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Create and manage tasks

Who can use this feature?

  • All roles with access level "standard" or higher
  • Available on all plans

Tasks allow you to keep track of upcoming to-dos. You can create tasks for any type of work, such as preparing for a customer meeting or kicking off a strategic action plan with your team. 

Create a task from scratch

A blank task allows you to capture basic task details related to an account, contact, opportunity, or other object within Catalyst. You can also add subtasks as you edit.

  1. From the top bar, click the + > Task > Blank Task.

    Alternatively, use the keyboard shortcut T from any screen.

    A new task appears and has an "open" status. All activity within the task auto-saves as you work from this point forward; there is no separate function to publish tasks. (You can find all tasks assigned to you from Data > Favorites > Assigned to Me.) 

    The top half of the task captures contents of the task; the bottom half captures additional task attributes, including assignment, start/end dates, and subtasks.
  2. Enter the following details in the top half of the task. Use any of the following options to enhance the task details:
    • Title: The name of the task.
    • Object(s): Click the (+) button to add an account, contact, opportunity, goal, and/or additional object that is related to this note. If you were already viewing the object prior to creating the note, the name will automatically appear. Click an object to open the related view in the background.
    • Description / formatting: Use the toolbar to apply text formatting, font and background colors, horizontal lines, block quotes, code blocks, and more. 
      • Image: Upload an image from your local files.
      • Embedded Media: Add a URL to an image or other media. 
      • Table: Add an inline table with rich text toolbar to edit cell or table properties. 
        A blue highlight around media/tables (focus mode) allows you to drag-and-drop the component in the note; a yellow highlight indicates edit mode.
        output-onlinegiftools.gif

        The table editor does not support column or row resizing.

  3. Enter the following details in the bottom half of the task:
    • Assigned to: Defaults to yourself. Click to assign the task to a different team member. Assignment to another team member sends an email notification (depending on the team member's notification preferences).
    • Start date: Choose the date the task should begin.
    • Due: Choose the date the task should be completed by. If the task is not completed by this date, it will be considered overdue.
    • Priority: Choose the urgency with which this task should be completed.
    • Categories: Choose one or more category to classify this task for reporting capabilities.
    • More task fields: Complete the additional task fields (if available). Hover over a field name to read the description for special instructions or recommended conventions, if any.

      Admins can configure custom task fields within Settings > Object Configuration.

    • Create subtask: This option becomes available when the task is associated with an object. Enter a subtask name and details, and click to go back to the parent task when done. Subtasks include a progress bar to indicate how many subtasks of the total subtasks are completed (e.g., when all subtasks are complete, mark the parent task complete).

      Learn more about subtasks.

  4. Click the Options menu (three dots) in the bottom left corner for more options:
    • Delete: Delete the task
    • Save as template: Save to the template library to start another task from this pre-filled task next time.
  5. Close the task when you are finished editing. The task is automatically saved and viewable by team members. 

Create a task from a template

A task template allows you to start with pre-filled field values and contents to make task entry faster. 

  1. From the top bar, click the + > Task > See all templates or click a favorite template to start immediately.

    Alternatively, use the keyboard shortcut T from any screen and click Templates from the task entry screen. Or, navigate to the Templates page > Task Templates.

    The list of available templates appears. You can sort by all your team's templates, only templates you created, or all of your favorites.
  2. Click on a template to see a preview. When ready to use it, click Use to create a new note based on the template.

    Star a template to add it to your favorites.

  3. Complete the remaining details of the task. Changes are automatically saved.

Complete, edit, and track changes on a task

You can edit details of tasks at any time, including completing/uncompleting a task. Any changes to due dates affect segmentation for how the tasks are classified (e.g., overdue, upcoming, etc.).

  1. Open the task.

    Tasks appear on the Tasks view of the object(s) with which they're associated. You can also find tasks using search and from the Data page.

  2. Click inside the task to modify note metadata or contents. Changes are auto-saved, and a log of changes are listed under the note activity.
  3. Optionally add comments to provide additional context and engage other team members.
  4. Click the check mark next to the task name to complete a task (confetti appears). Completing a task changes the status to "complete." If completing a subtask, the subtask moves to the bottom of the list, and the progress bar updates.

Manage tasks in bulk

You can edit, complete, and delete tasks in bulk using task segments or the Data page. 

  1. From the nav bar, open the Data page (or a task segment).
  2. Choose the Tasks object. Optionally narrow the list using filters.
  3. Once you have the tasks that you want to edit in bulk, click the ... options button, and click Use Multi-Select.

    Catalyst adds a check box next to each record in the list.
  4. Select the records you want to manage in bulk.
  5. From the options, choose one of the following:

    • Bulk edit: Select the field(s) you want to edit; choose the new values; confirm your choices.
    • Mark as complete: Set status as Completed; Completed On and Completed By updated automatically to now by you.
    • Delete: Permanently delete the task(s).

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