Your firm has goals and functions that need to be completed for its day-to-day work. Practifi tasks and processes ensure that the steps needed to achieve these goals and functions are completed and documented in your organization. This article gives an overview of the different types of tasks your team can encounter within Practifi and clarifies when each should be used.
A standalone task in your organization is an individual step to complete your firm's work that occurs once and does not need repetition. Standalone tasks can be tied to a record to track any work needing completion for a client or remain unattached to create a personal task. This gives your team flexibility in how your firm approaches both project and personal task management within your organization.
Delegation can occur for a standalone task, meaning that the task is assigned to another team member than the task's creator for its completion. Delegated tasks can be monitored by both the assigned team member and the original creator of the task. These tasks will display for the task creator on their Open delegated tasks and Due and overdue delegated tasks tiles located on the Home page. The assigned team member will see these tasks displayed within their Open tasks and Due and overdue tasks tiles on their Home page. Having these tasks display for both the assigned team member and the original creator prevents delegated tasks from falling through the cracks.
Task templates auto-populate information when creating a task that helps streamline workflows by cutting down on repetitive entries. These templates are available through Global Actions, page actions, the Processes & Tasks section and table mass and row actions on specific records within your Practifi Organization. The creation process will ask you which task template to use and then displays the fields in an editable form for any final adjustments. After confirming the task template settings, the system 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.
When a task needs to repeat and always be the same each time it is repeated, it is a recurring task. This 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. Recurring tasks help prevent creation repetition when a singular event needs to happen consistently. The series of recurring tasks ensures that the next task begins on time without needing manual creation by the user. A recurring task should not be used when needing to complete multiple steps in a workflow.
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.
A repeatable multi-step workflow that creates tasks in a specific order is called a process. Processes streamline your firm's frequently repeated work by operating from various record types to create workflow automation. The process follows a determined workflow that generates tasks while triggering the automatic creation of new tasks based on preceding tasks. In addition, processes have the functionality to update task and process outcomes and automatically change record stages.