To make it easier to navigate and work with tasks, they are grouped by type:
- My tasks. Here you can see all the tasks assigned to you. If a colleague assigns you a new task, a red circle with a number in it will appear next to My Tasks.
- CRM tasks. All CRM activities for which you are responsible. This section is displayed only if the Show CRM tasks separately from others option is enabled in the user profile settings. Note that you can change the view of CRM tasks and switch between kanban and list.
- Assisting. This section displays tasks that require your participation at certain stages. A gray circle with a number inside indicates how many tasks you are assisting on.
- Assigned by me. All the tasks created by you are collected here.
You can filter your tasks by:
- Active. Current tasks that require your immediate attention.
- All. A list of your current tasks, and the tasks that you have ever performed, sorted by date.
- Completed. This option is only available for CRM Tasks. It shows all the previously completed CRM activities.
Tasks are displayed as a table. By clicking on its columns, you can sort the tasks by title, due date, author, and date created.
You can also choose the Kanban board layout for the items in the CRM tasks section.
In this case, the tasks in the columns are automatically sorted: the tasks with the closest scheduled due time are displayed at the top of each column.
Next to the tasks with a specified due date you will see the icons. The black dot icon means that the task is not overdue, the yellow dot icon means less than a day is left before the end of the task's due date, the red dot icon appears next to overdue tasks.
Select a task from the list and open it. The task page opens.
It contains all the information necessary to get the work done: task description, attachments, due dates, participants, author and task progress.
The person who assigned the task can edit its details by clicking the pencil icon next to the field that needs editing. An entry about the changes made will be posted to the task's activity stream.
On the page side panel, you can see the task current status. When the task is done, the status will change from In progress to Completed. Tasks created in the course of a business process have a button for viewing the process map.
The icon on the top of the task page opens the task is full-screen mode.
On the task page you can also create a subtask or a checklist by clicking +Task. Read more in Subtasks and checklists.
To see all the available task actions, click on the three dots in the top right corner.
Please note that all the actions from the menu are available only to the task executor. The task's author can only reassign the task and change the dates and the participants list.
Sometimes you may need to delegate a task to a colleague. And if you are a department head, it is probably your daily routine to distribute tasks among department employees.
Click Reassign in the task menu and select a new executor in the window that opens.
To do this, start typing a username in the Executor field or click the magnifying glass icon. You can also change the task due date or leave a comment.
Another way to reassign a task is by selecting one or multiple tasks in the My Tasks list.
Change the participants list
You can add users to the list of task participants. Read more about this role in the Creating new task article.
If necessary, the task author or task executor can change the task's due date. If the task has not started yet, the start date can also be edited.
Reschedule in the calendar
As the task is added to the calendar you can reschedule it for another day and time. This time days does not have to coincide with the task start and end dates, it simply determines the time you want to dedicate to working on this exact task.
Let's say your superior assigns you with a task that should be completed until November 23. You take a look at your schedule and decide that you have time to work on this new task from November 19 to November 21. These are the dates that you will specify when adding the task to your calendar. If needed, you can remove the task from the calendar.
The tasks added to the calendar are included in the total number of current events for the day.
This way, the calendar shows you exactly how your time is distributed between different activities, and you can easily plan your work taking into account all the meetings and events scheduled in the calendar.
In order to inform all the task participants about the task progress, the executor can specify the completion percentage for the current moment. There are several ways to do that:
- By clicking Change task progress in the task menu.
- By clicking on the progress bar in the task list.
- By clicking on the progress bar on the task page.
Move the slider to the right or to the left in order to change the completion percentage.
On the page of a business process task you can open the process instance map. The button is available to the administrators, the creator of the process instance, and the executor with the access to edit the business process.
To open the process map, click the icon in the top right corner of the task page.
Using the map, you can keep track of the completed and pending tasks. The completed tasks and their connectors are highlighted in blue, the current operations are outlined in green.
Discuss a task
В нижней части карточки задачи отображается Лента. В ней вы можете обсудить вопросы с коллегами, уточнить детали у автора, добавить комментарий или документ.
Кроме того, в ленте фиксируется история работы над задачей: ее переназначения, изменение списка участников и сроков выполнения.
Все сообщения будут приходить в #Ленту задействованным в задаче пользователям: автору, исполнителю, участникам и согласующим.
When working with tasks it is often necessary to clarify the details with the author, add a comment or a document. You can discuss questions with colleagues right on the task page. Messages will be shown in the activity streams of the author, executor, participants and approvers of the task.
Complete a task
The task will no longer be shown in My Tasks when the Active filter is selected. However, it can always be found in the list of all tasks, where it will be displayed crossed out.
When a colleague performs a task assigned by you, it will appear crossed out in your Assigned by me section.
If for some reason the task cannot be completed, click the Cannot be done button. The author of the task will receive a notification, and he or she will be able to take the necessary measures to solve the situation in a timely manner.
The author of the task can track its execution. In this case, after the task is completed, the author will receive a notification that the work has been done. The author can also check the achieved results. Read more in the Task control article.
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