Task Manager Overview

Article Contents

• Accessing the Task Manager
• Understanding the Task Manager Window
• For Administrators: All User Tasks
• Opening Opportunities from the Task Manager
• Creating New Tasks
• Editing Tasks
• Bulk Editing
• Deleting Tasks
• Writing Task Notes
• Editing Task Notes
• Deleting Task Notes
• Marking Tasks Complete
• Reopening Completed Tasks
• Hiding Overdue Tasks
• Task Options
• Sales Optimizer Entries

You can use the Task Manager at any time and from any place within the SharpSpring platform. The Task Manager is a default dashboard in the Launchpad and will always be available.

To access the Task Manager, do the following:

1. Click    Launchpad in SharpSpring's top toolbar. 
2. Click the Task Manager dashboard.

The Launchpad provides you with an at-a-glance look at your upcoming tasks, recent activity, and most important metrics. 

The Launchpad itself is a collection of different dashboards that house specific information. This information can largely be customized by using your created custom reports to better display the information that you want to see.

The Launchpad will always be available in the Task Manager dashboard. This dashboard provides information on what tasks are available to you. However, you may want to display more than just your default dashboards. You can create your own custom reports and set them to be the default tab that you see when you first log in to SharpSpring during a given day.

For more information on using custom reports with the Launchpad, refer to Launchpad Overview.

This information includes:

• The type of task
• The task name
• The task's due date
• Leads and their lead scores, if part of the task

Click the All Tasks drop-down menu to filter tasks that are due:

• Today
• Tomorrow
• This week
• This month

Click the All Task Types drop-down menu to filter tasks by type.

Regardless of type, tasks with associated leads will not have the default icon and instead have the lead's portrait and score.

The available task types are as follows:

Description

A task that requires a phone call. If the lead associated with the task has phone numbers on their record, clicking this icon will display the listed phone numbers and can initiate calls through the Sales Dialer.

A task that requires an email be sent. If the lead associated with the task has an email address on their record, clicking this icon will allow you to send a Smart Mail or an email.

A task with no defined action. This task can be used to represent any task or action not represented by any of the other task types.

A task that requires a meeting. If the lead associated with the task has an email on their record and the Send Calendar Invite box is checked when creating the task, the SharpSpring user the task is for will receive a calendar invite to the meeting in their email inbox.

You can also refine your search in the search bar by searching a task's name.

By default, tasks will display in chronological order, with those tasks with the closest due date appearing first.

Select either Due Date or Task Name from the
  Sort drop-down menu to sort tasks by their respective dates or names.

In addition, the Task Manager provides a link to the Activity Feed, as well as available custom report dashboards.

Clicking the Activity Feed tab will turn the Task Manager window into the Activity Feed window.

Clicking a custom report dashboard tab will turn the Task Manager window into a dashboard window.

When you have tasks set, time becomes a factor. 

The Task Manager will display a different color that reflects how much time remains prior to a task being due:

Tasks are assigned, but they are not due within the next fifteen minutes.

Tasks are assigned and are due within the next fifteen minutes. 

A lead that has a task associated with them has visited or is currently visiting a specific site. Available only for the Sales Optimizer.

Administrators have access to view all tasks assigned to users in an instance of SharpSpring.

Clicking the My Tasks drop-down menu will display a list of all users in your instance.

Clicking a user's name will display tasks that are assigned to them.

If your task has an associated opportunity, you can open the opportunity from the Task Manager.

Tasks with opportunities will not have the lead's name. These tasks will instead show opportunity name and the expected value of the opportunity.

For tasks with opportunities, the    Open caret will not open the Contact Record. Instead, it will open the opportunity assigned to the task.

1. Click + Task in the Task Manager window.
2. Select the desired date in the Select a Date field.
3. Select the desired time in the Select a Time field.
4. Select from the following task types in the
   Select a Type menu:
   
   

   •   General    •   Email

   •   Meeting    •   Phone Call

5. Optionally, enter a lead's name in the Search Leads text box.
6. Optionally, select an opportunity the lead is part of in the Select an Opportunity menu.
7. Enter a title for the task in the Title text box.
8. Assign the task to a user in the Assignee menu.
9. Optionally, click the Send Calendar Invite checkbox.
10. Optionally, enter a task note in the Note text box.
11. Click OK.

Created tasks can be edited at any time.

To edit a task, do the following:

1. Hover over a task in the Task Manager window.
2. Click    Options > Edit Task.
3. Edit the task as necessary.
4. Click OK.

To reassign a user's tasks in bulk, do the following:

1. Hover over a task in the Task Manager window.
2. Click the    checkbox next to the associated lead.
3. Repeat as necessary.
4. Click    Reassign.
5. Select the desired user from the Select a user drop-down menu.
6. Click OK.
7. Click Reassign.

To reschedule tasks in bulk, do the following:

1. Hover over a task in the Task Manager window.
2. Click the    checkbox next to the associated lead.
3. Repeat as necessary.
4. Click    Reschedule.
5. Select the desired date and time from the Due Date drop-down menus.
6. Click OK.

To delete a user's tasks in bulk, do the following:

1. Hover over a task in the Task Manager window.
2. Click the    checkbox next to the associated lead.
3. Repeat as necessary.
4. Click    Delete.
5. Click Delete.

You can delete tasks you no longer need, including completed tasks.

To delete tasks, do the following:

1. Hover over a task in the Task Manager window.
2. Click    Options > Delete Task.
3. Click Delete in the modal window that appears.

Be aware that deleting tasks is a permanent action.
Any notes associated with the task will also be deleted.

Though you can write notes for a task when creating or editing a task, you can directly enter notes for a created task from the main Task Manager window itself.

To write task notes for a task, do the following:

1. Click a task in the Task Manager window.
2. Enter a note in the Enter a Task Note text box.
3. Set the Mark as Complete checkbox to one of the following:
   
      •   Checked: This will mark the task as
           complete and remove it from the list
           of tasks.
   
      •   Unchecked: This will not mark the task
           as complete and will keep the task active
           in the Task Manager.
4. Click Add Note.

Task notes can be edited through the lead's record.

To edit task notes, do the following:

1. Hover over a task with a note in the Task Manager window.
2. Click    Open.
3. Locate the Upcoming Tasks section in the Contact Record.
4. Click the task with a note.
5. Locate the target note under the Note text box.
6. Click    Options > Edit.
7. Edit the note content.
8. Click Save to save edits or Revert to discard edits.

1. Hover over a task with a note in the Task Manager window.
2. Click    Open.
3. Locate the task with a note.
4. Click    Options > View/Edit Notes.
5. Hover over the desired note.
6. Click    Edit Note.
7. Edit the note content.
8. Click Update Note.

1. Hover over a task with a note in the Task Manager window.
2. Click    Open.
3. Locate the Upcoming Tasks section in the Contact Record.
4. Click the task with a note.
5. Locate the target note under the Note text box.
6. Click    Options > Delete.
7. Click OK.

1. Hover over a task with a note in the Task Manager window.
2. Click    Open.
3. Locate the task with a note.
4. Click    Options > View/Edit Notes.
5. Hover over the desired note.
6. Click    Delete.
7. Click Yes, Delete Note.

To mark tasks as complete, do the following: 

1. Click an email, general, or meeting task in the Task Manager window.
2. Optionally, enter a note in the Note text box.
3. Click the Mark as Complete checkbox.
4. Click either of the following:
   
      •   Mark Complete: This will complete and
           close the task.
   
      •     Mark complete and create new task:
           This will complete the existing task and
           create a new task with the same initial
           information as the now-completed task.

1. Click a call task in the Task Manager window.
2. Click the Mark as Complete checkbox.
3. Select either Incoming or Outgoing from the Select Call Type menu.
4. Select one of the following from the Select an Outcome menu:
   
      •   Spoke with Contact
      •   Left a Message
      •   No Answer
5. Optionally, enter a note in the Note text box.
6. Click either of the following:
   
      •   Mark Complete: This will complete and
           close the task.
   
      •     Mark complete and create new task:
           This will complete the existing task and
           create a new task with the same initial
           information as the now-completed task.

You can reopen completed tasks that are still listed in your task manager. Previously deleted completed tasks cannot be reopened.

To reopen tasks, do the following:

1. Hover over a completed task in the Task Manager window.
2. Click    Options > Reopen Task.
3. Select the desired date and time from the Due Date drop-down menus.
4. Click OK.

You can hide tasks that are overdue. 

Clicking the Hide Overdue checkbox in the Task Manager window will toggle between hiding and displaying overdue tasks.

Be aware that hidden overdue tasks are still open and are not completed or deleted.

If the lead associated with the task has phone numbers on their
record, clicking this menu will display those phone numbers.

If you have Mail Sync enabled and the lead associated with
the task has an email address on their record, clicking this icon
will allow you to send a Smart Mail.

If the lead associated with the task has an email address on their
record, clicking this icon will allow you to send an email.

Opens the Note text box. Allows for notes to be entered into the
task. Also opens the Mark Task Complete checkbox, which
allows for completing tasks.

Opens the task for editing.

Deletes the task. This action is permanent.