Tasks
Tasks are the to-do list of the company, a department, or an individual employee. The section has three tabs: Dashboard, List, and Charts. The video walks through the section's capabilities, functions, and settings.
What you can do
- View task metrics
- Find overdue tasks
- Work with the task list
- Assign tasks to several employees at once
- Create a task
- Fill in the card and build a checklist
- Set up automatic reminders
Dashboard
A section with ready-made indicators and a calculated number of records. The tab works the same way in every section and is described in the Dashboard article.
By default there are four indicator tiles here: All today, My today, This month, and Forgotten. Clicking any of them opens the list with that selection applied. Below are a pie chart of task statuses (planned and completed) and a chart of the number of tasks over the year.
Mini tiles for your own filters appear in the top panel of the section. To pin one more section to the side menu, for example Email, use the drop with + at the bottom of the blue bar. See Workspace menu for details.
Task performance indicators are configured the same way as for clients: Settings → Users → KPI (see Performance indicators).
Forgotten tasks
Forgotten tasks are tasks whose due date has passed. You can select such tasks and move them to the current or a future date, or assign them to another employee. The list has a separate filter indicator for them.
List
A table view of the task list. The top panel handles record selection and general actions.
| No. | Element | What it does |
|---|---|---|
| 1 | Applications and settings | Opens the window with WorkZeal applications; settings are also available from there. The gear in the lower left corner of the side menu leads to directories and the trash |
| 2 | Section tabs | Switch between the dashboard, list, charts, and automation |
| 3 | Automation | The toggle enables automatic scenarios for tasks |
| 4 | Chat | The internal corporate chat and the external chat, the one that works through the widget on your website. An indicator lights up when there are new messages |
| 5 | Period | Today, tomorrow, yesterday, week, month, year |
| 6 | Date range | An arbitrary interval instead of a preset period |
| 7 | Search | Finds a record by the specified parameters. See Search in CRM for details |
| 8 | Forgotten | Counter of overdue tasks; clicking it opens their list |
| 9 | Add | Creates a task, client, deal, document, and more |
| 10 | Filter, Tags, Assignee | Quick selection: only what matches the condition remains |
The table header and rows handle sorting, column display, and working with several tasks at once.
| No. | Element | What it does |
|---|---|---|
| 11 | Checkboxes | Select rows for bulk actions |
| 12 | Column filter and sorting | Filter by column value and sort in ascending or descending order |
| 13 | Column selection | The pink eye icon on the right: which fields to show on the screen |
| 14 | Task status | Green means the task is completed and the result is recorded; gray means it is not completed |
Columns can be rearranged: drag a column name with the mouse to the desired position in the row.
The Settings button in a section leads only to the settings of that module. The full list of application settings is collected in a separate administration service.
In Tasks, this menu opens the trash, list export, the directory of task types, and the directory of goals and results (both are edited like regular standard directories), as well as additional directories for your custom fields. Which menu items are visible depends on access rights.
To open an individual task, click its row; you can switch between records right inside the card without going back to the list. If you only need a preview, hover over a cell in the Type column and a mini task card pops up.
Bulk actions
Check one or more rows and perform an action for all of them at once:
- assign tags;
- assign the task to another employee;
- move it to a different time period;
- send it to the trash with the option to restore.
Warning
Only an employee with delete and restore rights can send records to the trash.
Tip
The list works the same way in all other sections of WorkZeal: row selection, bulk actions, and column settings work identically everywhere.
How to create a task
A task is created with the Add button on the Tasks tab of the client card, or with the global add button, which is available in any section of the application and creates any entity, including a task.
When creating a task, you select:
- Type, for example "Call" or "Meeting"; the list of types is edited in directories
- Company, the client the task is linked to; if the contact person is not in the list, you can add them right here
- Responsible, by default the person creating the task, but you can change them or add co-assignees
If a colleague is assigned as responsible, they receive a notification by email and in the corporate chat; whether to also enable a task reminder is up to them. After saving, the system will offer to create the next task if nothing else is scheduled for this client.
Task card
| No. | Field | What it does |
|---|---|---|
| 1 | Additional | A tab with your custom fields, the ones you created yourself. How to set them up is described in Custom fields |
| 2 | Files | All files attached to this task |
| 3 | Leave a comment | Comments are written here, in the upper right corner. The full list of comments is on the Comments tab at the top of the card |
| 4 | Start and end dates | By default both dates are on the same day; the period can be extended |
| 5 | Reminder | At the start time, 10 minutes, 30 minutes, an hour, or a day in advance |
| 6 | Contact | Who you will be in contact with for this task, chosen from the contact persons in the client card. Next to it are quick action icons: call, write an email, create a document |
| 7 | Description | The goal of the task: why it was created and what you want to achieve |
| 8 | Result | How the call, meeting, or other activity ended |
| 9 | Checklist | Subtasks inside the task, each with its own assignee if needed |
| 10 | Built-in AI | Helps edit the goal and result of the task |
| 11 | Directory of goals and results | Ready-made wording for recurring, repetitive tasks |
| 12 | Tags | A quick label that simplifies navigation and search in the to-do list |
| 13 | Write in chat | A message to a colleague in the corporate chat. The chat keeps a link to the task it was sent from |
| 14 | Task link | Copy it and send it to a colleague if there are questions about the task |
| 15 | Deal | Create a deal from the task or link the task to an existing deal |
If the end date is earlier than the current date and the task is not completed, it automatically goes into the forgotten filter.
Card tabs
- Additional — your own custom fields.
- Contacts — the client's contact persons.
- History — all tasks with this client.
- Files — attachments of this task.
- Comments — correspondence of everyone who has access to the task.
History
Shows all tasks for the client: type, description, date, and responsible person. Hovering over a row opens a card with the task goal and its tags.
Checklist
Inside a task you can build a list of subtasks and assign a separate assignee to each item.
An item is added in the Subtask description line; the built-in AI can help you word it. On the right of each item you choose the assignee, and the avatars of all participants are gathered at the bottom of the card. Everyone you add as an item assignee receives an email notification.
The number next to the Checklist tab shows how many items are in the list. The red indicator with a number shows how many are still not completed; when all are closed, it turns green. If priorities change, drag items up or down with the mouse.
Tags
A tag can be set when creating a task or later. There can be several tags. The list of tags is edited right from the card, as well as in the section and in the settings directories.
Charts
This subsection shows how tasks are distributed by the selected attribute.
The Breakdown is selected in the list on the left: task type, status, responsible person, department, or client type. The chart is rebuilt immediately.
The Period is set at the top, either as a preset interval or an arbitrary date range. The Filter, Tags, and Responsible chips narrow the selection: for example, keep only the tasks of one employee or with a specific tag.
Hovering over a bar shows the exact number of tasks.
Every section has its own local analytics. Summary data across all sections will appear in a separate service, Analytics.