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Tasks
The more you know, the further your business will go.



Create New Task

In order to create a new task, from the main menu, navigate to Tasks and click on the New Task button.

Subject – Enter the subject for the task in order to easily identify it.
Hourly Rate – Set task hourly rate.
Start Date – Set the date when the task should be valid.
Due Date – Set the due date when this task should be finished.
Priority – Select task priority, Low, Medium, High, Urgent.
Repeat Every – If you want to mark this task as recurring to be repeated, based on the period selected, select recurring options according to your needs.
Related To – If you want to associate the task to a specific feature like project, customer, invoice etc.. you can choose from this list.
Tags – Add task tags for easier identification, for example, bug, WordPress, etc…
Task Description – Provide additional information for the task.
Click Save

After you create the task, you will be able to add assignees and followers directly in the task modal from the right side.

When a follower or assignee is added to the task, the user will receive an email and bell notifications that he/she is added as assignee or follower to the task, if you need to adjust the email templates that are sent to the user, you can do this in Setup->Email Templates.

Task Comments

The users that are able to view the tasks, like creator, assignees, and followers, can comment on the task for further collaboration.



To add task comments, inside the task modal, click on the Comments link and click on the empty text area to add comment content.

If you need to attach files with the comment, you can just drag and drop the files inside the marked upload files area.

Disallow Project Members to see all Project Tasks

By default, all project related tasks are visible to all project members.

If you only want to show the tasks where the staff member is assigned/added as a follower, you need to turn off Allow all staff to see all tasks related to projects

To achieve this, go to Setup->Settings->Tasks and set Allow all staff to see all tasks related to projects to NO

If the staff member has permission for tasks or is admin, then this member will be still able to see all tasks.
Copy Tasks

In CRM, tasks can be easily copied, to be re-used and save valuable time.

While the task modal is opened, on the top right area click on the 3 dots icon.



Additionally, by the regular task data, you can copy assignees, followers, attachments and checklist items.

If any of the them exist in this task, they will be shown as a checkbox item to check/uncheck while copying the task.



Make sure if you are copying a recurring task, to re-check the task data in the edit area, to prevent repeating twice, because the task from where you are copying, is already recurring.

Linking Task to a Feature

Tasks can be linked to any important features in CRM, to keep track of your work, and assign important actions to your agents.

Go to Tasks menu item from the main admin menu and on the top right button click New Task



On the Related to field select where this task will be linked.

After you select the feature where the task will be linked, on the right side, a dropdown will be shown to select specific eq. project.

Tasks can be related to many features in CRM.

Recurring Tasks

Recurring tasks is a feature that allows you to create tasks that will repeat on a given period.

To create recurring task, go to the Tasks menu in the admin area and click on the top left button New task




1. Add task subject
2. On the recurring field select repeat interval, you can also select custom interval to fit for your needs.
3. Save the task

How will the task be repeated?

If you set start date 2020-09-27 and set repeat every week, the task will be auto created after 7 days from the start date, in this case, the task will be auto created on 2020-10-03.

How will I receive notifications when the task will be re-created?

The task assignees will receive an email and web notification that a new task is assigned to them, or you will be able to see the new task in the tasks list area.

Stop a recurring task

First, find your recurring task by applying a filter to the Tasks table.
Then edit the task and set the Repeat Every drop-down field to empty.



Note
1. This feature requires CRON Job setup to work properly.

Adding Task Assignees

To add task assignees, open the task by clicking on the task subject, while the tasks are listed.

On the right side of the task modal, there will be a dropdown to select assignees.



You can add unlimited assignees to a specific task and track their time logged.

After you add a member as assigned to a task, this member will get a notification email that they are assigned to this specific task.

When a task is related to a project, only project members will be shown in the dropdown while selecting members as assignees.

Task Timesheets

Task timesheets is all started timers for specific task, timesheets are stored separately for each task started by the task assignees.

To view all task timesheets while the task modal is open click on the timesheets icon.



Below this button, a table will be shown with all task timesheets related to this task.

You can manually insert a timesheet for a specific task, using the below table form area.

To add new timesheets, you will need to select Start Time, End Time and Member. Note that in the dropdown, the member area will be shown only task assignees.

Bill Tasks

To invoice non-project tasks, when creating an invoice there is dropdown, to the right side of the item’s dropdown BILL TASKS.

After you select a customer, this dropdown will be auto-populated with all the tasks that are associated with this client.










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