Managing Tasks for Contacts and Opportunities
What is Unified Task Management?
The CRM provides a single, consistent system for creating and managing tasks from both the Contacts and Opportunities modules. This means you can handle all your to-do items using the same layout and tools, whether you are working on a specific contact's profile or managing the details of a sales opportunity. The interface includes powerful filtering, sorting options, and advanced features like recurring tasks to help you stay organized.
Key Benefits
Using the unified task system offers several advantages:
- Consistent Experience: The task interface looks and works the same way whether you access it from a contact or an opportunity, reducing the learning curve.
- Streamlined Task Creation: A well-organized form allows you to quickly enter task details, including title, description, due date, and assignee.
- Recurring Tasks: You can set tasks to repeat automatically on a schedule, which is ideal for regular follow-ups or reminders.
- Centralized Search and Filters: Find tasks easily using filters and a search function that work across all task views.
- Easy Editing: Update task details directly using the same simple layout.
How to Use Unified Task Management
Accessing Tasks for a Contact
Navigate to the Contacts section from the main menu and select the Smart Lists tab to see a list of your contacts. Click on a specific contact to open their detailed profile. In the top right corner of the contact view, click the Tasks icon to open the task management panel for that individual.
Accessing Tasks for an Opportunity
Go to the Opportunities section and click on an opportunity record to view its details. You will find a similar Tasks icon that opens the task panel, allowing you to manage tasks associated with that specific deal.
Filtering and Sorting Tasks
Within the task panel, use the filter icon to narrow down the task list. You can filter tasks by their assignee or by status (such as incomplete or completed). Click the sort icon to organize tasks by their due date or creation date, and toggle between ascending or descending order to prioritize your view.
Creating a New Task
To add a new task from a contact or opportunity record, click the + Add Task button. This opens a form where you can enter all the necessary details.
- Title: Enter a clear title for the task in the required field.
- Description: Click "Add description" to provide additional context or instructions.
- Due Date and Time: Use the calendar and time picker to set a deadline for the task.
- Recurring Task: Toggle on the Recurring tasks option to make the task repeat. Use the Repeats every field to set the frequency (e.g., every X days, weeks, or months). Under Ends on, choose if the task repeats indefinitely (Never), stops on a specific date (On), or stops after a set number of repetitions (After). You can also enable the option to create a new task even if the previous one is overdue.
- Assign to: Use the dropdown to select a team member who will be responsible for the task.
After filling in the details, click Save to create the task, or choose Save and Add Another to quickly create another task.
Editing or Deleting a Task
Next to any task in the list, click the three-dot menu. Select Edit to modify the task details or Delete to remove the task permanently.
Frequently Asked Questions
Is Unified Task Management available to all users?
This feature must be manually enabled in the Labs section for each subaccount before it can be used.
Can I switch back to the previous task system?
Yes, you can disable the toggle in the Labs section to revert to the earlier version.
Are my existing tasks affected?
No. All your current tasks will be available in the new unified interface with no loss of data.
Can Recurring Tasks be created in both Contacts and Opportunities?
Yes, the recurring task functionality is available for both contact and opportunity records.