Tasks

Workspace > All Items > Tasks

Tasks are scheduled activities that Users create. Tasks can be assigned to any User, based on the permissions of the User.

Users that have the Access to Records Owned by Others Within the Team permission can view, update, delete or reassign Activities (Tasks and Appointments)

Considerations

• Tasks are tracked in the Open Activities section in Related Information, under the object record with which they are associated. Completed Tasks are tracked in the Activity History section in Related Information.
• Most objects let you track a variety of activities, such as adding a new task. These activities appear in the Related Information section of each record.
• A task is a scheduled activity that is tracked as either an open activity or as activity history. Once a task is marked complete, it is no longer open and moves to the activity history section.

Add a Task

A new task can be added in a variety of ways:

• From a Tasks Widget
• From the Tasks Tab

• As a Quick New Task
• By clicking [New Task]

• In the Related Information section of a Record
• By choosing Create Follow-up Task from the Log Activity section of another task.

Complete the Task Information

From an open Task record:

1. Provide the information described below.
   Note: Items marked with a green bar are required.
2. Finish
   • Click [Save] to save the task
   • Click [Save & New] to save the current task and create a new one
   • Click [Cancel] to stop the process without saving

Note:The fields in a task can be customized, and may be different from those listed here

Task Details:

Task Owner

By default, the task owner is the user who created the task; Optionally click the Lookup icon to select a different task owner

Learn more: Assign Task Owner

Subject

The name of the new task

Due Date

Enter or select a date by which to complete the task

Related To

Optionally choose an object and a record; This task will be related to that record

Contact

Optionally select a Contact for the task

Activity Type

Optionally choose an activity type

Priority

Optionally select the task priority

Status

Optionally set the task status

Percent Complete

Optionally specify how much of the task has already been completed.

Task Reminder

Optionally set a Task Reminder to send an email message to the Task Owner(s) prior to the due date

Notify Creator of Status Changes

If checked, sends an email message to the task creator if any of the task status fields change

Description

Optionally enter text that describes the task in more detail or include related information

Repeating Information:

Repeating Frequency

By default, the task does not repeat; Optionally, choose a recurrence pattern of: Every, Every Other, Every Third, or Every Fourth, then choose the recurrence period: Day, Week, Month or Year

End Date

If the task is repeating, enter an end date for the appointment or select a date using the calendar icon

Assign Multiple People section:

Additional Task Owners

Click the Lookup icon to locate and select users to invite; Optionally, click the Remove icon to remove a task owner from the list

Mark a Task as Complete

After working on a task, mark it completed. There are several ways to to Mark a Task as Complete:

• Mark a task as complete from the Home Page Tasks Widget with the Checkmark icon
• Select a group of records in a page and Mark as Complete

To mark a group of tasks as complete using the [More Actions] button:

1. Open the Tasks object
2. Select the check box(es) next to the records you want to include
3. Optionally, click the All heading to include all visible records, or click All and then deselect those records you want to exclude
4. Click the More Actions button and choose Mark Complete
5. In the Selected Records section, review the list of records
6. Click the [Complete] button

• Mark a Task as Complete from the Tasks tab

1. Open the Tasks object
2. Locate and open Task of interest
3. Click the [Mark as Complete] button and complete the information in the Log Activity page
4. Click Save to save the log call record, or click Save and New to save the current record and open a new Log Call page

Add a Task from the Tasks Widget

1. Click Home tab and select My Office from the Pages drop-down list.
2. In the My Tasks widget, select the period for which you want to display tasks from the Show drop-down list. A default set of columns appear, which vary depending on the time option you select. Most display the Action, Subject, Related To and Date columns.
3. Click Add Task.
4. Enter the text you want to appear as the task Subject
5. Enter a Due Date, or click the Calendar button to select a date.
6. Click the Save button. OR Click Advanced Options to add more details about the task. See Completing Task Details for more information. When you click Save, a confirmation message appears stating that you have added the new task successfully.

Add a Follow-up Task

You can create one or more follow-up tasks that are associated with a main task to help you perform an activity or complete an assignment.

The information in follow-up tasks is essentially the same as any other task and there is no hierarchical relationship.

To Add a Follow-up Task:

1. Click the Tasks tab, and select a task.
2. In the detailed page for that task, click the Add Follow-up Task button. The Task Details section displays the original Task Owner, and the Related To fields are populated using the same information as the original task.
3. Complete the information in the Task Details section.

   Task Owner

   The person creating the task is the default entry. Enter or select another name to assign the task to someone else

   Subject

   The name of the new task

   Due Date

   Enter or select a date by which to complete the task

   Related To

   These fields are populated using information from the original task. You can change them by selecting an entry from the drop-down list, such as Project, and click the Lookup button to selected a related entry

   Activity Type

   The type of activity this task represents

   Priority

   The options are Normal, High, and Low

   Status

   The task status, which you can update with each change

   Task Reminder

   The platform sends an email message to the task creator at the selected time

   Notify Creator of Status Changes

   Sends an email message to the task creator if any of the task status fields change

   Description

   You can enter text that describes the task in more detail or include related information

4. Select the appropriate options under Repeating Information

   Repeating Frequency

   If you want the task to repeat, select the Repeat button and the interval at which you want the task to repeat

   End Date

   Select Until and an ending date for this task using the Calendar button

5. Select Additional Task Owners if you want to share responsibility for this task with someone else on your team
6. Click the Save button

Edit a Task

To edit a task:

1. In the My Tasks Widget or Tasks tab, select the time period for which you want to view tasks from the Show drop-down list. If you are uncertain as to which Show option to select, select All Pending Tasks to display all active tasks.
2. Click on the task whose details you want to view. The Task details page for the selected task opens. From here, you can perform several different actions.

Customize the Tasks Object

Settings > Administration > Global Resources > System Objects > Tasks

Because the Tasks object plays such an important role in the platform and is embedded in many processes, very little modification of the Tasks object is permitted. However, the following elements can be customized:

• Fields
• Data Policies
• Print Templates

Fields in Tasks

Fields can be added to Task objects and are often used to support processes and workflow in an organization.

• In most Objects, these fields appear in the Task Information section of the task. These fields are available as Filter and Sort parameters in Views and Reports.
• In Projects, when custom fields are added to Project Tasks, the fields are displayed in the specified section

Users that have the Customize Objects permission can define custom fields for tasks

Considerations

• A maximum of 10 custom fields can be created
• Fields can be reordered
• Fields are accessed while creating/updating the User object

Add a Field

To add a field to the Tasks object:

1. Click Settings > Administration > Global Resources > System Objects > Tasks
2. Choose one of the following options:

   • Click the [New Field] button, using the instructions at Add Field

   • Additionally, choose Task Type:

   • Task - Add the field to Tasks in the platform
   • Project Task - Add the field to Tasks in Projects

   If Project Task is selected, choose a project section to display the field

   • Optionally, limit field visibility to selected teams

   • Click the [Reorder] button to change the order of the fields

Reorder Fields

To reorder fields:

1. Click Settings > Administration > Global Resources > System Objects > Tasks
2. Click the [Reorder Fields] button, and use the Up and Down Arrow Buttons to change the order of the fields

Data Policies in Tasks

Data policies can be added to tasks to trigger automatic Actions.

Learn more: About Data Policies

Considerations

• Task Reminders are unaffected by Data Policies
• Data policies apply to recurring Tasks, beginning when the policy is created (past tasks are not affected)
• Data policies are triggered for Follow-up Tasks

To add or modify a data policy in the Tasks object:

1. Click Settings > Administration > Global Resources > System Objects > Tasks
2. Click the Data Policy tab
3. Follow the instructions at Add a Data Policy

Print Templates in Tasks

Print Templates let you merge task data into an HTML (or JSP) page.

To Add a Print Template to the Tasks object:

1. Click Settings > Administration > Global Resources > System Objects > Tasks > Print Templates
2. Click the [New Template] button
3. Create the template
4. Click [Save]