Tasks

A task is something to be done by a deadline, such as a callback, an email or a data check. It belongs to a project, often to a lead. Outcomes such as ‘Callback agreed’ create tasks automatically. You can also create them by hand. You see all tasks in the sidebar under Overview → Inbox.

Create a task on a leadCopy link to heading

Leadmode shows the next open task at the top of the card as Due:. You can also change the follow-up directly there. On the left of the card are the open tasks with a tick to complete them. Overdue ones are marked red.

Edit and complete tasksCopy link to heading

In the task list on the lead, each task has a circle to Complete. Clicking again reopens it. More buttons:

• Edit task (pencil) opens the form.
• Start sets the task to ‘In progress’, Open sets it back.
• Cancel task cancels the task after a confirmation prompt. It stays in the lead's history. With the arrow Reopen task you bring it back.

Edit directly in the row: in the Inbox (click on the title) and on the left of a lead’s record (pencil), a task opens directly in its row. There you change the title and Details and set the due date with the quick choices Today, Tomorrow, Day after tomorrow, In 1 week or Now. The button with the clock opens date and time; when the list of times is open, type the time as digits, for example 9 for 09:00 or 1930 for 19:30. Today is marked in the small month calendar. Done or Enter in the title saves, and so does a click outside. All fields opens the full form with type, priority and ownership.

The status of a task is Open, In progress, Done or Cancelled. Tasks that came from a calendar appointment can only be changed there: the Open appointment button takes you to the calendar.

The InboxCopy link to heading

The Inbox has two views, which you choose at the top: Due date and Lists.

The ‘Due date’ viewCopy link to heading

The ‘My tasks’ view shows your tasks by deadline. You filter it in a single row:

Next to it, a small arrow button reverses the sort order by due date: oldest due date first (default) or newest first. Your browser remembers the choice.

Every task sits in its own compact row with fixed columns: Task, Lead, Stage, Status and Due date. Stage and status are those of the lead in its project’s workflow; on narrow windows these two columns are hidden. Overdue tasks show in red how many days they have been open. For tasks that are not yet due, a countdown in days and hours runs at the front, for example ‘2 d 5 h’ or ‘< 1 h’.

A click anywhere in the row opens the lead. The record jumps to the task and opens it for editing right away if you may change it. Buttons and menus in the row keep their own function. Tasks without a lead open for editing when clicked. If you open a lead from the Inbox, Back to Inbox at the top of the record takes you back. The list keeps loading as you scroll; you do not need a button for more.

Several tasks at once: Select switches on a selection mode. The circle in front of a task then no longer completes it but selects it; Select all takes all tasks shown. The bar above offers Complete, Move to tomorrow and Delete. When deleting, tasks on a lead are cancelled and stay in the history; tasks without a lead are deleted. Only open tasks you may edit can be selected, and no tasks from calendar appointments. Done ends the mode.

Search tasks: In the bar of the selection mode, next to Select all, there is a search field. From two characters it searches the task text, description, lead name, contact person, project and the lead’s stage and status. Part of a word is enough (‘praxis’ finds ‘Zahnarztpraxis’), one typo is forgiven, and similar-sounding names are found (Meier, Mayer, Maier). With several words, each must match. The search only covers the tasks of the chosen task filter; you find completed and cancelled ones with Done or All tasks. While searching, the Inbox shows no bundles.

Filter by origin: In the Origin filter you choose All tasks, My own tasks (created by hand) or Automatic tasks (created by Leadmode, for example after a call).

Close review tasks together: If you show the Automatic tasks of your own list under Origin, the button Close review tasks appears. One click closes the automatic review tasks after call documentation all at once.

The number on the Inbox menu item only shows what is due or overdue right now, not what is still to come.

Bundles: The Inbox combines similar automatic review tasks of a project, for example many data-check tasks after an import, into a bundle above the individual tasks. The row names the title, the number of leads, the project and the next due date; if tasks are overdue, the number of due ones is shown there. A click expands the bundle’s tasks, and you work on them there as usual. Completed tasks leave the bundle; with fewer than two tasks it dissolves into individual rows.

The ‘Lists’ viewCopy link to heading

The lists view is a board like Google Tasks. Each list is a column.

• Add task quickly creates a task in a list: type the title, optionally choose Today, Tomorrow or Date and time, then Add.
• A project's default list carries the subtitle ‘Tasks from calls and appointments’. It collects what arises in calls and appointments. There are also personal lists (‘Only for you’), project lists and, with the permission ‘Team analytics’, employee columns with all tasks of one person across all projects.
• Create new list creates a list. Under Belongs to you choose ‘Only for me (personal)’, a project or ‘Employee’.
• Drag tasks with the mouse to another list or another position. Alternatively, choose Move to list in the task's menu.
• The star Starred highlights tasks. On the left you filter with Starred.
• The search field above the columns shows only columns with matching open tasks. It searches the task text, lead name and contact person, with word parts, one typo and similar-sounding names as in the ‘Due date’ view.
• In the left bar you choose All tasks, Projects, Personal or Employees and, under Lists, show or hide individual columns. Add filter saves a custom filter by project, priority, due date or starred tasks.
• A list's menu offers Sort by (My order, Due date, Recently starred, Title), Move left, Move right, Rename, Delete all completed tasks and Delete list. You expand completed tasks under Completed.

You delete tasks without a lead (from the board) via the menu with Delete. Tasks on a lead you cancel.

The left bar stays in place together with Capture idea when you scroll the columns.

Notifications (bell)Copy link to heading

To the right of the Inbox tabs there is a bell. It holds all notifications that were shown to you as a notice in the CRM or by the browser, even if you saw them in another tab or not at all. A blue dot shows that something new is there; there is no number.

• An entry counts as seen once it has been visible in the list for about a second. Scrolling past quickly does not count. Seen entries fade and disappear after one hour.
• With the tick on the entry or Mark all as done it is gone at once, as it is after a click on the entry, which opens its target.
• Completed tasks and read chats disappear from the list by themselves.
• The bell applies in all tabs and on all devices at the same time. The native apps do not have a bell yet.

See alsoCopy link to heading

• Log a lead
• Calendar
• Interface at a glance