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Managing your Tasks

Learn all about logging and managing your every-day tasks in Vtiger CRM.
R
Ruba
17 Feb, 2021 - Updated 1 year ago
Table of Contents

Introduction

 

Are you tired of noting important things down in a diary and forgetting them anyway?

 

Vtiger CRM’s Tasks can help you!

 

Tasks are a type of activity. For example, as a sales rep, you want to remind yourself to send an email to a customer sometime in the future. You can create a task with the name Email customer’ and set up a reminder for the same.

 

You can log these tasks in Vtiger CRM, monitor their status, and create reminders for them. View your tasks by going to Main Menu > Essentials > Tasks

 

Difference between Tasks and Events 

The difference between an event and a task is that an event is a blocked-off time on your calendar, whereas a task is just an item on a checklist with a specific due date.

Feature Availability 

Sales/Help Desk Starter

Sales/Help Desk Professional

Sales/Help Desk Enterprise

All-in-One Professional

All-in-One Enterprise

Feature Availability

Tasks

Important Fields in Tasks

 

Field Name

Description

Subject

Mandatory field

Displays the name of the task

Assigned To

Mandatory field

Displays the name of the user who is working on the task

Start Date & Time

Displays the date and time at which the task starts

Due Date & Time

Displays the date and time at which the task ends

Status

Displays the status of the task, depicting the progress of the task

Tasks: Different Views

You land on the Tasks page by going to Main Menu > Essentials > Tasks. You can see your tasks in three styles:

  • List View 
  • Kanban View
  • Calendar View
 

Your tasks are displayed in the List View by default when you land on Tasks. 

 

Toggling between the List, Kanban, and Calendar Views

You can toggle between the List, Kanban, and Calendar Views by using the icons located on the top right (beside the +Add Task button).

 
  • List View

The list view, as the name suggests, provides a list of all your tasks. The tasks can be sorted by date, name, etc. by clicking the column names. From the List View, you can mark a task as Completed, merge tasks, edit tasks, etc. Furthermore, you can create your own list of tasks. 

 

To learn more about the List View, click here

 
  • Kanban View

The Kanban View displays tasks as separate cards in columns, sorted based on the task status. You can filter tasks, hide empty columns, and perform other actions. 

To learn more about the Kanban View, click here

  • Calendar View

You can get a clear view of your schedule for the day using the Calendar View. 

 

It displays tasks based on time. You can view tasks performed in the past or scheduled for the future by using the left and right arrows displayed on top.

Creating a Task

You can create a task in the following ways:

  • From the List, Kanban, or Calendar Views
  • From Quick Create
 
  • From the List, Kanban, or Calendar View

Follow these steps to create a task one of the task views: 

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Go to the List, Kanban, or Calendar View using the icons on top.
  6. Click +Add Task.
  7. Fill out the necessary fields.
  8. Click Save.
 
  • From Quick Create

With Quick Create, you can create a task quickly by filling only the mandatory details. You can access this feature from any screen, which saves you a lot of time. 

 

Follow these steps to create a service contract using Quick Create:

  1. Log in to your CRM account.
  2. Click the + icon on the top right side of your CRM screen.
  3. Click Show all to view all the modules.
  4. Select Tasks.
  5. Enter the mandatory details.
  6. Click Save
 

You can click the View full form button to view all the fields and fill them out.

To learn more about Quick Create, click here.

 

  •   From another record in the CRM

Follow these steps to create an event from a deal, contact, or an organization: 

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Deals, Contacts, Organizations, or Quotes.
  4. Select a record. 
  5. Click the Events tab on the right.
  6. Click the ‘+’ icon. 
  7. Fill out the necessary details.
  8. Click Save.

Note: You can view all the fields of a task under the Details tab on the right side of the task record.

Creating a Subtask

A subtask is a child task. You cannot mark a task as Completed before completing its subtasks. Also, you cannot update the due date of a task before completing its subtasks.

Follow these steps to create a subtask:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Open a task.
  6. Click +Add Section in the Subtasks section (on the left). You can create sections to group your subtasks.
  7. Enter the section name.
  8. Enter the subtask name.
  9. Click Save or press Enter.
  10. Click on the fields to set values. 
 

Tips: 

  • Click the Expand icon on the right of a subtask to fill out all the fields.
  • You can click the checkbox on the left of a subtask to mark it as Completed.  
 

Task Sequencing 

Task sequencing is the process of creating a sequence of tasks with a one-way dependency between them.

Previous Tasks

You can make a task dependent on another by using the Previous Task field. The dependent task is called a successor task.

 

Follow these steps to add a previous task to a task:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Click +Add Task.
  6. Fill out the necessary details.
  7. Click the button beside the Previous Task field to select an existing task from the CRM or click ‘+’ to create a new task. 
  8. Click Save.
 

Dependencies between a successor task and a previous task

  • You cannot close a successor task if its previous task is not marked as Completed.
  • If a previous task (PT) has a successor task (ST), and ST has an end time that is earlier than the end time of PT, then the start time of PT must be updated to match the start time of ST. 
  • If you mark a previous task as Completed, then the start date and time of all its successor tasks are updated to the due date and time of the previous task. 
  • If you reopen a successor task, its start date and time are not copied from the previous task.
  • When you change the previous task of a successor task, you must update the start date and time of the successor task to the due date and time of the new previous task.
 

Parent tasks

A parent task can have many subtasks under it. You can close a parent task only after closing all its subtasks. 

 

Follow these steps to add a parent task to a task:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Click +Add Task.
  6. Fill out the necessary details.
  7. Click the button beside the Parent Task field to select a task from the CRM or click ‘+’ to create a new task. 
  8. Click Save.


 

Dependencies between parent task and subtasks

  • You cannot mark a parent task as ‘Completed’ before completing its subtasks.
  • The start time and end time of a parent task are set automatically based on the start time and end time of its subtask(s). Start time of a parent task is set to the start time of its first subtask, and its end time is set to the end time of its last subtask.
  • If a parent task has multiple subtasks, each subtask is independent. Each subtask can have a separate Previous Task.
 

Note: If the task duration is one day, then it is equivalent to eight business hours by default.



 

An example of task sequencing

Consider you have a parent task with three subtasks. 

You add a previous task to Subtask 1. You can mark Subtask 1 as ‘Completed’ only after Previous Task is completed. In this case, the start time of Subtask 1 gets updated to 6:30 PM. 

 

Subtask 2 and Subtask 3 run independently of Subtask 1 and Previous Task. However, you can mark Parent Task as completed only after all its subtasks are completed. The start date and time of Parent task is set to 5:15 PM and its due date and time is set to 7:30 PM.

Setting up Task Reminders

Vtiger CRM sends you an email reminder when a task is about to start. To set up a reminder, you must specify how many days/hours/minutes before a task’s Start Date & Time, you want to receive the reminder. 



 

Follow these steps to set up a task reminder:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Click +Add Task to create a task.
  6. Click the More icon on the top right corner of a task.
  7. Click the Create Reminder icon.
  8. Enter the reminder name.
  9. Choose the reminder date and time.
    • Click the Custom checkbox to enter your choice of time.
  10. Click Save.

Mass Editing Tasks

Mass edit is an action available in the List View of Tasks. You can select multiple tasks and edit them at once with Mass Edit. 

 

Follow these steps to perform mass edit on tasks:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks
  5. Hover over the left side of the leftmost column and click the checkbox to select the records in the current page. 
    • You can select all the records in the module by using the option shown on the top-center of the column names.
  6. Click the Edit icon from the toolbar shown on the left.
  7. Select a field from the Available Fields drop-down. You can select multiple fields to edit their values.
  8. Enter the new value(s).
  9. Click Save.
 

The new field value gets updated in all the tasks selected. 

Time Tracking in Tasks

Timelogs in Vtiger allow you to track the time spent on a task. If you are performing a task for a customer and it is chargeable, you can create a timelog for the task. With timelogs, you will charge your customers based on the time you spend on a task. 

 

The timelogs related to a task are shown under the Timelogs tab on the right side of a task record.

Creating a timelog for a task

Follow these steps to create a timelog for a task:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Click the One View tab on the right side.
  6. Click the Start Timer icon in the Timelog block. You can see the timer running on the top of your CRM screen.
 

Vtiger creates a timelog for the task in the Working state. You can view it under the Timelogs tab on the task record.


Using timelogs

Here are the simple steps to guide on how you can create, pause, and stop a timelog on a task:

  1. After you start a timelog, you can see the timer running on top of your screen.
 
  1. You can pause or stop the timer in two ways:
  1. By clicking the timer on top of your screen
  1. By clicking the Clock icon under the task’s One View tab
 
  1. You can resume the timer from the top of your screen or from the One View tab of the task, the same way as you pause the timer. 
  1. The total time spent on a task is available in the task’s One View tab. The total time is calculated by adding the values of all the task’s timelogs in Paused and Completed states.
 

To learn more about Timelogs, click here.

 

Note:

  • To start the timer, you must click the Clock icon in a task’s One View tab.
  • When you create a timelog using the + icon in a task’s One View tab or Timelogs tab, the timelog gets created in Completed state. These options can be used when you forget to start the timer but know the approximate time spent on the task.
  • Only one timer can run at a time. When you start a new timer, all the other timers automatically get paused. 

Merging Tasks

When you have two or more duplicate tasks or tasks with similar information, you can merge them into one. While merging tasks, you must choose a single task name, due date, and other field values. You can pick field values from one of the records being merged.

 

Follow these steps to merge tasks:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Tasks.
  5. Select two or more tasks in the List View.
  6. Click the Merge option in the toolbar.
  7. Choose the task name, start time, due date, etc., for the merged task.
  8. Click Merge.

Creating Tasks Through Workflows

Workflows help in automating different tasks in your business process. When triggered, they can create records, update data fields, notify users, send emails, etc. You can also automate the creation of tasks through workflows. 

 

What are the situations that would require creating a task automatically?

Here is an example: 

As a sales rep, you close a deal and convert a lead to a contact. To work in such situations, you can set up a workflow that automatically creates a task ‘Send Welcome Meeting Invite to Contact’.

 

The workflow action Create Task can help you in doing so.

 

To learn more about the Create Task action, click here.

To learn more about Workflows, click here

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