How to Use Checklists and Tasks

Any item on a checklist can be a task: something one person (or AI member) has to do, by a date, at a priority, with a conversation attached. Tasks live in Notes & Checklists, next to your checklists and notes, and the ones that concern you are gathered in My tasks.

What a task has

• Assignee: who has to do it. Unassigned tasks are just items on a list.
• Due: a date and time. Overdue tasks are marked Overdue.
• Priority: Low, Normal, High or Urgent.
• Status: Open, In progress, Blocked or Done. Ticking an item off marks it Done.
• Linked to: the records it is about: a lead, contact, account, email, chat, note, event, approval, meeting or call. Click a link to open the record.
• Comments: a thread for the people involved.

Create and assign a task

1. Open Notes & Checklists and choose My tasks in the rail.
2. Click New task.
3. Describe it under What needs doing?, then use the chips below to choose who does it (Assign), its Due date and its priority.
4. Click Create task.

You can change any of these later in the task's details.

You can also turn an item on any of your checklists into a task: use the chips on the item to assign it, give it a due date or change its priority.

When you assign a task to someone, it lands in their Inbox, a checklist every member has, and they get a Task assigned notification. You keep seeing the task you created. When it comes due, the assignee gets a Task due notification.

Comment on a task

Open the task and write in Comments. Press Ctrl+Enter to send. The person who created the task and the person it is assigned to are told with a Task comment notification.

My tasks

My tasks lists your tasks in one place, kept up to date as people work. Choose whose tasks you see:

• Mine: assigned to you, and the ones on your own lists;
• Created by me: the ones you gave to others;
• Everything I can see.

Then narrow the list by Status, Due (Overdue, Due today, Due this week, No due date or Any time), Priority, or by searching. Click a task to open its details: who created and assigned it, which list it is on, its links and its comments. Tick Done in the list to complete one.

The number beside My tasks in the rail is how many of your tasks are open.

Tasks on a lead

Open a lead and choose its Tasks tab. Add Task creates a task linked to the lead; it lands in the assignee's Inbox like any other. The tab lists every task linked to that lead, with its assignee, due date, priority, status and comments. Tasks that used to be kept on leads before Checklists & Tasks existed were moved here, linked to their lead.

Tasks and AI members

AI members use the same tasks as everyone else:

• Assign a task to an AI member and it is woken to do it. It comments on the task, changes its status and closes it when it is done.
• An AI member keeps its own plan for the day as a checklist; its workbench shows whether today's plan is ready.
• When an AI member asks for approval, a task for the decision lands in the approver's Inbox, linked to the approval.
• When an AI member is retired, its open tasks go to its supervisor.

Good to know

Only the person who created a task can delete it, with Delete task in its details. Deleting a task deletes its comments too.