Tag Archive for: Task

Manage Tasks for Users

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1. Feature Overview

From the list of Appointment and To-do tasks configured by Admins, Sales Users can add relevant tasks directly to leads and opportunities. You can add tasks from several pages in LeadSquared, including the Manage Leads, Opportunity Details, Tasks, and Activities pages.
After users add the tasks, they work toward resolving them. This helps teams stay organised, prioritise work, and close tasks faster.

Note: This article is to help Sales users add tasks to a lead and opportunity. If you are an Admin user looking to configure tasks in your account, refer to Manage Tasks.

 

2. Prerequisite

Only LeadSquared users can create and update tasks.

 

3. How it Works

Users can add tasks to leads and opportunities from multiple pages, including Lead Details, Opportunity Details, Manage Leads, Manage Opportunities, Tasks, and Smart Views. After adding a task, users can track, update, and manage it from the Tasks tab on those pages, or the Tasks page, using individual or bulk actions as needed. Once users complete the task, they mark it as complete from any page where it appears, ensuring consistent follow-up and timely execution.

 

4. Add Tasks to Leads

For Leads, users can add a task from the Lead Details page and the Manage Leads page. You can also add tasks to opportunities from these pages –

4.1 Manage Leads Page

  1. Navigate to Lead Management>Leads.
  2. Alongside the lead to which you want to add the task, click the three-dots menu.
  3. On the Add Task form, select the Task Type, and enter the task details.
  4. Once you’re done, click Save & Close.
Note: You can also add the task directly to an opportunity using the Associated Opportunity option.

LeadSquared Task Management

4.2 Lead Details Page

  1. Navigate to Lead Management>Leads, and open the lead to which you want to add the task.
  2. On the Lead Details page, click the Tasks icon and on the Tasks tab, enter the task details.
  3. Once you’re done, click Save & Close.

LeadSquared Task Management

To add the task to an opportunity, use the Associated Opportunity option.

LeadSquared Task Management

Tasks added to opportunities from the Lead Details page are denoted by the Tasks_Opportunity symbol.

LeadSquared Task Management

 

5. Add Tasks to Opportunities

For opportunities, users can add a task from the Opportunity Details page and the Manage Opportunities page. You can also add tasks to leads from these pages.

5.1 Manage Opportunities Page

  1. Navigate to Lead Management>Opportunities.
  2. Alongside the opportunity to which you want to add the task, click the three-dots menu.
  3. On the Add Task form, select the Task Type, and enter the task details.
  4. Once you’re done, click Save & Close.
Note: You can also add the task directly to another lead using the Associated Lead option.

LeadSquared Task Management

5.2 Opportunity Details Page

  1. Navigate to Lead Management>Opportunities, and open the opportunity to which you want to add the task.
  2. On the Opportunity Details page, click the Tasks icon and on the Tasks tab, enter the task details.
  3. Once you’re done, click Save & Close.

LeadSquared Task Management

Note: To add a task to another lead, use the Associated Lead option.

LeadSquared Task Management

 

6. Tasks Page

Users can add tasks to leads and opportunities directly from the Tasks page. You can also perform actions such as Mark Open or Delete on individual tasks and bulk tasks from this page. To access this page, navigate to Lead Management>Tasks.

6.1 Add Tasks

  1. On the Tasks page, click Add Tasks.
  2. From the Task Type dropdown, select a relevant task.
  3. Enter the mandatory task details, and associate it with the relevant lead.
    • You can also associate it with an opportunity.
  4. Once you’re done, click Save & Close.

LeadSquared Task Management

6.2 Individual Task Actions

You can perform the following actions on an individual ticket –

  • Mark Open – Re-opens a completed task.
  • Delete Recurrence – Deletes future occurrences of a recurring task.
  • Cancel – Cancels an upcoming task.

Note:

  • To view the complete list of actions available on the List view page, refer to List Actions.
  • To view the complete list of actions available on the Calendar view page, refer to Calendar Actions.

LeadSquared Task Management

6.3 Bulk Actions

You can perform the following bulk actions on multiple tickets –

  • Mark Complete – Mark multiple tasks as complete at once.
  • Mark Open – Reopen multiple closed tasks at once.
  • Delete – Delete multiple tasks at once.
  • Cancel – Cancel multiple upcoming tasks at once.
  • Change Task Owner – Update the task owner for multiple tasks.

LeadSquared Task Management

 

7. Smart Views

Users can add tasks to leads and opportunities directly from any Smart Views page.

  1. Navigate to Lead Management>Smart Views.
  2. Alongside the lead or opportunity to which you want to add the task, hover over the three-dots menu and click Add Task.
  3. Enter the relevant details on the Add Task form, and once you’re done, click Save & Close.

LeadSquared Task Management

 

8. Create a Recurring Task

A recurring task is a task type that is scheduled to occur automatically at regular intervals. For example, a monthly follow-up call with an active customer. You can configure this task type from the Leads, Opportunities, Tasks, or Smart Views pages.

Note: You can set up only Appointment task types as recurring tasks.
  1. On the Add Task form, alongside the Schedule, click Make Recurring, and configure the following settings –
    • Range of Recurrence – Select the start and end period during which the task repeats.
    • Appointment Time – Select the start and end time during which the task repeats.
    • Recurring Pattern –
      • Preferred Period – Select whether the task repeats Daily or Weekly.
      • Repeat –
        • If you select Daily, choose whether the task repeats every N days, such as every 3 days, or every weekday.
        • If you select Weekly, choose whether the task repeats every N weeks, such as every 2 weeks, and select the day of the week  in which it occurs. You can choose more than one day of the week.
  2. Once you’re done, click Save, and continue setting up the task.

LeadSquared Task Management

 

9. View Tasks

You can view existing tasks on the following pages –

9.1 Lead Details Page

On the Lead Details Page, view all the tasks tagged to the lead under the Tasks tab.

LeadSquared Task Management

9.2 Opportunity Details Page

On the Opportunity Details page, view all the tasks tagged to this opportunity under the Tasks tab.

LeadSquared Task Management

9.3 Tasks Page

All the tasks created on your account are visible on the Tasks page.

LeadSquared Task Management

On this page, you can toggle between the List View and Calendar View.

LeadSquared Task Management

 

10. Complete Tasks

Once you finish a task, you can mark it as complete from any page where the task is visible.

LeadSquared Task Management

 

11. Related Articles

 

Any Questions?

Did you find this article helpful? Let us know your thoughts in the comments section below.

Manage Tasks for Admins

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1. Feature Overview

This article explains how to configure and use different task types in LeadSquared. You’ll also learn how to create custom task types based on your business needs. For example, you can add a “Collect KYC Documents” task to a lead or an “Inspect Vehicle for Motor Insurance” task to an opportunity. You can also configure reminders, fields, and forms for each task type.

LeadSquared has two task types:

  • Appointments are scheduled meetings between LeadSquared users and leads, with a defined start and end time.
  • To-dos are tasks assigned to users without fixed start or end times but with an expected completion timeframe. Unlike appointments, to-dos may or may not involve direct lead interaction.
Note: This article is to help Admin users create task types. Once tasks are configured, your users can start posting them on leads and opportunities. To know more, see Create Tasks and Schedule Reminders.
Appointments To-dos
Have a definite start and end date and time (e.g., 14 November 2018, 2 p.m. to 4 p.m.). They don’t have a specific start and end time.

But, they can be set to be completed within a date range (e.g., tomorrow, this week, this month) without defining an exact time.
Examples include meetings, webinars, demos, and presentations. Examples include follow-ups on old leads, cold calls, in-field address verification, and similar tasks that don’t need a set time.
Appear on both the classic list and calendar views on the Manage Tasks and Smart Views pages. Appear on the classic list view and in the right pane of the calendar view.
There are a few system Appointments. There are no system To-dos.

 

2. Prerequisite

You must be an Admin user to create and customise task types.

 

3. How it Works

This article lists the task types you can create and configure in your account, and explains how you can customize each one for your business. There are two task types: Appointments and To Dos.

You can create custom tasks that match your business needs. To create a task type, configure a few basic settings such as Name, Reminder, and Location. Your account also includes a few system tasks by default, such as Meeting, Phone Calls, Proposal, Pitch, and Demo. You can edit these tasks as required. After you configure the tasks, your users can add them to leads and opportunities, and work towards completing them. Admins can also add tasks to leads and opportunities, and use LeadSquared Automations to automate task creation.

 

4. Create a New Appointment Task Type

To access Appointments, navigate to My Account>Settings>Leads>Configure Task Types>Appointments. Here, you can edit existing Appointments and create new ones. In this section, we show you how to create a new Appointment.

LeadSquared Task Management

4.1 Configure Appointment Details

  1. On the Appointments page, click Create.
  2. On the Configure tab, enter the following details –
    • Name – Enter a relevant name. This is mandatory.
      • You can also choose a relevant colour for the task based on its urgency, such as using shades of red for high-priority tasks.
    • Calendar Invites – You can enable calendar invites for the organizer, lead owner, and leads. The system sends invites as .ics files that work with iCalendar clients such as Outlook, Google Calendar, Apple Calendar, and Lotus Notes. You can also customise the email content by clicking Configure Content.
    • Set default duration for the appointment – Select a default duration for the task from the dropdown. You can override it while creating the task.
    • Conflict – Select Allowed to create more than one Appointment in the same time slot. For example, you can create two Appointments at 5 PM.
    • Reminder – When enabled, the system sends an email reminder to the task owner before the task is due. The default reminder goes out 15 minutes before the task time, which you can change while creating the task.
    • Include Location – When enabled, this lets you capture a location directly in a task field using maps.
      • Geofence Appointment Location* – If Include Location is set to Yes, you can geofence the appointment so users complete it only when they are within a specific distance from the lead’s location. To know more, refer to LeadSquared’s Geofencing.
      • Geofence Range – Defines the radius, in meters, within which the task must be completed. For example, if you select 100 meters, users must be within 100 m of the lead’s location to complete the task.
    • Open Completed Tasks – Lets you reopen a task that has already been completed.
    • Timer in Mobile App – When enabled, a Start Task button appears in the mobile app. When clicked, it tracks the time taken to complete the task. To know more, refer to Task Timer in LeadSquared Mobile App.
  3. Once you’re done, click Create.

The task type is now created. In the following sections, you can configure the task fields and their layout.

Note: *This feature applies when users complete tasks through the LeadSquared mobile app.

LeadSquared Tasks

4.2 Task Fields

Task fields store and display information specific to a particular task.

  • On this tab, you’ll see several system-created task fields.
    • You can’t delete them, but you can mark them as mandatory or optional.
  • You can also create custom task fields by clicking Add Field, setting a name and data type (number, text, date-time, or dropdown), and clicking Save.

LeadSquared Tasks

4.3 Form Layout

All task fields are displayed in a form that users fill out while working on a task. You can select and reorder these fields as needed.

  1. On the Form Layout tab, drag and drop the fields you want to display in the task creation form.
    • You can expand and contract the size of a task field.
  2. Click Add Section to include multiple sections in the form.
  3. Once you’re done, click Save. This completes the task creation process.

Note: Mandatory fields cannot be removed from the form.

LeadSquared Tasks

4.4 Set as Default

You must mark one Appointment task type as the default. This task appears by default in the Add Task form when users add a task to a lead or an opportunity.

LeadSquared Task Management

 

5. Create a New To-do Task Type

To access To-dos, navigate to My Account>Settings>Leads>Configure Task Types>To-Dos. Here, you can edit existing To-dos and create new ones. In this section, we show you how to create a new To-do task.

LeadSquared Task Management

5.1 Configure To-do Details

  1. On the To-do page, click Create.
  2. On the Configure tab, enter the following details –
    • Name – Enter a relevant name. This is mandatory.
    • Set default due date for To-Do – Select a default completion due date for the task from the dropdown. This applies to all to-dos by default, and you can override it while creating the task.
    • Default Effort Estimate – Configure the estimated time it would take for your users to complete the task.
    • Reminder – When enabled, the system sends an email reminder to the task owner before the task is due. The default reminder goes out 15 minutes before the task time, which you can change while creating the task.
    • Include Location – When enabled, this lets you capture a location directly in a task field using maps.
      • Geofence Appointment Location – If Include Location is set to Yes, you can geofence the appointment so users complete it only when they are within a specific distance from the lead’s location.
      • Geofence Range – Defines the radius, in meters, within which the task must be completed. For example, if you select 100 meters, users must be within 100 m of the lead’s location to complete the task.
    • Open Completed Tasks – Lets you reopen a task that has already been completed.
    • Timer in Mobile App – When enabled, a Start Task button appears in the mobile app. When clicked, it tracks the time taken to complete the task. To know more, refer to Task Timer in LeadSquared Mobile App.
  3. Once you’re done, click Create.

The task type is now created. In the following sections, you can configure the task fields and their layout.

LeadSquared Task Management

5.2 Task Fields

Task fields store and display information specific to a particular task.

  • On this tab, you’ll see several system-created task fields.
    • You can’t delete them, but you can mark them as mandatory or optional.
  • You can also create custom task fields by clicking Add Field, setting a name and data type (number, text, date-time, or dropdown), and clicking Save.

LeadSquared Task Management

5.3 Form Layout

All task fields are displayed in a form that users fill out while working on a task. You can select and reorder these fields as needed.

  1. On the Form Layout tab, drag and drop the fields you want to display in the task creation form.
    • You can expand and contract the size of a task field.
  2. Click Add Section to include multiple sections in the form.
  3. Once you’re done, click Save. This completes the task creation process.

Note: Mandatory fields cannot be removed from the form.

LeadSquared Task Management

 

6. Update a Task Type

The steps to update an existing system task type and a custom task, including Appointments and To Dos, are the same. To update a task type –

  1. Navigate to My Account>Settings>Leads>Configure Task Types, and select Appointments or To-dos.
  2. Alongside the task type you want to update, hover your cursor on the settings wheel, and click Edit.
  3. On the Edit pop-up, update the relevant details. You can make changes across the Configure, Task Fields and Form Layout tabs.
  4. Once you’re done, click Save & Close.

LeadSquared Task Management

 

7. Next Steps

 

Any Questions?

Did this article give you what you were looking for? Have any unique use cases you’d like to share? We’d love to hear from you in the comments section below.