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Tasks represent the activities you perform while working with a Prospect, Organization, or Deal. OneFocus™ has a variety of included Tasks and supports custom Task creation. Your organization may track the number and type of tasks you complete per week, so make sure you review this ideology with your sales manager.
Creating a New Task
Individual Tasks
Like Notes, you can associate a Task with Prospects, Organizations, and Deals. Add new Tasks by using the New Task button in the Quick Menu, or by using the Task Panel on a profile page.
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The bottom row lets you set the due date, time, and estimated duration of the Task. Set the priority of the Task with the drop-down menu to low, medium, or high. Finally, if you have the correct security permissions, you can assign the Task to yourself or another user.
Task Groups
A collection of Tasks is called a Task Group. Task Groups can be initiated using automation, and serve as an efficient way to streamline process within your organization. To create a Task Group do the following:
- Navigate to Setup > App Setup > CRM > Task Groups.
- Click the New button and provide a Name and Description (optional).
- Add Tasks into the Task Group using the options on the Task Group and choosing Add Task as shown below:
- Use the merge setting to add merge fields to your Tasks within a Task Group.
- Once your Tasks are created you can view them by clicking on the number under the Tasks column. In the popup, you can add more Tasks, Delete Tasks, or edit each Task.
- Once your Task Group is ready, the Tasks in the Tasks group will be created when the Task Group is triggered. An Add Task Group action is available in automations (both Fulfillment Actions and Automation). In the example below we invoke the Add Task Group action from a Fulfillment Action when a form is submitted.
Completing Tasks
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And here is what it looks like when a user is creating a new pre-filled Task:
Task Reminders
You can set a reminder for Tasks that are due today and for Tasks that are overdue. To access Task notification settings, navigate to Personal Settings > Notifications.
Lead Liaison supports three different types of Task notifications; when a Task is due, when a Task is overdue, and multi-user Task reports for sales management. Use the toggle next to each notification type to turn them on or off.
Tasks Due
The Tasks Due notification will send you a reminder for Tasks due that day.
- Remind me daily– the system will send a reminder every day, including weekends.
- Remind me on business days– the system will send a reminder Monday through Friday.
- Remind me on these days– the system will send a reminder on selected days.
Use the "Send reminder at" drop-down menus to select the time of day the notifications will send.
Tasks Overdue
The Tasks Overdue notification will let you know which Tasks are overdue from the previous week. Use the drop-down menu to select the day and time the notification will send.
Tasks to Other Users
You can notify other users when you assign them a Task. This is especially helpful for Sales Managers who would like to verify their associates are aware of newly assigned Tasks.
Group Tasks
Group Tasks let sales managers see what Tasks are due for a Team or group of users.
Click the "Select Teams" field to choose one or more Teams. The system will send you Task notifications for Tasks due for every team member. Click the "Select Users" field to choose individual users.
Like the Tasks Due notification, you can select the days and times the notifications will send.