone has started on it.	Set in the panel.
Done	Finished; the completion time is recorded.	Mark done, or set in the panel.
Cancelled	Closed without being done.	Set in the panel, or closed by a workflow rule (see below).

Any status can be chosen in the panel, in any direction. Moving a task out of Done clears its completion time.

Things to know

• Everyone who can view tasks sees every task. Anyone with the View permission on Tasks sees every task in the organization under Everyone, and can edit or delete any of them if they hold those permissions. There is no private task.
• Priority sorts Urgent first when you sort by that column.
• Reminders are automatic. Every morning at 9:00 the system rule "Tasks overdue: daily reminder (system)" notifies the assignee and the creator of each open task past its due date ("Overdue task: …"). Rules also raise tasks of their own, for example a first call on a new lead. See Workflow rules.
• Some tasks are closed for you. When an estimate is cancelled, or its opportunity is marked lost, the system rule "Estimate cancelled: close its open tasks (system)" sets every Open or In Progress task linked to that estimate (the "Approve estimate for Unit …" task, say) to Cancelled and adds a line to its description: "Closed automatically: estimate v<n> was cancelled." A rule you build can do the same on any record with its Close open tasks action.
• Not every colleague is in the assignee list. It offers the active users who have accepted their invitation and hold the Edit permission on Opportunities, so a colleague without that permission (an accountant or a site engineer, say) can't be picked from it. If you can't view opportunities yourself, the field becomes Assignee (user id) ("Leave empty to keep the task unassigned") and takes an id instead.
• "assigned_to must be an active user of this organization" means the person chosen is deactivated or not in your organization.
• Overdue near midnight. Between midnight and 5:30 in the morning a task due yesterday may not show as overdue yet.

Related

• Dashboard
• Notifications
• Workflow rules
• Roles & Permissions