Tasks

List of paragraphs:

• Tasks list
• Creating new task
• Next steps of completed task
• Task templates and sets
• Task preview
• Editing
• Task confirmation functionality
• Assignees
• Task reminders
• Task QR code
• Timer
• Repetitive tasks
• Mass task
• Deleting
• Kanban
• Task related to lead
• Link to video conference

Module Tasks is for managing your daily tasks. It's purpose is to help you to handle future events ("Calls", "Meetings", "Send invoice", "Prepare an offer", etc.). Create Tasks for your colleagues or yourself and follow their progress by checking statuses.

Tasks list

In order to see tasks list, choose module  Tasks:

To find a `specific task, use Search. To narrow down the list, use filters:

Creating new task

1. To create a task, select Tasks -  New task 

2. Fill in the details. Mandatory fields are marked with * symbol:

3. When creating a new task, you can mark task as  Public, Billable,  Repetitive, Required confirmation or Create video conference.

• Public task will be visible for all system users despite user permissions. All users (independent to the permissions they have) will see this task in their calendars.
• Billable task option should be used for project tasks which need to be included in project invoice.
• Repetitive task option enables to create task that will automatically repeat itself by chosen period of time.
• Required confirmation option allows you to choose an Approving person. After Task is completed, an approving person must confirm it.
• Create video conference option will generate a link for you and the contact to join the video call.

4. Enter the name for the new task in the Subject field.

5. Specify the responsible persons and followers.

Responsible person is the task receiver/executor.

Follower is the system user that is neither the task receiver nor the executor, but would like to receive the updates on the task progress (e.g. new comments, added files, etc.)

Mark the option Create separate tasks so each of the responsible users will receive similar separate task.

6. Select the task priority and goal.

7. Indicate task's start, end and due dates.

Start date notifies when the task should be started

End date states when the task should be concluded. Tasks in the calendar are shown based on the start and end dates.

Due date shows the critical date when the task should be completed. If the task is not finished until the due date, the date in the task preview and task module is seen in red color.

If All day option is selected, then the task is automatically set to take the whole day.

8. Select contact/lead or other record with whom the task is related.

9. Attach files.

10. In the field Estimate specify the amount of time the task would take to finish (e.g. hours.).

11. Add the additional tags to the task.

And the description for the task.

11. If the task is related a contact, lead or opportunity, the system will open additional field for Contact person and the option to Send to Email.

12. When all fields are complete, save the task by clicking Submit. If you need to create multiple tasks at once, select the option Save and create new.

Next steps of completed task

1. When task if finished, click on the check mark to Mark as complete.

2. After that, the system will allow you to select an option Next action. Here you can create related task, fill the information fields and confirm.

Task templates and sets

1. For frequently created tasks, use task templates and collections. Read the guide how to create task templates and sets.
2. To create a task by using task template or collection, select this button:

Task preview

1. Preview tasks in All tasks list or in separate tabs, where tasks are grouped by type:

2. To preview task, click on its name:

3. You will see the details of the task:

Editing

1. In order to edit task, use Actions which is on the right side of the list:

2. Also, you can edit task while previewing it – use  Edit button:

3. In order to change status, click on task status. You can as well click blue button to set task as In progress or green button to set Completed.

4. Status can also be changed straight in the tasks list - click on status and choose:

Task confirmation functionality

2. The responsible user can only change the status to Complete - Waiting for confirmation. Only the approving person can approve the task and change its status to Complete.

Assignees

You can set one or multiple assignees to a task.

2. To delete assignees, you can simply click the X button near the user icon:

Task reminders

Create system reminders for creator, assignee or yourself, right in the task preview:

1. In order to create task reminder, click the + button:

2. If selected reminder type is Date, specify date when to send a reminder and select who will get it - assignees, creator or you.

3. If the selected reminder type is Till task start date, specify the amount of days until the start date when the reminder should be sent and select recipients.

Task QR code

1. In task preview, hover the mouse on QR icon and you will get a QR code, which you can scan and the event will be automatically created on your phone.

Timer

1. In order to calculate the time spent on a task, you can use timer. Click:

or open task preview and click Start timer:

2. In order to stop timer, press on the red clock icon:

or Stop Timer button in the task preview tab.

3. You can leave timer on – the system will show that it is running and you can stop it any time:

4. In order to edit timesheet, use button  Timesheets:

Repetitive tasks

Tasks can be repetitive and be repeated periodically.

1. When creating a repetitive task, you need to specify how often should the task be repeated and what should be the end period.

2. When the task is created, you can see the recurring task marking on its preview tab. To cancel the reoccurrence, click on the X.

Mass task

System has option to create mass task.

1. Select the contacts and go to Actions button.

2. In the new tab, select the option Create task.

3. Describe the task and save. The same identical task will be created next to all selected clients.

Deleting

1. In order to delete task, click  Delete icon:

Kanban

1. Above the tasks list you can select Switch to Kanban. Records are interactive, you can preview your tasks or drag them to another status:

2. You can filter tasks by assigned member, task type, start date or week number.

If you filter tasks by week, not only you will see tasks of the chosen week, but also you will see forgotten tasks - the ones that have been planned earlier and still are not complete.

3. In Kanban you can see task title, date and due date, task type, responsible users and related entry. 

4. Tasks in Kanban can be moved and arranged according to priority - this way, employee can filter his tasks and see the most important ones on the top of the board.
5. Hover the mouse on the task status - you will see each status statistics according to estimated resources for each task type (value comes from task field Estimate).

Task related to lead

When task, related to lead and is marked Complete, you will see additional options:

• New opportunity - this option enables to create a proposal, related to lead, straight from the completed task.
• Not interested - click this button if you want to change lead status to Useless or Lost. Also, enter losing reason.

Link to video conference

In Hanna CRM system, you can create video conference link and send it to a contact, by simply creating a task.

2. You can access the conference in task preview by clicking the Join Video Conference button:

3. The customer will receive an email with a video conference link and an invitation to add the event to calendar.