Personal settings for the Tasks section
Each user can personalize the Tasks section for themselves. To do this, there is a separate section in the settings - Tasks, where you can:
Enable or disable task preview
Enable or disable sending a daily digest with tasks
Configure auto-fill of system fields with selected values
Personal settings for opening tasks
Each user can select and customize a convenient option for displaying tasks that will open in advance, in a dialog box, or immediately in the full version of the page view. This can be done in the settings, in Task Preview.
Personal settings for daily task digest
Nethunt CRM can send users a daily email with a list of all their tasks for the day. If a user does not want to receive such an email every day, it is possible to disable in Daily digest about my tasks.
Personal settings for autofilling fields with selected default values
If a user often creates similar tasks, such as “call” or “process,” it is possible to specify this immediately in the settings in the appropriate fields of Task defaults.
Now, when creating a task, the values from the settings will be entered in the task fields by default.
Adding custom fields and field groups to tasks
If the default system fields in tasks are not enough for you, you can add custom fields to better suit your personal processes and requirements (for detailed information on managing and configuring fields, follow this link).
You can find and change the settings for the fields in the “Tasks” section in the “Folder and Field Management - Tasks” tab:
1. Add the “Stages” field to understand the current status of task completion and visualize task movement using a kanban or board:
2. Add your own “Types” to tasks (e.g., call, meeting, technical work, document work) to clearly classify mandatory actions and quickly filter them in your workspace:
3. Add a “Start Date” for the task to distinguish between when you need to start working on the task and when it needs to be completed:
4. Set up your own priority labels (critical, high, medium, low) so that your tasks clearly reflect their importance and the speed at which they need to be completed. This helps the team focus on the most important actions. To do this, you can create a new field or edit the existing “Priority” system field and specify your own answer options if the standard ones are not enough for you:
5. Add a “Result” field to record the results of task completion:
6. Create fields of the “Statistics” type, which will allow you to monitor when the last actions or necessary updates were performed on the task:
7. Group fields into groups for a clear and intuitive task structure:
💡These are just examples of fields that can be added to tasks! You can be very creative in this process and create your own fields of any type in the task settings to organize your team's work with tasks effectively.
After all these settings, here's what a customized task might look like:
Setting conditions for closing or completing a task
You can set various mandatory conditions for completing a task. Without fulfilling these conditions, the user will not be able to close the task.
(Follow this link for separate instructions on setting field requirements).
Fields can be mandatory for different stages, for example, the “Result” field is mandatory for the “Completed” task stage:
You can also link the mandatory nature of a field to the actual execution of a task. For example, the “start date” field is mandatory when the manager executes the task:
💡The mandatory nature of each field is configured separately either for task stages (drop-down menu field type) or for task closure (checkbox field type). It is not possible to combine these conditions for a single field.
You can also configure additional task completion control mechanisms! For example, a manager can only change the stages of a task, but cannot close the task as completed, because only the manager has such rights and he will close the tasks himself after reviewing the results of their completion. To do this, you need to set a restriction on editing the “completed” system field for all users except for roles such as manager or administrator:
Specify that only managers can edit this field and users cannot simply close tasks:
In addition, you can disable editing of the task completion date. In this case, the manager will not be able to change the task deadline. To do this, disable editing of the completion date field for all users except managers or for everyone:
Or configure settings so that only the user who created the task can close it or change its deadline. The executor will not have the right to change the dates in the task:
Thanks to the combination of mandatory fields, you can adapt the task management system to the needs of your team as conveniently as possible!
Configuring role access to the task section
You can configure access to the task section in the same way as you configure access to any folder (details at the link):
The task section is displayed in the role settings in the same way as your other folders:
You can allow or deny the following actions with tasks for a user:
Access to tasks - the ability to grant or deny a role access to the task section.
Visibility - the ability to see only your own tasks or the tasks of the entire team.
Settings - the ability to specify whether a role will have permission to configure the task section.
Saved views - the ability to choose whether the role will have permission to create, edit, or delete shared saved views.
Create/edit records - the ability to choose whether the role will have the right to manually create or edit tasks.
Add items to the Timeline - the ability to specify whether the role can work with the activity history.
Delete items from the Timeline - the ability to choose whether the role can delete events from the activity history.
Delete records - the ability to specify whether the role can delete tasks.
Special - users cannot edit, delete, move, copy, or merge records that do not belong to them or that have not been assigned to them. In cases where a record has been assigned to a user by someone else, the “Create or edit records” and “Delete records” rights will still be required to perform the above actions.
💡The combination of role permission settings, as well as individual settings for each field in tasks regarding whether it is mandatory to fill in or, conversely, to prohibit working with the field, will allow you to organize task management for your team in the most convenient way.
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