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The Task Management functionality offers you the possibility to review the lists of task definitions in your account, filter them, and create filters so that you can quickly access saved filtered lists. It also allows to review task history, create/edit/delete tasks, as well as change their statuses and due dates, reassign tasks, and delete batches of tasks.

To access Task Management functionality, go to the Tasks tab and click Task Management link:

Task Definitions Filtering

The Task Definitions pane on the left displays all Task Definitions and the list of filters (if any) per Task Definition displayed under it.

The Add Filter button allows the creation of additional task filters for a Task Definition. These filters are quite useful when it is needed to display the list of tasks that have the same status( for instance, all "Closed" task) or assigned to the same user.


Once Add filter button is clicked, pop-up window that allows to create new filter appears:

 To create and apply a Filter you will need to follow the steps:
  1. Indicate the filter name.
  2. In the case when a couple of Filters are created, select the AND, OR, AND NOT, OR NOT operator which will be used for as the filter conditional operator for to define the task list. 

     Click to see examples and explanation:
    • Operator AND denotes that all the combined logic conditions are fulfilled.

      Example

      If Q1.A1 AND Q1.A3 => Q4. It means that you will go to question 4 if both answer 1 and answer 3 are selected in question 1.

    • Operator OR denotes that at least one of the combined logic conditions is fulfilled.

      Example

      If Q1.A1 OR Q1.A3 => Q4. It means that you will go to question 4 if either answer 1 or answer 3 is selected in question 1.
    • Operator NOT denotes that a logic condition is not fulfilled. You can put it at the beginning of a logic condition or after AND, OR operators.

      Example

      If NOT Q1.A1 => Q4. It means that you will go to question 4 if answer 1 is not selected in question 1.
    • You can use AND, OR, NOT operators in the same logic expression simultaneously. Use parentheses to make your logic unambiguous.

      Example

      if (Q1.A1 AND Q1.A3) OR NOT Q2.A3 => Q4

      It means that you will go to question 4 if either both answer 1 and answer 3 are selected in question 1 or answer 3 is not selected in question 2.

  3. Indicate the validation conditions which will later determine the filter rules from the dropdowns.

     Click here for more details:
    • Status

      • Equals/Does not equal - applicable to the status selected in the third dropdown.

        The Select value field is based on the Status' which have been previously created.
    • Assign to

      • Unassigned/Contact - applicable to the selection in the third dropdown.

        The selected contact can only be selected from the Contact Manager assigned.
    • Created by (user)

      • contact selection dropdown - applicable to a contact selected in the second dropdown.

        The selected contact can only be selected from the Contact Manager assigned.
    • Due date

      • equals
      • does not equal
      • is earlier than  
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date created

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date closed

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date changed

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Created by (admin)

      • select the contact which is the Account admin

  4. Click on the Add rule/Add group to create additional rules/groups for the filter.
  5. Click on the Save button to save the created conditions.

For each of the task definitions two filters are created automatically:

  • Unassigned - to display unassigned tasks (tasks that are not assigned to a person from the contact manager)
  • Overdue - only created for Task Definitions that have the due date enabled for them; displays tasks that have a due date earlier than the current date.

Filters can be edited or deleted by pressing the corresponding icons next to them. The icons only appear when you click on a filter you wish to modify


Tasks Management

Using toolbar that is located on the right from the list of all Task Definitions, it is possible to create new task within Task definition, re-assign tasks, set due date for each tasks, etc.

The top ribbon contains the following buttons:

  1. The Create task button  - creates a new task within a Task Definition.

     Click here for more details:

    If you press the button, a New Task dialog box will appear.

    1. Provide task summary in the corresponding text box. This field is limited to 200 characters.
    2. Write task description in the Description box. This field is limited to 2,000 characters.
    3. The Due date field is only be displayed if the due date is enabled for the Task Definition.
    4. The fields for filtering are displayed according to settings in the Contact Filters tab. Contacts should be selected by the formatted contact manager field name.
    5. The Assigned to box displays the control to filter and select the responsible party.

    When the OK button is pressed, a new instance of the task will be created.

  2. The Reassign button - after selecting a task/tasks and pressing this button, a Re-assign tasks pop-up box will appear. You can apply filters similar to those in the New Task pop-up box, and choose a different assignee for this task.

  3. The Set Status button - after selecting a task/tasks and pressing this button, a Change status box will pop up. You will be able to change status of the selected tasks.

    If the task has a Form linked to it, the form will be re-assigned to this person.

  4. The Set Due Date button - select a task/tasks, and use this button to change the Due Date of the selected tasks.

  5. The Delete button - use this button to delete the selected task/tasks.

  6. The Import button - allows to import tasks from a CSV file. Please, visit Task Import page to see the full information about this feature.

  7. The Export button - allows to export tasks to Excel or CSV.

     Click here for more details:
    • Each row in the exported file represents a task.

    • The first row contains labels for columns.

    • The following columns will also be included in the exported file: Task ID, Summary, Description, Status (current), Responsible party (to whom the task is currently assigned), Due date (if applicable), Custom properties, Response link (if a form is attached), Created on, Updated on


Tasks list

All Tasks created for each Task definition are listed in the table, that includes the following columns:

  1. Column with checkboxes to select tasks.
  2. Column with the Form/Survey preview (if a Form has been previously attached), edit task, and delete buttons.
  3. Task history column allows users to track changes made to the task instance throughout its life cycle.
  4. Task summary column.
  5. The Responsible column displays the contact manager name of a person to whom the task is assigned.
  6. The Task status column displays the current status of the task.
  7. The Due Date column is only displayed if a Task Definition has due date enabled.
  8. The Custom Property column is also displayed for every custom property that is configured for the Task Definition. The property name is written in the column heading, and the property values are displayed in cells.
  9. The Search field allows searching and choosing the fields to search in for certain text contents in the tasks’ fields.

 

 

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