Using Tasks

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Some of the functionality described in this article is available as part of our Cinsault release and will not be available if your Practifi instance is not upgraded to this release. 

Overview

Tasks and processes ensure that the steps needed to achieve your firm's goals and events are completed and documented in your organization. This article outlines how to create and view tasks within Practifi. For more information regarding task functionality, please consult our Understanding Tasks & Processes article.

Creating a Task

Tasks can be created by using the Global Actions button or on the Processes & Tasks page on record pages. Depending on the context that the task is created in, it will auto-populate the Related To field information to relate the task to the appropriate record. 

Global Actions

  1. Select the Global Actions button located in the upper right-hand corner of Practifi.
    Screen_Shot_2021-07-14_at_1.42.38_PM.png
  2. From the drop-down menu of Global Actions, select New Task.
    Screen_Shot_2021-07-14_at_1.46.00_PM.png
  3. In the New Task pop-up, enter all relevant information into the fields. To attach the task to a record be sure to input the record name into the Related To field. If the Related To field information is not filled in, this will create a personal task.
  4. Press Save to finalize the task creation. 

Processes & Tasks

  1. Select the Processes & Tasks icon located on the record's side panel. 
    Screen_Shot_2021-07-19_at_1.52.39_PM.png
  2. On the Processes & Tasks view, select the New Task button in the right-hand corner.
    Screen_Shot_2021-07-19_at_1.52.55_PM.png
  3. Enter all relevant information into the displayed fields and press Save to finalize the task creation.

Viewing Tasks

Tasks can be viewed through the My Tasks tiles located on the Home page. These tiles will display open tasks that are either owned or created by the running user.
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Selecting the tile will open a record table of tasks where the task Subject can be selected to view the individual task record. 

Tasks can also be viewed by selecting the Processes & Tasks icon located in the record side panel.
Screen_Shot_2021-07-19_at_2.05.28_PM.png
This will open the Open Tasks record table displaying all open tasks related to the record, regardless of who created the task. To view all tasks regardless of their completion status, select the Task History subtab on the Processes & Tasks table.
Screen_Shot_2021-09-14_at_10.26.50_AM.png

Viewing and Adding Checklist Items

If there are any pre-set Checklist items associated with a task, they will appear in the Checklist area on the right-hand side of the Task record page. You can check items off as you complete them.

Screen_Shot_2022-08-31_at_12.11.39_PM.png

You also have the option of adding your own ad hoc Checklist items to a task. From the Checklist side panel, click New. Enter a description for the to-do item, then click the Save icon. The item is added to the list.

Screen_Shot_2022-08-31_at_12.05.15_PM.png

Deleting Checklist Items

If a Checklist item was created while the task was open then the checklist item will be able to be deleted. Pre-set Checklist items cannot be deleted. If deletion is an option for a Checklist item, then a delete button will appear next to it.

If your administrator adds or removes pre-set Checklist Items from a Process Task or Task Template that’s already in use, those changes will not apply to open tasks.

Creating Recurring Tasks

A recurring task is a singular task that can repeat weekly, monthly or annually but does not require any additional tasks or updates to a record to be made.

Please note: The Feed feature, while visible in recurring tasks, is preempted by the creation of multiple records at once leading to a known Salesforce limitation that does not allow the Feed to function. If needing to create a Feed post on a recurring task, you will need to navigate to the individual recurring task record. 

To create a recurring task:

  1. Select the Processes & Tasks icon on the record side panel.
    Screen_Shot_2021-07-19_at_1.52.39_PM.png
  2. On the Processes & Tasks view, select the New Task button in the right-hand corner.
    Screen_Shot_2021-07-19_at_1.52.55_PM.png
  3. Enter all relevant information for the task into the displayed fields. Navigate to the Recurrence section during the task creation. 
  4. Set the Recurrence Interval and Frequency fields to how often you would like the task to be repeated. 
  5. Set the Start Date field to when this recurrence series should begin. The End Date field should be set to when the last task of the recurrence series should be created. The Recurrence Interval and Repeat This Task fields can be left blank and are not necessary for creating a recurring task.
    Screen_Shot_2021-07-19_at_3.52.16_PM.png
  6. Select Save to finalize the recurring task creation.  

Using Task Templates

Task templates are available through Global Actions, page actions, the Processes & Tasks section and through table mass and row actions on specific records within your Practifi Organization. The creation process will ask you which task template to use, displays the fields in an editable form for any final adjustments and then creates the task record with the values as specified. Depending on the context the action is launched from, the task will be automatically related to the relevant records.

Global Action

  1. In the upper right-hand corner of your Practifi organization, select the Global Actions menu button.
                    Screen_Shot_2021-06-30_at_4.02.55_PM.png
  2. Select New Task (from template) from the Global Action drop-down menu.  Screen_Shot_2021-06-30_at_4.07.02_PM.png
  3. Select the template name from the picklist options and then select Next to continue.Screen_Shot_2021-06-30_at_4.10.08_PM.png
  4. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task. Screen_Shot_2021-06-30_at_4.18.06_PM.png
  5. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up. Screen_Shot_2021-06-30_at_4.19.05_PM.png

Page Actions

The task template functionality is available through the page actions on the following record types:

  • Assets
  • Client Entities
  • Contacts
  • Deals
  • Liabilities
  • Processes
  • Services

To launch a task from a template through the page actions:

  1. Navigate to the record and select the caret button on the page actions located in the right-hand corner of the record. Screen_Shot_2021-06-30_at_4.53.45_PM.png
  2. Select New Task (from template) from the drop-down menu. Newtaskfromtemplate.png
  3. Select the template name from the picklist options and then select Next to continue. Screen_Shot_2021-06-30_at_5.00.49_PM.png
  4. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task. Screen_Shot_2021-06-30_at_5.02.46_PM.png
  5. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up. Screen_Shot_2021-06-30_at_5.03.09_PM.png

Processes & Tasks

The task template functionality is available through the Processes & Tasks section menu on the following record types:

  • Households, Organizations & Individuals
  • Divisions

To launch a task from a template through the Processes & Tasks section menu:

  1. Navigate to the record you would like to launch and select Processes & Tasks from the navigation sidebar.
    Screen_Shot_2021-06-30_at_5.08.33_PM.png
  2. Select the caret button located on the right-hand side of the Processes & Tasks table. Screen_Shot_2021-06-30_at_5.08.48_PM.png
  3. Click New Task (from template) from the drop-down menu. Screen_Shot_2021-06-30_at_5.08.55_PM.png
  4. Select the template name from the picklist options and then select Next to continue. Screen_Shot_2021-06-30_at_5.00.49_PM.png
  5. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task. Screen_Shot_2021-06-30_at_5.02.46_PM.png
  6. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up. Screen_Shot_2021-06-30_at_5.03.09_PM.png

Table Mass & Row Action

The task template functionality is available through the table mass and row actions on specific record tables based on the app. 

  • In the Advisor & Management apps, all record tables on the following pages:
    • Directory
    • Clients
    • Pipeline
    • Influence
    • Services
    • Processes
  • In the Client Service & Compliance apps, all record tables on the following pages:
    • Directory
    • Clients
    • Services
    • Processes
  • In the Marketing app, all record tables on the following page:
    • Pipeline

To launch a task from a template through table mass and row actions:

  1. Use the Navigation menu to locate the record table from the above options. For example, selecting the Clients option from the Navigation menu.
  2. Once on the record table, select the Name checkbox located next to the record or records you would like to create a related task.
    Screen_Shot_2021-07-01_at_2.17.42_PM.png
  3. Select the New Task (from template) button located at the top of the record table. 
  4. Select the template name from the picklist options and then select Next to continue. Screen_Shot_2021-06-30_at_5.00.49_PM.png
  5. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task. Screen_Shot_2021-06-30_at_5.02.46_PM.png
  6. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up. Screen_Shot_2021-06-30_at_5.03.09_PM.png

 

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