Using Tasks

Follow

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 list 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.
Screen_Shot_2021-07-19_at_1.59.03_PM.png

Selecting the tile will open a list view 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 list view that will display 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_2021-07-19_at_2.05.48_PM.png

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. 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 list 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 carrot 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 carrot 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

 

0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.