A guide to creating tasks

You can create tasks for yourself, or you can assign tasks to colleagues. If you assign a task to a colleague, they will receive a notification in AIFlow or by email.

To get to the task overview, click [Tasks] in the main menu.

Tap + New task, which is the blue button on the right side of the page.

When you create a new task, you must enter a title for the task, this is a required field. A required field means that the field must be filled in in order to create the task.

Next, you must select which step the task should be added to. This field is also required.

💡 Tip: Steps for tasks are defined in the workflow. These are steps that the tasks you create must go through before they are completed.

If the task is to be linked to a customer, select the relevant customer from the drop-down menu under Customer.

Once you have selected a customer, you can choose whether you want to link the task to a sale or an order. You can also choose not to associate the task with either. If you link the task to a customer, sale or order, the task will also be added to the relevant customer, sale and order cards.

If you link the task to a sale or order, a new drop-down menu will appear where you will get an overview of the sales/orders registered for the customer in question. Select the sale or order you want by clicking on it.

If you want to add a description of the task in question, you can do so using the description field. Here you can give your task more detailed information about what needs to be done. This is a useful field if you want to assign the task to a colleague, or if you are creating a task for yourself and want specific information linked directly in the task.

In Assigned, you will see a drop-down menu of all users registered in your system. Here you choose who should be assigned tasks. You choose how many people should be assigned to a particular task.

Set a deadline for the task. The user assigned to the task will then receive a notification when the deadline is approaching.

💡 Tip: For a user to be notified of an assigned or expiring tasks they must have enabled this type of notification on their user settings.

You can also register time spent on the task. This function is probably more relevant after the task has been created and work on the task has started.

When you register time, you enter the time spent, the date when this time was spent and you can add a comment on what was done. Press Save to record the time. The time will also be recorded under [Time reports] on the main menu automatically. When you have filled in the information you want, tap Save to create the task.

Access the customer card of the customer in question. Tap Tasks in the activity log menu, then tap + New task, which is the blue button to the right of the page.

This will bring up a pop-up window, the same as when you create a task from the task overview screen. The only difference is that when you create tasks from the customer card, the field for selecting a customer is removed, because the task is automatically created for the customer you are on the customer card for. Fill in the desired fields, as described above, and press Save to create the task.

To change a task, click on the task. This can be done from both the task overview in the menu and the task overview on the customer card. Here you can change the title of the task, which step the task is at, add/change description, add/change host, change the deadline for the task, or add a time report. The only thing you cannot change is the customer the task is associated with, or remove that it has been added to a sale or an order. When you have made the changes you want, click the blue Save button.

To change a task, click on the task. This can be done from both the task overview in the menu and the task overview on the customer card. Tap the trash can in the bottom left corner to delete the task.

You can also mark tasks to delete them. To select one or more tasks, hold down Ctrl on your keyboard and tap the task(s) you want to select. To delete the tasks, press the three dots, next to +New task, then Delete selected tasks.