How to Work with Tasks
You can change the status of the task you’re working on by moving it around the board, leave comments, view history, and edit its basic information in the task card.
In this article, we will show you how to work with tasks.
How to Change Your Task Status
You can change the status of the task you’re working on so that your team members can track the task progress.
You can use the following options to change your task status:
- drag and drop the task card on the Kanban board;
- select another status in the task card;
- change the status of multiple tasks by using list view.
On the Kanban Board
Go to your board, and enable the “Kanban” view. Hover over a task card, and drag and drop it to another position.
Within a Task Card
Click on the task, and select your status from the dropdown menu.
Using the List View
Go to your board, and enable the “List” view. Select a task list the status of which you want to change, and click Change status.
You can change the status of all displayed tasks by selecting a checkbox in the top left corner. To change the number of displayed items, select a number in the bottom right corner.
You can also filter your tasks by status or another criteria.
How to Change an Assignee
Open the task, and select your assignee from the dropdown menu.
Read more: How to Manage Team Members.
To display all tasks, select your name in the “Assigned to” filter.
How to Edit Task Fields
As you work on a task, the information and resources needed to perform it can change. You can edit any previously added data such as priority, tags, dates, and all custom fields.
Hover over a required field, and change its value.
How to Add a Reminder
You can set a deadline for a task in the "Dates" field, and select when to notify task members and watchers about an approaching deadline by email in the "Set a reminder" field. This way, none of your employees will miss deadlines and will be notified about what task needs to be completed and when.
How to Add Files
You can attach files to a task to share them with all its members. Click + Add File, choose a file from your account storage, or upload a new file from your device.
All services share the same file storage. You can add a file of any extension except executable.
The maximum file size the free plan allows is 200 MB. Your file storage capacity is not defined by services but is set based on the storage capacity of the largest pricing plan among all services. To increase your storage capacity, upgrade your pricing plan. Read more: How to Work with the File Manager.
Click the meatballs icon to manage your file after it has been downloaded.
|Download the file to your device.
|Show in folder
|Show where the file is located in the SendPulse storage.
|Remove from task
|Remove the file from this task but not from the SendPulse storage.
|Delete this file from the task and the SendPulse storage.
How to Manage Checklists
Open your task, and check off completed items.
To add a new checklist item, click Add item. To remove an item, hover over it, and click the trash can icon. To move an item, simply drag and drop it. To add a new checklist, click Add checklist.
You can assign team members to your checklist items so that they can oversee different task stages. To assign a team member to a checklist item, click the circle next to it, and select an assignee.
By default, new checklist items are unassigned. When assigning a team member, you will see a list of users with CRM access. Note that assigning team members to checklist items won't be logged in your task history.
If your selected team member is not already a deal watcher, they will be assigned as one automatically.
If you remove a watcher who has checklist items assigned to them, they will not be automatically reassigned as a watcher.
How to Add or Edit Relations
Large tasks can be divided into subtasks. You can add or remove parent tasks or subtasks inside each task.
To add a parent task, click Add parent task. Then start typing the parent task name to choose it from your previously created tasks.
Read more: «Parent Task».
To add a subtask, click Add subtask.
You can add more subtask info the same way you added info to your task when creating it.
To remove a relation with a task, hover over the subtask in the “Subtasks” list or the “Parent task” section, and click the “Unlink” icon.
You can also add or remove the relations to another task, deal, or contact to include additional related data.
To add a relation, click “Relate to,” and select a required item: link to another task, deal, or contact. Start typing the name into the search bar, and select the necessary card.
Read more: «Add Related Items».
To remove a relation to the task, deal, or contact, hover over the relation in the “Relations” list, and click on the “Unlink” icon.
How to Subscribe to the Task
To receive information about a task’s progress, you can become a Watcher and subscribe to the task updates.
To subscribe to a task, open it, and click Subscribe.
To add a new watcher, select a user from the dropdown menu.
To display the list of all tasks you are subscribed to, select your name in the “Watcher” filter.
How to Leave a Comment
To leave a comment, type in a message in the corresponding field, mention a team member, and attach a file if needed.
Learn more: How to Work with Deal History and Comments.
How to View a Task History
You can also view the history of editing a deal, related links, and comments.
To display comments only, click on the “Comments only” option. To display large messages, click on the “Show More” option.
How to Change Your Task Repeat Settings
If you did not configure the “Task repeat” option when creating a task, you cannot add them later. Otherwise, you can change your task repeat time and task data. Go to the “Task templates” section, and select a template to edit.
How to Complete a Task
Once you have achieved all your task goals, you can remove it or add additional status, for example, change your task status to “Archive” to save it.
Last Updated: 16.02.2024