Task Management User Guide
Introduction to Task Management
Task management is an essential aspect of any business operation, ensuring that projects and activities are efficiently planned, executed, and monitored. With H-Office CRM’s robust task
management features, you can streamline your workflow, enhance collaboration, and stay organized amidst the demands of your daily tasks.
H-Office CRM offers three distinct types of task management options to cater to various business needs. The first option is one-time tasks, which allow users to create individual tasks with specific details such as task name, description, due date, priority, and assigned employee. These tasks are ideal for handling ad-hoc activities or one-off assignments within your organization.
The second option is recurring tasks, which enable users to automate repetitive tasks that occur at
regular intervals. With recurring tasks, you can set up tasks to repeat daily, weekly, monthly, or custom intervals, reducing manual effort and ensuring consistency in task execution. This feature is especially beneficial for tasks such as routine maintenance, periodic reviews, or scheduled follow-ups with clients.
The third option is auto-task workflow an add-on module, a powerful automation tool that allows you to create custom task workflows based on predefined triggers and actions. With auto-task workflows, you can automate complex business processes, streamline task assignment and escalation, and ensure timely task completion. By defining workflow rules and conditions, you can automate task creation, assignment, notifications, and follow-ups, eliminating manual intervention and improving overall efficiency.
In this section of the help manual, we will explore task management in detail, providing step-by-step instructions, best practices, and tips for maximizing your productivity with H-Office CRM’s task
management features. Whether you’re a small business owner, a project manager, or a team leader, H- Office CRM’s task management capabilities empower you to stay organized, collaborate effectively, and achieve your business goals with ease.
Add New Task
Access Tasks
- Navigate to the Activity > Tasks Tab located next to the Marketing in the top navigation menu.
- Once you’re on the Tasks page, click on the “Add New Task” button to begin the process of adding a new Task to H-Office CRM.
Adding Task Information
In this section, you can input essential information about your contacts, making it easier to manage and engage with them effectively. Follow the steps below and refer to the screenshot for guidance.
- Task Title: Enter a descriptive title for the task to clearly indicate its purpose or objective.
- Task Description: Write a detailed description of the task to provide additional context or instructions.
- Select Task Template: Click on this option to access predefined templates created by the admin for common task descriptions.
- Contact: Enter the contact’s name for whom the task is being performed. If the contact exists in the database, it will appear in the dropdown list. Otherwise, click the plus (+) option to create a new contact.
- Include in Followers: Check this box to include the contact as a follower of the task. Followers will receive notifications and updates related to the task according to the followers policy defined in the H-Office CRM settings.
- Assign To: Select the employee to whom the task will be assigned for completion.
- Due Date:Specify the due date for the task to establish a timeline for completion.
- Start Date: Specify the start date for the task, indicating when work on this task should commence. Providing a clear start date ensures timely initiation of the task and facilitates effective planning and execution.
- Priority: Select the level of importance for the task to prioritize workload and resources effectively.
- Status: Choose the current progress status of the task to track its development and completion stage.
Adding Additional Information
In this section, you can include additional details and context related to the task. Follow these steps to input the Additional Information:
- Customer Category: Select a customer category from the dropdown list to categorize the task according to customer type.
- Link with Transaction: Choose a transaction type from the dropdown list (e.g., lead, delivery chalan, quotations, etc.) And then use the search option to find and link specific transactions related to the task.
- Activity: Select an activity from the dropdown list to categorize the task according to its primary function or purpose. The associated sub-activities will be automatically reflected based on the selected activity.
- Subactivity: Choose a sub-activity related to the selected activity to provide further classification and detail for the task. Sub-activities are configured by the admin and provide additional granularity in task categorization.
- Followers: Choose a sub-activity related to the selected activity to provide further classification and detail for the task. Sub-activities are configured by the admin and provide additional granularity in task categorization.
- Add Followers from Employee Group: Streamline the process by adding employees automatically in bulk from a selected employee group. This feature enables efficient collaboration by instantly including relevant team members as followers of the task.
- Add Associated Contacts to Followers: Simplify collaboration by automatically including contacts associated with customers as followers. With the ‘Add Associated Contacts to Followers’ option, ensure that key stakeholders are kept informed about task progress and updates, enhancing communication and coordination within your team.
- Send Notification to Followers: Select the desired notification method (Email, SMS) to notify all followers about task updates and progress.
Adding Attachments
In this section, you can attach relevant documents, images, or any supporting files to provide comprehensive information for this task.
- File Attachments:Enhance your task details by uploading new files directly or attaching existing files from your Document Management System (DMS), ensuring easy access and comprehensive documentation for efficient task management.
