Managing Tasks
Track to-dos, follow-ups, and action items across your workspace
Tasks: 1 pages
The Tasks module tracks to-dos, follow-ups, and action items, and links them to the people, accounts, and projects they belong to.
The Tasks Module
The built-in Tasks module comes with these fields:
| Field | Type | Notes |
|---|---|---|
| Task ID | Autonumber | Assigned automatically |
| Task Title | Text | Required. The primary field |
| Status | Select | Required. Defaults to To Do |
| Priority | Select | Required. Defaults to Low |
| Category | Select | Meeting, Follow-up, Admin, Research, Deliverable |
| Due Date | Date | When the task should be done |
| Completed Date | Date | Set by Mark Complete |
| Estimated Hours | Number | |
| Assignee | Reference (Users) | Defaults to the person creating the task |
| Related Contact | Reference (People) | The person the task is about |
| Related Account | Reference (Accounts) | The account the task is about |
| Parent | Reference (any record) | A parent task, project, or other record |
| Notes | Rich Text | Details and context |
Add fields such as actual time, tags, or a team to match how you work. See Configuring Fields.
Task Statuses
| Status | Meaning |
|---|---|
| To Do | Not yet started |
| In Progress | Being worked on |
| Blocked | Waiting on something else |
| Done | Completed |
Custom Statuses
- Click Modules in the sidebar to open the Module catalog, then open Tasks
- On the Fields tab, click the edit (pencil) button on the Status field
- Add statuses like "Waiting" or "In Review", then click Save changes
Task Priorities
| Priority | Use When |
|---|---|
| High | Important, do soon |
| Medium | Standard priority |
| Low | When time permits |
Creating Tasks
From the Tasks Module
- Open Tasks
- Click New record
- Enter the Task Title and set Due Date and Assignee
- Save
From Email
- Open an email in Mail
- Click Create Task in the message toolbar
- The task form opens pre-filled:
- Title: "Follow up: [email subject]"
- Description: "Follow up on email from [sender]"
- Due date: the next business day
From a Person, Account, or Project
Person, account, and project pages have a Tasks tab that lists the tasks linked to that record. Add a task from the tab to link it automatically:
| Record | Linked through |
|---|---|
| Person | The task's Related Contact |
| Account | The task's Related Account |
| Project | The task's Parent |
Completing Tasks
Use Mark Complete on a task, in the task list, or on several selected tasks at once. It sets Status to Done and Completed Date to today. It appears only on tasks that are not already Done.
Subtasks
Break large tasks into smaller steps:
- Open the parent task
- Open its Subtasks tab
- Add a task. Its Parent is set to the task you started from
You can also set a task's Parent field directly.
Built-in Views
| View | What it shows |
|---|---|
| Team Planner | All tasks sorted by due date. Filters: Open Work (To Do, In Progress, Blocked), High Priority, Completed |
| Kanban | A board with one column per Status, plus a grid layout |
| My Tasks | Tasks where Assignee is you, sorted by due date |
Use Filters in the toolbar to build your own, for example Assignee is you, Status is not Done, and Priority is High.
Best Practices
Write Clear Titles
- ✅ "Call John about Q4 renewal pricing"
- ❌ "Follow up"
Set Realistic Due Dates
- Account for work you are waiting on (use Blocked)
- Build in buffer time
- Don't overcommit
Use Priorities Wisely
- Reserve High for work that truly can't wait
- Review priorities regularly
- Adjust as situations change
Link to Context
- Set Related Contact or Related Account so the task shows up on that record
- Put the details in Notes
Related: Reminders | Calendar Integration | Automation