CRM - To Do List
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Table of Contents
Users of the Agent CRM can create tasks to help manage their workload and to associate tasks with specific leads. This feature is only available for the Agent CRM product.
Basics of To Do
The To-Do List feature of the Agent CRM can be used to create tasks and to-do items related to your leads and your business.
Tasks can be marked as completed by checking the checkbox next to the task. Completed tasks then disappear from the default page, but can be displayed again by using the button in the upper right to change the filters.
A specific lead can be associated with a task, either by adding the lead to the task from the To Do page, or by adding the task from the lead record page. A link to their lead record page then appears on the task block. You can see a list of all tasks associated with a single lead by looking at their lead profile page.
Overdue Tasks
When a task is overdue, the due date on the task block will turn red and the task will appear at the top of the to-do list. Overdue tasks always appear at the top of the to-do list under the “Due Today” section. Tasks that are due today but not yet overdue appear just under the Overdue tasks.
Creating a New Task
- Navigate to Leads > To Do.
- Click the “ADD NEW” button in the upper left. An “Add Task” window will pop up.
- At a minimum, you must give the task a “Title” and a “Due Date” before you can create the task.
- Title – the title of the task as it appears in the task list
- Description – the text description of the task to provide more details
- Task Type – selecting a task type adds a label to the task to help sort tasks based on their type (i.e. Appointment, Phone Call, etc.)
- Associate Lead – you can select an existing lead to associate with a task. The task will then appear on the lead’s record page
- Start Date – The start date defaults to the date it is when the task is created but can be changed
- Start Time – The start time of the task defaults to the time you create the task
- End Date – required field to select the date the task is due
- End Time – the time the task is due
- Priority Flag – clicking on the flag icon turns the priority on (red) or back off (black)
- To finish creating the task, click the “Save” button when all fields are filled in. You will be returned to the To Do list and your task will appear in the task list.
Deleting Tasks
- To delete tasks, hover over the task and a trash icon will appear on the right. Click on the task icon.
- A window will pop up asking you to confirm if you want to delete the task. Click “YES”.
- Your task is deleted.
Users of the Agent CRM can sort tasks using various criteria to help find tasks quicker or find a group of related tasks. This feature is only available for the Agent CRM product.
Filtering the Task List
- Navigate to Leads > To Do.
- Click the “FILTERS” button in the upper right to open the Filter options.
- Select filter criteria by selecting an option for one of the dropdowns on the left side, or selecting a tag on the right side.
- Every time a criteria is applied, a grey chip will appear at the top of the Filter options screen to indicate what filters are currently applied. You can remove a filter by clicking the “x” symbol in any grey filter chip.
- At the bottom of the Filter options screen, the blue “VIEW” button will indicate how many tasks match the applied filter criteria. To view the filtered tasks, click the “VIEW RESULTS” button to be returned to the task list.
- Clicking the “CLEAR” button will clear all applied filter criteria.
NOTE: The number that appears in the “FILTERS” button in the upper-right of the lead search screen indicates how many filters are currently applied to the task list.
List of Filter Options
- Status – filter tasks by whether they are Open (Active) or Completed
- Associated Lead – filter task by lead associated with the task
- Priority – filter tasks by the flag priority status (red flag is a priority on)
- Due today – filter tasks by whether they are due today
- Task Type – filter tasks by a type label that has been applied to the tag
Searching the Task List
- On the “To Do” page, click on the search bar at the top labeled “Search Tasks”.
- The search bar will filter tasks based on the text entered. The task search is based on the Title and Description text of the tasks.
- You can use the search bar while having a filter in place to refine the search even more.
Sorting the Task List
- On the “To Do”. page, click on the Sort dropdown in the upper right. The sort defaults to “By Due Date”.
- You can toggle between the two sort options:
- By Due Date – sorts tasks in chronological order, with tasks with an earlier date at the top, and tasks with the latest date at the bottom
- Alphabetically – sorts tasks in alphabetical order based on their Title
Viewing Completed Tasks
- Navigate to Leads > To Do.
- Click the “FILTERS” button in the upper right to open the Filter options.
- Select the “Task Status” dropdown and select “Completed” and deselect “Active”.
- Click the “VIEW RESULTS” button at the bottom.
- You will be returned to the task list.
NOTE: If you want to re-open a task that was marked closed, filter by “Completed” tasks, then deselect the checkbox next to the task you want to reopen. The task will now return to the default “Active” task list.
Viewing/Editing a Task
- To edit a task, simply locate it in the task list and click on the title or description of the task.
- The Edit Task window will pop up, and you can make any changes to any of the fields in the window.
- Click the “SAVE” button to save your changes.
- If you are just viewing the task, you can click the “CANCEL” button and no changes will be made.