Built around a user's daily activities, the Task Manager provides a way to create and complete tasks in one location. Call or email leads without leaving the Task Manager, or link to contacts and opportunities for additional information. You can access it on any page in the application.
This article will provide an overview of the Task Manager's features.
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
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Accessing the Task Manager
You can use the Task Manager at any time and from any place within the Lead Gen & CRM platform. The Task Manager is a default dashboard in the Launchpad and will always be available.
To access the Task Manager, do the following:
- Click
Launchpad in the top toolbar.
- 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.
Click to enlarge.
Note: By default, the Task Manager represented by an icon. However, if you have any pending or overdue tasks, the icon will instead change to a
number. The displayed number reflects how many tasks you should review.
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 Lead Gen & CRM during a given day.
For more information on using custom reports with the Launchpad, refer to Launchpad Overview.
Understanding the Task Manager Window
The Task Manager provides information on all pending or overdue tasks that are assigned to you. By default, the Task Manager opens with a list of all pending or overdue tasks assigned to you. You may eventually have many tasks. You can navigate through your task list by filtering certain date and ownership parameters.
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-Time drop-down menu to filter tasks that are due:
- Overdue
- Today
- Tomorrow
- This week
- This month
- Completed
Click the All 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:
Icon |
Type |
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Description |
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Phone Task |
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. |
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Email Task |
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. |
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General Task |
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. |
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Meeting Task |
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 Lead Gen & CRM user the task is for will receive a calendar invite to the meeting in their email inbox. |
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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:
Color | Notification | Description | ||||
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No Tasks Due |
Tasks are assigned, but they are not due within the next fifteen minutes. |
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Tasks Due Soon |
Tasks are assigned and are due within the next fifteen minutes. |
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Just in Time |
A lead that has a task associated with them has visited or is currently visiting a specific site. Available only for the Sales Optimizer. |
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For Administrators: All User Tasks
Administrators have access to view all tasks assigned to users in an instance of Lead Gen & CRM.
Clicking the Assigned to me 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.
Opening Opportunities from the Task Manager
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.
Be aware that only the opportunity assigned to the task will be opened, and not other opportunities that the lead may be attributed to.
Creating New Tasks
You can directly create tasks through the Task Manager.
To create a new task, do the following:
- Click + Task in the Task Manager window.
- Select the desired date in the Select a Date field.
- Select the desired time in the Select a Time field.
- Select from the following task types in the
Select a Type menu:-
- General
- Meeting
- Phone Call
-
- Optionally, enter a lead's name in the Search Leads text box.
- Optionally, select an opportunity the lead is part of in the Select an Opportunity menu.
- Enter a title for the task in the Title text box.
- Assign the task to a user in the Assignee menu.
- Optionally, click the Send Calendar Invite checkbox.
- Optionally, enter a task note in the Note text box.
- Click OK.
Created tasks will display in chronological order in the Task Manager.
Editing Tasks
Created tasks can be edited at any time.
To edit a task, do the following:
- Hover over a task in the Task Manager window.
- Click
Options > Edit Task.
- Edit the task as necessary.
- Click OK.
Tasks that have their dates or times changed will move up or down the task list, per chronological ordering. Tasks that have their assigned users changed will be moved to that user's task list.
Bulk Editing
The Task Manager also provides a way to reassign or delete many tasks at once for a single user.
Bulk Reassignment
To reassign a user's tasks in bulk, do the following:
- Hover over a task in the Task Manager window.
- Click the
checkbox next to the associated lead.
- Repeat as necessary.
- Click
Reassign.
- Select the desired user from the Select a user drop-down menu.
- Click OK.
- Click Reassign.
Note: To select all available tasks, click either the checkbox next to the number of total tasks or Select All. Click Clear Selection to deselect all selected tasks.
Bulk Rescheduling
To reschedule tasks in bulk, do the following:
- Hover over a task in the Task Manager window.
- Click the
checkbox next to the associated lead.
- Repeat as necessary.
- Click
Reschedule.
- Select the desired date and time from the Due Date drop-down menus.
- Click OK.
Note: To select all available tasks, click either the checkbox next to the number of total tasks or Select All. Click Clear Selection to deselect all selected tasks.
Bulk Deletion
To delete a user's tasks in bulk, do the following:
- Hover over a task in the Task Manager window.
- Click the
checkbox next to the associated lead.
- Repeat as necessary.
- Click
Delete.
- Click Delete.
Note: Click the checkbox next to the number of total tasks or Select All to select all available tasks. Click Clear Selection to deselect all selected tasks.
Deleting Tasks
You can delete tasks you no longer need, including completed tasks.
To delete tasks, do the following:
- Hover over a task in the Task Manager window.
- Click
Options > Delete Task.
- 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.
Writing Task Notes
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:
- Click a task in the Task Manager window.
- Enter a note in the Enter a Task Note text box.
- 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.
- Click Add Note.
Note: Closing the Note box with unsaved note text when in the Task Manager will not delete the entered text. However, navigating away from the Task Manager window will delete all unsaved note text.
Once a note has been entered into a task, the Note icon will appear next to the due date. Hover over the icon to see a list of all notes for the task.
Task notes are listed in reverse chronological order. The most recent notes appear at the top of the list.
Editing Task Notes
Task notes can be edited through either the associated lead record or an associated opportunity.
Editing via Contact Manager
Task notes can be edited through the lead's record.
To edit task notes, do the following:
- Hover over a task with a note in the Task Manager window.
- Click
Open.
- Locate the Upcoming Tasks section in the Contact Record.
- Click the task with a note.
- Locate the target note under the Note text box.
- Click
Options > Edit.
- Edit the note content.
- Click Save to save edits or Revert to discard edits.
Note: Tasks with associated opportunities will not open into the Contact Record. You will need to locate the contact in the Contact Manager to edit task notes for these contacts.
Deleting Task Notes
Task notes can be deleted through either the associated lead record or an associated opportunity.
Deleting via the Contact Manager
To permanently delete task notes through the Contact Manager, do the following:
- Hover over a task with a note in the Task Manager window.
- Click
Open.
- Locate the Upcoming Tasks section in the Contact Record.
- Click the task with a note.
- Locate the target note under the Note text box.
- Click
Options > Delete.
- Click OK.
Marking Tasks Complete
Once you have completed a task, you can remove it from your task list. Certain task types have different requirements.
Marking Email, General, or Meeting Tasks as Complete
To mark tasks as complete, do the following:
- Click an email, general, or meeting task in the Task Manager window.
- Optionally, enter a note in the Note text box.
- Click the Mark as Complete checkbox.
- 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.
Note: Tasks that are marked complete past their original due date are marked as late, even if the due date is rescheduled.
Marking Phone Tasks Complete
Phone tasks have certain information that must be added to them before they can be marked as complete.
To mark phone tasks as complete, do the following:
- Click a call task in the Task Manager window.
- Click the Mark as Complete checkbox.
- Select either Incoming or Outgoing from the Select Call Type menu.
- Select one of the following from the Select an Outcome menu:
- Spoke with Contact
- Left a Message
- No Answer
- Optionally, enter a note in the Note text box.
- 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.
- Mark Complete: This will complete and
Note: Tasks that are marked complete past their original due date are marked as late, even if the due date is rescheduled.
Reopening Completed Tasks
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:
- Optional: Select Completed from the All-Time drop-down menu
- Hover over a completed task in the Task Manager window.
- Click
Options > Reopen Task.
- Select the desired date and time from the Due Date drop-down menus.
- Click OK.
Hiding Overdue Tasks
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.
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Task Options
When interacting with tasks, there are different options available from the Options menu.
The menu has the following actions available:
Option | Description | |
Call |
If the lead associated with the task has phone numbers on their |
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Smart Mail |
If you have Mail Sync enabled and the lead associated with |
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If the lead associated with the task has an email address on their |
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Add Note |
Opens the Note text box. Allows for notes to be entered into the |
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Edit Task |
Opens the task for editing. |
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Delete Task |
Deletes the task. This action is permanent. |
Sales Optimizer Entries
Lead Gen & CRM's Sales Optimizer provides the ability to automate the creation of opportunities, tasks, and actions based on opportunity pipeline stages.
If you have the Sales Optimizer enabled, these notifications appear in the Task Manager. Tasks associated with your Sales Optimizer automations and related content will appear in the Task Manager. For these tasks, a purple dot will be next to the lead's picture and lead score.