Using tasks

• Open a new task

  If you want to make a note of an assignment either for yourself or a co-worker, create a new  Task .

  1. Go to the  Home tab on the function bar.
  2. Click on the dropdown triangle next to  Task, and select  New to open a new task.
  3. Enter the Subject of the task. Choose a speaking and unique designation for easier retrieval and assignment.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Define the start and end times of the task

  Tasks can have fixed start and end times, but these are optional. If dates/times are specified, however, this impacts their positioning in the Info Center, which can be either in the Calendar or the Follow-ups.

  1. A task without dates or times is listed in the follow-ups until it is either completed or cancelled.
  2. If you enter only a start date, the task will be listed as a full-day entry in the calendar as of this date (and, if applicable, time), until it is marked as completed.
  3. If you enter only the end or due date, the task will be listed as a full-day entry in the calendar until that date (and, if applicable, time) until it is marked as completed.
  4. If you specify a start and end date and times, the task will be listed chronologically in the calendar, much like an appointment. After the due date, it will be listed in the follow-ups until it is marked as completed.
• Select responsible users

  Each task must be assigned to at least one user^M.

  1. The user creating the task is pre-assigned as responsible user by default, but can be removed manually.
  2. If one or more other users are to be assigned to the task, click on  Add above the list of assigned users and select the users you want from the dropdown list.
  3. If a user group as a whole is assigned to a task, add the group. Confirm the security prompt with "Assign to Group "SampleGroup"".
  4. If every single user within a user group is assigned to a task, add the group. Confirm the security prompt with "Assign to Group members". To expand a group retroactively, select the group you want and click on  Expand user group in the toolbar.
  5. Activate Must complete individually if you want to keep track if everybody has completed the task. The task will continue to be listed in the follow-ups of all assignees until it has been marked as "completed" by every single one of them.
• Specify the type of task

  The assigment of task types can come in handy for the distribution of responsibilities.

  1. Select the task type from the expandable picklist or enter a new type manually.
  2. Depending on your  Filter settings in the Info Center, you can search for tasks either by type or assignee.
• Link the task to other records

  Any task can optionally be linked to other records such as accounts or events.

  1. Click on  Link to record in the toolbar and select the data source you want from the drop-down list.
  2. The standard search opens and a list of the most recently opened records appears under each data source.
  3. Use your search criteria to select the record you want and double-click to link it to the task.
     Note: Multiple selection is not possible here; the task can only ever be assigned to one other data record. If a new link is added, the existing link is deleted.
• Activate the automatic reminder next to the date of the task to be reminded. The settings applies to all assignees.

  Be reminded of the task in advance.

  1. Enter the start date and time of the task to enable the reminder.
  2. Click on the  Reminder icon next to the task date.
  3. Select the lead time before the start of the task from the picklist.
  4. At the specified time, a short message will appear in the taskbar at the bottom of the screen. It is not actionable and will disappear again after a few seconds.
  5. The  Notifications window will also open in front of any other active windows and list the task and due time.
  6. The task will be listed under  Notifications until it is either marked as "completed" or the reminder is postponed.