Working with tasks in AlfaCRM
In this section you can add tasks with a reminder for yourself or other employees to perform an action, for example, a call to a client.
Click on the "Tasks" item on the left in the menu.
How to go to the "Tasks" section
The task section can be viewed in two modes:
1) Display as a whiteboard;
2) Display as a table.
Display as a whiteboard
It displays only open tasks:
- «Expired» - the date of the task has expired;
- «No deadline» - the date of completion of the task is not specified.
You can switch between tabs:
- «I am a assignee» - you are indicated in the "Assigned to" field in the task card;
- «I am the author» - you have added a task to the system.
You can customize sorting:
- «Manual» - the task card can be moved up / down a column or from one column to another by holding it with the left mouse button;
- «Due date» - the date is indicated in the «Due date» field in the task card;
- «Creation date» - the date the task was added to the system, displayed in the «Revision history» tab in the task card;
- «Task text» - the first letter in the text of the problem;
- «Priority» - the priority of the task can be set in its card in the "Additional options" section.
Display as a table
All tasks are listed in it.
You can switch between tabs:
- «Done» - all completed tasks;
- «Archive» - all archive tasks.
Through the "Fields settings" you can display or hide the columns in the table. To sort tasks by value in a column, click on its name.
To filter tasks, click on the "Filter" button in the upper right corner, select the required parameters and click "Apply".
The applied filter can be saved by clicking the "Save" button, after which you can quickly select the saved filter by clicking the arrow on the "Filter" button. A filter can be "Private" (for the user who added it) or "Public" (for all users).
How to create a task template
Press the button "Other" - "Task templates".
Or in the system settings (the wrench sign at the top of the screen) in the "Automatization & mailing" section the button "Task templates".
Click "+ Add".
In the "Name" field specify the name of the template, which will be displayed when selected.
In the "Task text" field specify the text that will be loaded into the task card.
In the field "Assigned to" you can select the employees who will be assigned the task.
In the "Due days" field you can specify the number of days after which the task will need to be completed. To set the task for today, specify "0".
In the "Branches" field, tick the branches in which the template will be displayed for selection.
Task templates can be sorted by holding the left mouse button and dragging, disabled by clicking on the green slider, edited by clicking on the pencil and deleted by clicking on the red trash can.
How to create a task
1. Press the "+ Add" button.
2. Write the text of the problem manually or load it from a previously created template by clicking "Load from template".
The first line in the text will be displayed in the title of the task. The next four lines will be visible in the whiteboard display.
To add subtasks in the text, you can specify , then when performing a task it will be possible to put a check mark on the implementation of subparagraphs.
3. In the "Assigned to" field select the task executors (a list of employees who have access to the system drops out). The task may have several performers or not at all.
4. In the field "Due date" we indicate the time and date of the task. The date can be omitted, then the task will be unlimited.
5. You can link a client, group or legal entity to the task. In the field "Customer(s)" you can enter the name of the client and select from the list, in the field "Group" you can select a group, in the field "Company" - a legal entity. The task can be assigned to several clients or groups at once. So, from the task card, you can quickly go to the card of a client, group or legal entity.
6. In the "Additional options" section you can click "toggle", additional options will open.
The task can be assigned a priority ("Low", "Normal", "High") or left "Not set". You can filter or sort tasks by priority.
You can check the box "Enable notify on task changes", when changing and adding a task, a letter will be sent to the author and performers by mail. Such tasks are displayed with an envelope icon.
The task can be made private by checking the box "Allow access to assigned users only", then the task will be visible only to the executor and the author. Such tasks are displayed with a lock icon.
In the "Branches" section you can check the boxes of the branches in which the task will be displayed, thus, the task can be placed on several branches at once.
7. Click "Save".
How to complete the task
You can select the task card with a tick and press the "Mark as done" button.
Or the task can be completed in the customer card in the "Tasks" tab.
You can cancel the execution of a task by changing its status.
You can click on the name of the task, its card will open, you can specify a comment on the implementation in the "Comments" tab and check-boxes for the execution of sub-items. Tasks with comments are displayed with a cloud icon.
You can attach a file to a task, view and download employee attachments.
How to send a task to the archive
You can select a task with a tick and press the "Archive" button or the "Update" button and the red trash can icon.
Archived tasks can be viewed in a table view in the "Archive" tab. The task can be returned from the archive by clicking on the green arrow icon in the task bar or by highlighting it with a tick, clicking "Update" and on the green arrow icon.
How to assign an executor in bulk
Select the tasks with check marks, click "Update" - "Assigned" and select an assignee from the list.
How to set up task limit
Press the button "Other" - "Task settings".
In the field "Limiting the number of tasks per day" indicate the number of tasks per day at the branch for all employees.
In the "Limit the number of tasks per day per assignee" field indicate the number of tasks per day per performer at the branch.
When adding a task that exceeds the limit, a notification will appear.
How to automatically set a task for leads who signed up on the site
Select the task card with a tick, click the "Update" button, tick the "Use this task in the lead form", copy the link that appears, click "Save".
The copied link can be placed on your website or in social networks.
When you click on the link, the entry form will open, shown in the screenshot:
The form is standard and cannot be edited. In the subtitle of the form the branch and the name of the task are displayed through the fraction.
When filling out the form, a lead will be created in the system, for which the task will already be assigned.
The tasks used in the lead capture form are displayed with the icon shown in the screenshot:
What do the numbers next to the "Tasks" section mean?
Green color next to the "Tasks" section shows the number of user tasks for today.
Red - the number of overdue user tasks.
A task for today can be overdue if the time of the task has expired.
Notifications can be disabled in the system settings (wrench symbol at the top of the screen) in the "Base settings" - "Notifications" section by unchecking the "Current user's tasks" and "Outdated user's tasks" boxes.
How to find out which of the managers completed the most tasks
Click the "Leads" item on the left in the menu, then the "Reports" - "Efficiency of managers", in the "Period" field set the period, in the "Sort by" field select "Completed tasks", click "Generate".
The "Completed tasks" column displays the number of completed tasks, the "Manager" column - the names of managers in descending order of completed tasks.
The "Total" line displays the number of all completed tasks for which the responsible person is indicated.
How to create custom fields in a task card
In the system settings (wrench sign at the top of the screen) in the "Customization" - "Custom fields" section, press the "+ add" button, in the "CRM model" field select the "Task".
For example, let's create an additional field "Responsible".
In the type select "Multiple value", in the "Name" field write "Responsible", in the "System name" field press "auto", in the "Values" field write the employee's full name, press "+" and thus write the full names of all employees. In the "Default value" field you can specify the full name of the employee, which will be automatically substituted in an additional field. Click "Save".
Now, when creating a task, you can additionally specify a responsible person by expanding additional options.
Further tasks can be filtered by additional fields by clicking the "Filter" button.
How to set up an autotask
Go to the system settings (wrench sign at the top of the screen) to the section "Automatization & mailing" - "Triggers and web-hooks ", click "+ add".
In the "Action" field select "Create a task", in the "Task template" field - a previously created template.
For example, let's create a trigger so that when the funnel stage is changed to "Trial success", a call task is automatically assigned to the lead.
In the field "Related model" select "Customer", in the field "Events" check the box "Update", in the field "Fields affected" - "Lead status" check the box and select "Trial success".
Done! When you change the stage of the funnel to "Trial success" in the lead card, a task will be automatically assigned to his responsible manager.
The manager can be specified in the lead card.
If an executor is specified in the task template, then the task will be assigned to him, and not to the responsible person.