How to access the module?
To access the tasks screen, click in the calendar icon, located in the superior right corner:
You then will see a full calendar:
Viewing settings
In the header of the calendar, there are some settings that helps filtering the tasks.
In the superior left corner:
The icons filter the tasks by type, and the arrows changes the month of the calendar. clicking in “Today”, we go back to the current month.
In the superior right corner:
Map
Distributes tasks on the map (based on the "Address" field).
Display
Similar to "Display" in Deals, it allows you to choose between finished and open tasks, whether they are yours or from other users.
“My tasks” refers to tasks which your user has activities to be done, in other words, tasks which your user is part of the “Users” field.
“Other’s tasks” refers to tasks which only other users has activities to be done.
Filters
Fast filters that helps segment the tasks.
Calendar
Here, it is possible to ch
ange the preview mode:
By default, the screen will be a calendar organized monthly, with tasks distributed throughout the days. You can change this view to have greater control over your tasks:
List
Displays a list of all tasks, starting with the open ones. Clicking on the round check on the left side of each task makes it easy to complete them.
Table
Displays in tab form. You can create new tabs with different filters, in addition to being able to export each one to Excel, facilitating the management control.
Interaction record
It's the interaction performed in a card, such as completed tasks or contacts made.
Month / Week / Schedule
It changes the format of the calendar, between monthly, weekly or daily.
Creating a new task
In the task screen, click in “New task”, or use the keyboard shortcut Shift + T, to create a new task.
The task creation form cannot be customized and displays the following fields:
Type
In addition to making it easier to filter tasks, each type changes the color of the task in the calendar. We can select between:
Standard
Visit
Telephone
E-mail
Meeting
Conference
Whatsapp
Title
A brief description of the task.
Description
A detailed description of the task, like a meeting agenda.
Date
The date of the task in the calendar.
Time
The time of the task in the calendar.
Duration
The duration of the task, starting from the selected time.
Repeat every
The frequency of the task. If a value is filled in, a new task will be created as soon as this one is finished.
E-mail reminder
How long before the task is scheduled will be triggered a reminder for related users.
Add attachment
A field to upload files up to 25MB.
Customer
The customer linked to the task. If filled in, the task appears on the customer's page. When adding a person as the customer of this field, it automatically fills in the contact field related to this same customer, making it possible to share this contact with the integration.
Workflow
The workflow linked to the task. If filled in, the task appears on the workflow’s page.
Users
The users related to the task. The task appears on the users' calendars.
Tags
Tags that help filter and organize tasks.
Address
Links an address to the task.
Related contacts
Adds contacts in addition to the selected customer. This field is used to add other contacts, whether from the selected client or not, and allows you to share these contacts with task integrations (Outlook or Google Calendar).
Add related contacts to integration task
With this option enabled, your related contacts will be sent to the calendar integration that is being used to be invited and notified. This option is only visible when there is an active calendar integration.
Restrict tasks by owners
Access the Administration page and click in “System modules”
Access the “Tasks” module,
Turn on the option “Enable the “Responsible” field in the task”.
When the option is active, a new field called "Owners" is displayed in the task.
This field, composed by users, defines those responsible for executing the task and changes the following behaviors:
Task completion and editing:
Only users designated as owners of the task and administrators of the account can complete and edit the task.
If the field is empty, any user can complete the task, as there are no assigned owners.
Automatic and Manual Assignment:
The creator of the task is automatically added to the field of owners.
Other owners who can complete the task must be added manually.
User Restriction:
Only users part of the "Users" field can be added to the "Owners" field.
Visual Feedback:
If a user is not one of the task’s owners, the button to complete keeps blocked and a message informs the reason for the restriction.
