Managing your Tasks helps you stay organized and on top of your daily/weekly/monthly activities. FreeAgent provides different types of Tasks, with an option to add your own types, to help you keep track of everything you need to get done. From calls to emails, todos, and even meetings, we got you covered! With all of these options available to you, it will be easier to manage your workload and stay one step ahead.
User Permissions: No special permissions are required to use this feature.
In this tutorial we will review the following topics:
Navigate to Tasks
Open the menu, and using the search function, start typing 'Tasks' or click 'All Tasks' from the Tasks App.
To create a Task click the 'Create New Task' option right on the menu or click the 3 dots available in the top right corner of the Tasks App.
First, select the type of task you want to create. The out-of-the-box available types are:
Team administrators have the option to add different Task types or remove them. For more information on Task configuration, please visit the following tutorial:
Managing your Task's Types.
The Task form will change according to the Task type as each type includes its own set of fields.
Note: Once a Task is saved, its type can't be changed.
Each of the existing types has its own set of fields, however, there are some shared across all of them. Let's review them.
|Description||Here is where you explain what the goal of the task is. (Required)|
|Status||Shows whether a task has been completed or not. Its values are Done or Not Done.|
|Complete Date||Day where the Task was completed. If completed through the 'Complete Task' App Action, this field will be automatically updated.|
|Source App||Refers to the App for which the Task is being created. The 'Source Record' field will show information according to the App selected here.|
|Source Record||Specifies the record for which the task is created. This is important in order to see the Task from the record's Related Lists.|
|Due Date||Date in which the Task should be completed.|
|Assign To||Select the team member that will complete the Task. You can create Tasks for yourself or for other team members.|
Available options: 'yes' or 'no'. Yes means that the Task wasn't completed before or by the Due date.
* For tasks created for a future date, the system will automatically identify when they are 'Overdue'.
|Note||Additional information about the Task and its result.|
Tasks of type Todo and Phone include the fields listed above. However, Email and Meeting do have some specific fields.
These are the fields that will only show up if the Task's type is Email.
|Template||Select from your existing Email Templates to email the record.|
|Send Automatically||When set to 'Yes' the Template field becomes required. An email will be sent automatically to the record using the template selected above.|
|From||Select the email of the team member that will show as the sender of the email. If Send Automatically is enabled this field is required.|
|To||Select the email of the recipient. If you start typing the field will provide possible email matches for your search. If Send Automatically is enabled this field is required.|
This Task type includes additional fields for the start and end time of the meeting as well as its frequency and guests.
|Guests||Select how should be part of the meeting. Start typing to get suggestions.|
|Send Invitations||Allows you to select if you want to send invitations to the meeting for all guests.|
|Location||Specify where is the meeting taking place. It can be a physical location or a web conference.|
|Start Time||Select the date and time for the meeting to begin.|
|End Time||Select the date and time for the meeting to end.|
|All Day||Select No to specify the start and end time. If Yes is selected, the Meeting will be considered for the entire day.|
|Find a Time||Action that allows you to review your calendar to find a time for the Meeting. Once selected and saved, the Start Time, End time, All Day, and Guest fields will take the values chosen here.|
|Frequency||Select if the meeting should be repeated or not. If it should the available frequency options are annually, daily, monthly, and weekly.|
Fill out the information for the Task and click the 'Save' button.
Edit & Delete Tasks
You can update and even delete existing Tasks. Just click on the desired option and proceed.
Note: It is not possible to change the Task's type after its creation.
To mark a Task as completed, all you need to do is click the 'Complete Task' App Action and the system will automatically update its status to Done and add the Completed Date.
You can create Task-based reports by applying filters and changing between the existing views to then create really powerful Dashboards. To learn more about Dashboards, please visit the following tutorial: