Tasks app

The Tasks App facilitates task management by allowing internal users to create and assign tasks to other team members, clients, or companies. It proves particularly useful for managing client onboarding processes and ensuring all parties complete required actions during collaborative projects.

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Installing the Tasks App

1. Navigate to App Setup and click + Add an app in the top right corner.
2. Select Tasks in the Client-facing section.
3. Click Install in the top-right.
4. Give the app a name and icon, then configure visibility settings.
5. Click Add to proceed to the app.

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Internal user experience

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Creating Tasks

1. Click New Task
2. Enter a task name in the Task Name field.
3. Write a description supporting rich text formatting and attachments. Use ”/” for formatting options or the paperclip icon to upload files.
4. Select a status: To do, In progress, or Done.
5. Assign the task to yourself, another internal user, a client, or a company.

6. Select a due date if applicable.

7. Click Create to finalize.

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Creating a task on the client details page

You can create tasks directly on a client’s details page for focused management specific to that client. Steps:

1. Navigate to CRM > Clients.
2. Select the desired client.
3. Click the Tasks app or select More and scroll to find it.
4. Add, update, or edit tasks as normal.

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Updating a Task Status

Two methods exist:

1. Drag and drop tasks between status sections in kanban or list views.
2. Click the task and update the Status field directly.

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Editing Tasks

• Title: Click the task and update the title field.
• Description: Click the task and modify the description. Add attachments using ”/” or the paperclip icon.
• Due date: Click the task and update the Due date field.

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Tasks Views

Four default views simplify navigation: My tasks, My team’s tasks, Client tasks, and All tasks. Available filters:

• Filter by Assignee: View tasks assigned to specific internal users, clients, or companies.
• Filter by Related to: View tasks associated with clients or companies.
• Filter by Creator: View tasks created by specific internal users.

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Tasks Notifications

Internal users receive notifications in the notification center when:

1. They are assigned a task.
2. A client or company they have access to marks a task as done.

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Customizing Task Statuses

The app includes three default statuses: To do, In progress, and Done. These can be renamed to match your workflow. To customize:

1. Open the kebab menu (…) and select Configure Tasks App.
2. Locate Status Customization.
3. Hover over the status and click the pencil icon.
4. Enter the new name and click Save.

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Task Templates

Task templates enable reusable task setups for consistency and efficiency. Create a task template: Click the menu button left of Create task and select Manage templates. Click Create template. Create a subtask template: First create the parent task template, then open it and click Create subtask. Apply a task template: Click Create task, select the paper icon next to it, and choose an existing template or create one. Dynamic date fields in task templates Templates support dynamic date placeholders that resolve to live values when applied:

• {{currentWeek}}
• {{currentMonth}}
• {{currentQuarter}}
• {{year}}

Placeholders function in both title and description fields. To insert a dynamic field:

• Type {{ while creating or editing to open the autocomplete picker, or
• Open the sidebar panel and select from the available list.

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Task Archiving

Archiving a Task:

1. Double-click the task.
2. Click the menu button in the top right corner.
3. Select Archive Task.

Showing or Hiding Archived Tasks: Below Create Task, click Display and toggle Show Archived Tasks. Unarchiving a task:

1. Ensure archived tasks are visible.
2. Double-click the task.
3. Click Unarchive.

Auto-archiving completed tasks Configure automatic archiving of completed tasks to prevent accumulation in active lists. Behavior:

• Tasks marked done automatically archive after a configured number of days.
• Subtasks follow parent task auto-archive settings.
• Archived tasks remain searchable and restorable.
• The Tasks API exposes archived state for external filtering.

To enable:

1. Open the kebab menu (…) and select Configure Tasks App.
2. Locate the Auto-archive section.
3. Toggle the setting on.
4. Set the number of days and save changes.

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Activity feed and Comments

The task details page supports comments, replies, attachments, and displays a chronological activity feed showing creation, status updates, and associated comments. To access and comment:

1. Double-click the task.
2. Below the description, find the Activity section.
3. Type your message in Leave a comment. Use ”/” for formatting options.
4. Add attachments by clicking the attachment icon or using ”/” to select Upload or Image.
5. Reply to comments by hovering and clicking the arrow icon.
6. Edit comments by hovering, clicking the ellipsis (…), selecting Edit Comment, and saving.
7. Delete comments by hovering, clicking the ellipsis (…), selecting Delete Comment, and confirming.

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Subtasks

Subtasks break complex work into manageable pieces. They function like parent tasks and streamline tracking. Creating Subtasks:

1. Click the task to open it.
2. Click +Create subtask.
3. Enter a subtask name in the Task Name field.
4. Write a description supporting rich text formatting and attachments using ”/” or the paperclip icon.
5. Select a status: Todo, In Progress, or Done.
6. Assign the subtask to yourself, another internal user, a client, or a company.

7. Select a due date if applicable.
8. Click Create.

Editing Subtasks:

• Title: Click the subtask and update the title.
• Description: Click the subtask and modify the description. Add attachments using ”/” or the paperclip icon.
• Due date: Click the subtask and update the Due date field.

Archiving and Deleting Subtasks:

• Deleting a parent task also deletes subtasks (requires confirmation).
• Archiving a parent task automatically archives all subtasks.

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Client Association

Client Association allows assignment of tasks to internal team members while linking and optionally sharing them with clients or companies. This proves useful when teams complete work on behalf of clients or manage internal tasks related to clients without sharing responsibility. If shared, clients view progress and leave comments but cannot update task status. Creating a task with Client Association:

1. Click New Task.
2. Enter a task name.
3. Write a description.
4. Select a status: To do, In progress, or Done.
5. Choose the internal user assignee.

6. Click the Related to field and choose the client or company.

7. Toggle Share with client or Share with company if desired.
8. Select a due date if applicable.
9. Click Create.

Client view of associated task: When associated and shared, clients interface similarly to assigned tasks. They can:

• View task details
• Track progress
• Leave comments

However, they cannot change task status. Clients see two views:

• All tasks: includes associated and assigned tasks
• My tasks: shows only assigned tasks

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Client experience

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Updating a Task Status

Clients can update task status two ways:

1. Drag and drop tasks between status sections in kanban or list views.
2. Click the task and update the Status field directly.

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Tasks Views

Clients access both kanban and list views. They can click tasks to access detailed pages where they can also change status.

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Tasks Notifications

Clients receive email notifications when tasks are assigned. The Tasks App sidebar displays a notification count representing incomplete tasks. For example, 2 To Do tasks and 1 In Progress task show a count of 3.

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Automated reminders

Clients receive automated reminder emails for assigned tasks. For tasks with a due date: reminders send 3 days before, on the date, 3 days after, and 7 days after. For tasks without a due date: reminders send 3 days after assignment and 7 days after. Reminders automatically stop when a task is marked done, deleted, or reassigned. Adjust workspace-wide settings at Settings › Client notifications.

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Activity feed and Comments

The task details page allows commenting, replies, attachments, and displays activity chronologically. To access and comment:

1. Double-click the task.
2. Find the Activity section below the description.
3. Type your message in Leave a comment. Use ”/” for formatting.
4. Add attachments by clicking the attachment icon or using ”/” to select Upload or Image.
5. Reply by hovering and clicking the arrow icon.
6. Edit comments by hovering, clicking the ellipsis (…), selecting Edit Comment, and saving.