How to update tasks
To manage tasks effectively, it is essential to keep their information up to date. You can do this by updating task data, changing statuses, tracking progress, and communicating with your team.
Edit task data
While working on a task, information about it or its resources may change. You can hover over a task field and change its value.
| <Task name> | Click the pencil icon in the upper corner, and enter a new name. You can use up to 120 characters, including numbers and letters. |
| Priority | Select a task priority. |
| Tags | Enter or select a new value. |
| Dates | Select a date and time to set a task deadline.
You can set task reminders to avoid missing deadlines. In the Reminder field, select the time when the reminder should trigger. To remove a reminder, click Reset. |
| <Custom task field> | Enter or select a new value in this field.
To create a new field, click + Add field. Enter a field name and select a type. Then, click next to your field and enter a value. |
| Description | Edit or format your text. |
Read more: How to create a task and How to view tasks.
Use checklists
Apart from updating task stages to track progress, you can also create and use checklists.
To add a new checklist item, click Add item. To delete an item, click Delete.
To rearrange checklist items, drag and drop them. If you want to add a checklist to other tasks, click Add checklist.
You can assign team members to your checklist items so that they can oversee different task stages. To assign a team member to a checklist item, click the circle next to it, and select an assignee.
By default, new checklist items are unassigned. When assigning a team member, you will see a list of users with CRM access. Note that assigning team members to checklist items won't be logged in your task history.
If a selected team member is not the task’s watcher, they will become one automatically.
Link tasks, contacts, and deals
Hierarchic linking
A large task can be broken down into subtasks. You can add or remove parent tasks and subtasks.
To add a parent task, click Add parent task, start typing a task name, and select from your existing tasks.
To add a subtask, click Add subtask and create a new task.
Enter subtask data just as you would when creating a new task.
To unlink a task, hover over a subtask in the Subtask or Parent task list, and click Unlink.
Parallel linking
You can also add or remove a link to another task, deal, or contact to include more related data.
To add a link, click Link to and select a task, deal, or contact. Start typing a name in the search field, and select a card.
To remove a link to a task, deal, or contact, hover over the item in the Links list, and select Unlink.
Add files
You can attach files to a task and share them with all its members. Click + Add File and choose a file from your account storage, or upload a new file from your device.
All SendPulse tools share the same file storage. You can upload a file of any type except executable files.
The largest file size SendPulse’s free pricing plan allows is 200 MB. Your current pricing plan defines how much file storage space you can use. To increase your storage capacity, upgrade your pricing plan. To find out more, refer to: How to work with the file manager.
Files added to any section — Email, Courses, or Websites — can be attached to a CRM task or comment.
Once you upload your file, click the edit icon to manage it.
| Download | Download a file to your device. |
| Show in folder | Show a file’s location in the SendPulse storage. |
| Remove from task | Remove a file from your task but not from the SendPulse storage. |
| Delete | Remove a file from both your task and the SendPulse storage. |
Add comments
To leave a comment, type it in, tag a team member, and attach a file if needed.
Manage tasks
To optimize resources and effectively monitor your team’s progress, you can update task statuses, add assignees, and complete, delete, or share tasks.
You can take the following actions in task cards. Click the three dots button in the upper right corner to view all actions.
| Change status | Update your current task status or move it to a different board. |
| Change assignee | Assign a team member to your task.
To view the list of all assigned tasks, go to your board, and select a name in the Responsible filter. |
| Add watcher | Subscribe a team member to receive updates and keep them informed on task progress. |
| Complete the task | Complete your task and remove it from the board. You can view all completed tasks in the Completed tasks section. |
| Watch | Subscribe to receive updates about your task.
To view the list of all watched tasks, go to the board, and select your task in the Watchers filter. |
| Duplicate | Create a deal copy. You can change its data, add fields, parent tasks, and subtasks, and attach files. |
| Delete | Remove your task and its data from the board. |
To apply actions in bulk, switch to the List view. Check the tasks and select an action:
| Change stage | Change the current task status to reflect the task's relevant completion stage. You can also transfer the task to another board. |
| Complete the task | Complete the task and remove it from the board. You can view all completed tasks in the Completed tasks section. |
| Delete | Remove the task from the board, entirely along with all its data. |
Last Updated: 03.10.2024
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