On this sheet you create and edit Task records. A task has a subject, a description, a status, a priority, a reminder time and a planned period, and you can assign it to a partner, a responsible colleague, a calendar and a board.
The possible task states are listed in the Status field: by default In progress and Done, but you can add your own statuses. A newly created task always starts with the first status; the effect of statuses is explained in the FAQ section.
To create a new task, click Main menu / CRM / Customer management / Task / New. You get to the same place with the New button on the Main menu / CRM / Customer management / Task / List page. To edit an existing task, select it in the list and click Open. If you want to add a task to a project, use the New task button on the project's task page: the task is then created linked to that project.
The fields above the tabs stay visible on every tab:
The Task tab contains a rich-text editor. With its toolbar you can insert bold, strikethrough, underlined and italic text, lists, alignment, font size, links and tables, and the source button lets you edit the HTML of the text. Write here what has to be done, which sub-tasks belong to it and what to watch out for.
On the Customer data tab you link the task to a partner. Start typing the partner's name in the Partner company name field and pick one of the suggestions; then, in the Partner contact person list, you can choose one of the selected partner's contacts. The field is required. If the partner does not exist yet, the + button next to the name lets you create one quickly, and its data is filled in on the task automatically. After saving, a summary box on the sheet shows the partner's Company name, Tax number, Contact person, Email address and Phone number, and clicking the company name opens the partner sheet.
On the Other settings tab you set how the task is classified and displayed:
On the Actions tab, use the Save button to store the task; the arrow next to the button also opens a drop-down with a Save item that does the same. Before saving, the system checks the required fields and tells you which one is missing (this can also be the Partner company name on the Customer data tab, so switch to that tab if needed). On the Additional functions tab, the New partner button opens the creation of a new partner in a new browser tab, so you can keep editing the task without interruption.
If you want to record a task right after a customer call or a quotation request, first enter the customer in the Partner company name field and the essence of the task in the Subject field (for example “Quotation callback”), and set the Reminder to the agreed callback time. The task then alerts you on the right day and hour, and with the Planned completion date it also appears in the right place in the Gantt view.
The fields of the header and the tabs, and what they mean:
| Field / Item | Required | Description |
|---|---|---|
| Subject | A short name for the task. | |
| Status | The state of the task; the + button next to it adds a new status. A new task starts with the first status. | |
| Document date | The date the task was created; display only, not editable. | |
| Reminder | The date and time of the reminder; today by default. | |
| Priority | How urgent the task is; usable in the list and in filters. | |
| Planned start, Planned completion | The planned period (dates); if left empty on a new task, today and tomorrow are saved. | |
| Tags | Free-text tags; editable only while the task has the first status. | |
| Task (tab) | The detailed, formattable description of the task. | |
| Partner company name | The partner linked to the task; pick it from the suggestions while typing, or add a new one with the + button. | |
| Partner contact person | A contact of the selected partner. | |
| Responsible colleague | The colleague responsible for the task. | |
| Task type | The type of the task, from the types you created. | |
| Calendar | The calendar assigned to the task; you can choose from the calendars available to you (own and shared). | |
| Board | The board under which the task appears in the list, the Kanban and the Gantt view. | |
| Custom color (optional) | Your own color for highlighting the task. |
The columns of the Related documents and Files tabs and what they mean:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The identifier of the related document (Related documents tab). | |
| Document date | The date of the related document. | |
| Document type | The type of the related document. | |
| Issuing employee | The employee who issued the related document. | |
| Added | When the file was uploaded (Files tab). | |
| Classification | The classification of the file; change it with the Classification button. | |
| Name | The name of the file. |
You can edit Partner company name, Partner contact person, Responsible colleague, Task type, Calendar, Board, Custom color and Tags only while the task has the first status (ID 1). Once the task is in another status (for example you closed it), these fields are greyed out. The Subject, Status, Reminder, Priority, the planned dates and the description can still be changed, so by setting the status back you can make the locked fields editable again.
Reminder and Partner company name are required. If saving fails, check the Reminder field in the header, then switch to the Customer data tab and choose a partner from the suggestions that appear as you type. If the partner is not in the system yet, add it with the + button or with the New partner button on the Additional functions tab.
The Files tab manages the files of the document linked to the task, so New and Browse can only be used on a task that is linked to another document (for example a project). On a standalone task they appear faded, as you can see in the image. If you want to add a task that belongs to a project, start it from the project sheet with the New task button.
The Document date shows the day the task was created; the system fills it in and it cannot be edited. If you want to set a time at which the system should alert you, use the Reminder field, and give the planned period with the Planned start and Planned completion fields.
On the sheet you can pick another status in the Status field (for example Done) and store it with the Save button. The right-click close option in the list and dragging cards in the Kanban view do the same; they are described in the Task list guide. The calendar you choose in the Calendar field is introduced in the Calendar guide.
The Task module appears under Main menu / CRM / Customer management only if it has been assigned to your user. If you do not see it, ask your system administrator to check the module assignment in your user settings.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
Don't waste your time - ask for help!
Our goal is to get you using our system as quickly and efficiently as possible. Whether you're completely new to us or stuck on a specific setting, don't hesitate to ask for help!
Create your account now,
pay later!
