Activities and tasks

The Activities & Tasks module records what people do around your records. On any record's page (a contact, a company, a lead, an opportunity, an organization unit…) you can write notes and comments, mention colleagues and plan tasks, calls, meetings and follow-ups. My tasks gathers the work assigned to you by due date, and every record gets a timeline of its notes, tasks and changes.

Before you begin

• The Activities & Tasks module must be enabled for your organization.
• Members can add notes and comments, see the tasks of their team, and create and edit their own tasks by default. See Permissions for the details.
• Notifications about mentions, replies, assignments and reminders need the Notifications module.

Key concepts

Term	Meaning
Activity	A task of one of four kinds: Task, Call, Meeting or Follow-up.
Note	Plain text written on a record's Activity card. Notes can be answered with replies, forming one thread.
Mention	Typing @ in a note and picking a member notifies that person.
About	The record a task is linked to. Tasks don't have to be about a record.
Timeline	The history of a record: its notes, its tasks and the changes made to it.

The Activity card on a record

When the module is enabled, record pages show an Activity card. It has a note composer, filters and the record's timeline, newest first.

The Activity card on a record: notes, replies, tasks and history.

Use the filters at the top of the card to show All, Notes, Tasks or History (the changes recorded for the record: when it was created or changed, by whom, and for changes, each field's value before and after; select Show changes to see them).

Write a note

1. In the Activity card, type in New note ("Write a note… Type @ to mention someone.").
2. To mention someone, type @ and choose a person from the list. Only people who can view the record are offered.
3. Select Add note, or press Ctrl+Enter.

Notes are plain text, up to 10,000 characters. To attach files to a record, use the Attachments card from Documents.

Reply, edit and delete

• Select Reply under a note to answer it. Replies form a single thread under the note; replying to a reply stays in the same thread.
• Open a note's actions menu (Note actions) to edit or delete your own note. Edited notes show edited.
• Deleting a note also deletes its replies. Administrators (with Edit and delete other people's notes) can edit and delete anyone's notes.

Who is notified

• People you mention get a Mentions notification with a link to the record and the start of the note.
• The author of a note gets a Replies notification when someone answers it.

Tasks, calls, meetings and follow-ups

Create a task

You can create a task in several ways:

• On My tasks, select New task.
• In the command palette, choose Add a task.
• On a record's Activity card, select Add task. The task is then About that record and appears in its timeline.

Then:

1. Choose the kind at the top of the dialog: Task, Call, Meeting or Follow-up.
2. Enter a Title ("What needs to be done?") and, optionally, a Description.
3. Set a Due date (shortcuts: Today, Tomorrow, In a week) and, optionally, a Due time. Without a time, the task is due during the day. For meetings this field is Starts.
4. Choose a Reminder (see Reminders).
5. Choose a Priority: Low, Normal, High or Urgent.
6. Choose the Assignee. New tasks are assigned to you unless you choose someone else, or Nobody.
7. Select Add task.

Planning a meeting with a reminder.

Calls and meetings

Calls and meetings have extra fields:

Field	Applies to	Values
Outcome	Calls	Not yet, Connected, No answer, Left a voicemail, Busy, Wrong number
Outcome	Meetings	Not yet, Held, No-show, Rescheduled, Cancelled
Duration (minutes)	Calls and meetings	A whole number of minutes, up to a week.
Ends at	Meetings	End time; the duration follows it. Give a start time first.
Location	Meetings	Free text.

Calls, meetings and follow-ups about a lead, contact, company or opportunity form that record's communication history in its timeline.

Statuses

Status	Meaning
To do	Not started. New tasks start here.
In progress	Being worked on.
Done	Completed. The task shows Done on date.
Cancelled	No longer needed.

To complete a task quickly, tick its checkbox in a list (Mark title as done). A message confirms it with an Undo button. Ticking it again marks it To do. To set any status, open the task and change Status, then select Save changes.

Edit or delete a task

Select a task to open it. Change its fields and select Save changes. Delete (bottom left) deletes it for everyone, after a confirmation. If you can view a task but not edit it, the dialog opens read-only.

My tasks

Select My tasks in the main menu (/m/activities). The page (titled Tasks) has three views:

View	Shows
Assigned to me	Your tasks, grouped by due date: Overdue, Today, Next 7 days, Later, No due date, then Done or cancelled when you include them. Dates follow your time zone.
Created by me	Tasks you created, whoever they are assigned to.
All tasks	Every task you are allowed to see.

My tasks, grouped by due date.

Narrow the list with:

• Search tasks…;
• the status filter: Still to do (default), Any status, or one status;
• the due filter: Any due date, Overdue, Today, Next 7 days, Later or No due date;
• the kind filter: Any kind, Task, Call, Meeting or Follow-up;
• Clear to reset the filters.

In Created by me and All tasks, use Sort by to order by Due date, Priority, Newest or Recently changed.

Calendar

Switch from List to Calendar to see a month of activities on the days they are due (meetings on the day they start), in your time zone. Use Previous month, Next month and Today to move around. The view and filters above apply to the calendar too. Select an activity to open it.

The activity calendar.

Dashboard widget

The My tasks widget on the dashboard shows your open tasks by due date, with links to the full list.

Reminders

A reminder sends a Task reminders notification to the assignee at the chosen time, once, in the app, by email or by push, depending on their preferences.

• In the task dialog, Reminder offers No reminder, At the due time, 15 minutes before, 1 hour before and 1 day before. A task needs a due date to have a reminder.
• Changing the reminder time or the assignee sets the reminder again.
• To get a reminder on every new task by default, open your Profile, find Activities & Tasks preferences, and set Default reminder for new tasks.

note

For tasks without a due time, reminders count from midnight UTC of the due day.

Notifications

Notification	Sent when	Default channels
Mentions	Someone mentions you in a note or a comment.	In-app, email
Replies	Someone replies to your note.	In-app
Tasks assigned to you	Someone gives you a task.	In-app, email
Task reminders	The reminder time of your task arrives.	In-app, email, push

Each person can change these; see Notifications.

How it connects to other modules

• Record pages of every module that declares record types (contacts, companies, leads, opportunities, organization units, users and others) get the Activity card.
• Tasks are records (Task), so custom fields can be added to them and they can have attachments.
• Workflow Automation can react to tasks being created, changed or deleted, start a workflow some days before or after a task's due date, and use two actions: Create a task (with Title, Details, Assignee (user ID), Priority, Due in (days) and optionally the triggering record) and Change a task's status. See Workflow automation.
• Deleting a record keeps its tasks, unlinked from it, and deletes its notes and history.

Settings

Personal preference (in your Profile, Activities & Tasks preferences):

Preference	Default	What it does
Default reminder for new tasks	No reminder	Reminder preselected on new tasks with a due date.

Permissions

Task permissions are scoped. Own means tasks assigned to or created by the person; Team adds tasks of the people in their organization units and the units below; All means every task.

Permission	What it allows	Granted by default to
activities.note.write — Add notes and comments to records they can view	Write notes and replies, and mention people, on records you can view.	Admin, Member
activities.note.moderate — Edit and delete other people's notes	Edit and delete anyone's notes and replies.	Admin
activities.task.read — View tasks	See tasks within the granted scope, and use My tasks.	Admin (all), Member (team), Read-only (own)
activities.task.write — Create and edit tasks	Create tasks and edit those within the granted scope.	Admin (all), Member (own)
activities.task.delete — Delete tasks	Delete tasks within the granted scope.	Admin (all)

You can only assign a task to someone who can view tasks.

Limitations

• Notes are plain text with one level of replies.
• Tasks don't repeat; create a new one for recurring work.
• The Assigned to me grouping is computed on at most 2,000 matching tasks; use the filters if you have more.
• A record's history shows changes to the record itself. Changes to its tasks show on the task.