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Managing your tasks

Manage tasks using the tasks zone at the bottom of the Schedule workspace. The tasks zone lets you track the following:

  • Tasks assigned to you.
  • Tasks assigned to other users.
  • Tasks you have assigned to others.

The various functions that are performed on tasks are almost identical to those for schedule items. These functions include adding and deleting tasks, changing task properties, and assigning tasks to different users and contacts.

However, there are two simple differences between schedule items and tasks:

  • Unlike schedule items, tasks do not require an end date, though you can specify a due date. Note that you can only specify a date, not a specific time.
  • Once you have completed a task, you can quickly update its status by right-clicking it and selecting Mark as Complete . This will generate any proceeding steps or recurring tasks.

Adding tasks

Add tasks for yourself in the Tasks tab.

To add a task:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, in the Tasks tab, click Add and select the task template.
    The Add Task dialog opens.
  3. [Optional] You can change the task template by selecting a new template in the Template drop-down.
    If you choose to change the task template, you will be prompted whether to override the existing description and notes using the new template's default values. To perform the override, click Yes .
  4. Enter your desired values in the fields. In the Assign To field, select the user who you want to assign the task to. You can associate the task with contacts by adding them to the For field.

    When the Hierarchical Access Model is enabled, the Restrict access to users in the Assign To checkbox is available. To only allow users specified in the Assign To field to access the task, select Restrict access to users in the Assign To . The Hierarchical Access Model is a security model that restricts user access to data records by organizational hierarchy.

    If you are adding a large note and you want to view the entire note and edit it, click View/Edit Full Notes .

  5. Click OK . The task is created.

    You can also add tasks in the My Tasks tab of the Home workspace or by clicking the Add button and selecting the Add Task menu option in the navigation toolbar.

Viewing and editing tasks

View and edit tasks from the Schedule workspace.

To view or edit a task:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, in the Tasks tab, click the Action button  for your desired task and select Properties .
    The Edit dialog opens.
  3. [Optional] In the corresponding tabs and field, make any desired changes. If you are adding a large note and you want to view the entire note and edit it, click View/Edit Full Notes .
  4. Click OK.
    The Edit dialog closes.

Any changes that you have made to the task are saved.

Recurring tasks

When you want to create a repeating task, you can set a recurrence series rather than adding each task individually. A recurring series is scheduled according to a specified pattern and within a set scope of time. When you create a recurring series, you can choose to have the task's start date repeat based on a timed pattern or based on when the preceding task is completed.

Because subsequent recurring tasks are generated when the current task is completed, they are created individually, not based on a horizon as a recurring schedule series is. When a new task is generated, its start date will correspond to the specified recurrence pattern, and will therefore be displayed as a future task.

Adding recurring tasks

Create recurring tasks rather than creating individual instances of a task you want to have repeated.

To create a recurring task:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, either select an existing task or create a new one.

    The remainder of these steps will assume the task's properties have been filled in as desired.

  3. In the task's Edit dialog, in the Start field, enter your desired start date for the first occurrence of the task.
  4. Click the Recurrence link. The Recurrence dialog opens.

    If you set a new recurrence pattern and then decide while creating it that you no longer want the item to recur, click Remove Recurrence at the bottom of the Recurrence dialog to clear the settings.

  5. In the Recurrence Pattern section, select one of the following options to determine how frequently the task will repeat:
    • Daily
    • Weekly
    • Monthly
    • Yearly

      Each of these options have different configuration fields. You can select the exact frequency (such as every three days or every two months), specific dates or days, or the kind of days (such as the second Friday of the month).

  6. In the End of Series section, select one of the following options for when the recurrence will end:
    Never
    The event will continue recurring until you change this value.
    After
    Specify a number of times you want the event to recur.
    By
    Specify a specific date when the activity should stop recurring.
  7. Click OK .
    The Recurrence dialog closes.
  8. Click OK .
    The task dialog closes.

In any list of activities you can identify a recurring item by the icon that appears at the far right of the list in the recurring item's row.

Recurring task attachments

Attachments are added to a recurring series of tasks either when you first create the series or in an individual occurrence where the attachment is persisted to the future occurrences. However, once you have added an attachment to a series, it cannot be replaced, modified, or removed from the series. The attachment will not appear in tasks that are earlier in the series than the task that the attachment was added to, but will appear in every following instance.

Filtering the task lists

You find specific tasks in the Tasks list and the My Delegated Tasks list by using a user-defined filter and additional optional filter criteria.

To filter a task list:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, select either the Tasks tab or the My Delegated Tasks tab.
  3. Confirm that the predefined filter specified in the filter field above the list is correct.
    You can change the filter by clicking the Set Filter button  in the filter field. The Set Filter menu contains your favorite saved filters. You can also select the following additional options:
    Overdue
    Allows you to filter for tasks due prior to today that are not marked as completed. Displays only in the Tasks tab.
    Due Today
    Allows you to filter for tasks due today that are not marked as completed.
    Other Filters
    Allows you to choose from the complete list of available saved filters.
    New Filter
    Allows you to create a new filter for your own use. You can run the filter immediately or save it to be reused later. In addition, if you have appropriate permissions, you can create a new filter to be shared with other users.
    Manage Filters
    Allows you to specify which saved filters should appear on the Set Filter menu, and in what order.
    You can modify the currently selected filter by clicking the Edit button in the filter field.
  4. [Optional] If you want to filter only by description, enter the text in the Description field and click the Find icon .
  5. If you want to filter by a combination of description, status, type, priority, or date, click the Show Filter button  to use the advanced filter search criteria.
  6. Specify the filter search criteria you want to apply to the task list.
    As you enter your search criteria, it displays as read-only text in the Filtered by field.
  7. Click Run .

The task list refreshes, displaying only those tasks that match the specified filter criteria.

To clear the filter criteria on the lead list and display all leads, click Clear .

To hide the expanded filter criteria, click the Hide Filter button .

Adding new user-defined filters
Editing existing user-defined filters

Showing and hiding notes in task lists

Task notes are hidden by default in all of your task lists in both the Schedule and Home workspaces.

To show or hide notes in a task list:

  • In the desired task list, do one of the following:
    • To show notes for all tasks, click the Options button at the top of the task list and select List Mode & Show Notes .
    • To hide notes for all tasks, click the Options button  at the top of the task list and select List Mode .

The notes for all the tasks in the list are displayed or hidden, depending on your selection.

Adding delegated tasks

Add tasks for other users in the Tasks tab or the My Delegated Tasks tab. This procedure describes how to add delegated tasks from the My Delegated Tasks tab, but it is done in the same way from any Tasks tab.

To add a delegated task:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, in the My Delegated Tasks tab, click Add and select the type of task you want to create.
    The Add Task dialog opens.
  3. In the Assign To field, select the user or users to whom you want to delegate this task.
  4. Enter your desired values in the rest of the fields and click OK .
    The task appears in your My Delegated Tasks tab.

The task is created and appears in the assigned users' Tasks tab in their Schedule workspace.

You can modify task templates to automatically assign different types of tasks to a specific user or users. This is done by business administrators with appropriate privileges on the Customize workspace in the Task Management tab. For more information, see Configuring tasks.

Viewing tasks delegated to other users

View the tasks that you have assigned to other users in the My Delegated Tasks tab.

To view tasks you have assigned to other users:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, click the My Delegated Tasks tab.
    A list of the tasks you have assigned to other users appears.

Viewing other users' tasks

View other users' tasks in the Tasks tab.

To view the tasks of other users:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, in the Tasks tab, click the Add button .
    The Participants dialog opens.
  3. Add or remove users' task lists by selecting from the list of available users on the left side of the dialog and clicking Add or Remove . Users whose task lists you can currently view populate the list on the right side of the dialog.
  4. Click OK .
    The Participants dialog closes and the user you selected appears in the Tasks tab.
  5. Select the user you just added in the Tasks tab.
    The user's task list appears in the Tasks tab.

Adding view permissions for tasks

You can grant view permissions to other users, allowing them to see your tasks.

The following procedure assumes that users cannot see the tasks for other users.

To add view permissions:

  1. Navigate to the Schedule workspace.
  2. In the tasks zone, click the Set Permissions button .
    The Set Permissions dialog opens.
  3. Add users by selecting from the list of available users on the left side of the dialog and clicking Add . When you are satisfied with the users in the list, click OK .
    The Set Permissions dialog closes.

The users that you have assigned permissions to can now view your tasks.