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Creating and Managing Tasks

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John Mackenzie
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Introduction

Tasks are reminders that can be self-assigned or assigned to another user. Each task has a due date and can be linked to a profile. Tasks are created individually or in bulk by generating a project template.

There are several places in MC Trade where you can go to create and manage tasks: the task search screen, profile view screen, or dashboard.

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Task Search Screen

The task search screen includes a list of all tasks that are not linked/linked to any profile and assigned to any user. From this screen, you can add a task or generate from a project template.

Tasks with a red due date are past due, a profile of (0) means it is not linked to a profile, and the "Assigned to" and "Assigned by" columns will show a user if it is assigned to someone other than you.

You can use the search function to search for:

  • Tasks that are completed, not completed, or both.
  • Tasks that are assigned by/to a specific user or all users.
  • Tasks that contain keywords in the title or note.
  • Tasks that had a due date that falls within the specified range.

You can also complete a task on this screen, edit a task, or delete a task.

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Finding a Task

  1. Click on the Profiles menu and then Tasks.

  1. In the Search Tasks panel, click Run This Search to pull a list of all tasks.
  2. Find the task by scrolling through the list.

There may be multiple pages (look for page numbers at the bottom of the screen).

Another option is to adjust one or more fields in the Search Tasks panel and click Run This Search:

    • Assigned by -or- Assigned to: Choose a user from the drop down list to search for tasks with that user as the assigned by and/or assigned to user. Leave ALL selected to search for all.
    • Completed/Not Completed: Place a check next to Completed to search for tasks that are marked complete or place a check next to Not Completed to search for tasks that are not marked complete. Leave both checked to search for both.
    • Keywords in the title or note: Enter a keyword(s) to search for tasks containing that in the title or note. This is not case-sensitive and it will search for tasks that contain the entire string of keywords. For example, if you search for Ribbon Cutting Open Houses, this will not return tasks that have Ribbon Cutting OR Open Houses. It will look for tasks that contain that entire string.
    • Due date: Enter or choose a date from the two date fields to search for tasks with a due date that falls on or within that range.

If you need to start over, click Clear Search.

The list is sorted by due date, but you can sort by another column if you click on the header.

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Adding a Task

  1. Click on the Profiles menu and then Tasks.

  1. Click Add a Task (top right corner).

  1. Enter a profile ID or name to link this task to a profile and then click Select next to the desired profile. Otherwise click Create Unlinked Task.

Linking to a profile is useful for any task that needs to be done for a specific member/prospect profile in your database - to track it on their profile specifically.

The task description, task type, and due date are required.

  1. Next to task description, enter a name for this task.
  2. The Assigned to and Assigned by will both default to your user, but adjust if necessary.

If you assign a task to a user other than yourself, after you save, that user will be notified via email that they have a new task assigned to them.

  1. Choose a task type to category this task. This is based on a list of task types that you created.
  2. Enter or select a due date.
  3. Enter one or more email addresses if you want a notification sent out after the task is marked complete.

If you changed the Assigned to user from yourself to someone else then it will have automatically populated this field with the Assigned by user's email address.

  1. Enter any notes if desired to expand on this task.
  2. Click Save.

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Editing a Task

  1. Click on the Profiles menu and then Tasks.
  2. Find the task.
  3. Next to the task, click Actions, and Edit.

  1. After making the desired changes, click Save.

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Completing a Task

  1. Click on the Profiles menu and then Tasks.
  2. Find the task.
  3. Next to the task, click Actions, and Edit.

  1. Place a check next to COMPLETED on. It will default as today's date, but adjust if necessary.

  1. Click Save.

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Deleting a Task

This action CANNOT be undone.

  1. Click on the Profiles menu and then Tasks.
  2. Find the task.
  3. Next to the task, click Actions, and Delete.

  1. Click Delete to confirm.

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The Dashboard

The dashboard includes a panel that shows all incomplete tasks that are linked to any profile and assigned to you. The list is sorted by due date, but you can sort by another column if you click on the column header.

From this screen, you can add a task, edit a task, mark a task complete, or delete a task.

Tasks with a red due date are past due, a profile of (0) means it is not linked to a profile, and the "Assigned to" and "Assigned by" columns will show a user if it is assigned to someone other than you.

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Adding a Task

After logging in, you will land on the dashboard. Otherwise click Dashboard at the top.

  1. Scroll down to the "My Tasks" panel.

If you do not see this panel, click Show/Hide Sections in the top right corner of the dashboard, and confirm that "Show My Tasks" is enabled. You can also move it to the top of the dashboard.

If the panel is turned on, but you still do not see it then you may not have any tasks assigned to your user, so you need to go to the profile or task search page to add a task.

  1. Click Add a Task (above the "My Tasks" panel).

  1. Enter a profile ID or name to link this task to a profile and then click Select next to the desired profile. Otherwise click Create Unlinked Task.

Linking to a profile is useful for any task that needs to be done for a specific member/prospect profile in your database - to track it on their profile specifically.

The task description, task type, and due date are required.

  1. Next to task description, enter a name for this task.
  2. The Assigned to and Assigned by will both default to your user, but adjust if necessary.

If you assign a task to a user other than yourself, after you save, that user will be notified via email that they have a new task assigned to them.

  1. Choose a task type to category this task. This is based on a list of task types that you created.
  2. Enter or select a due date.
  3. Enter one or more email addresses if you want a notification sent out after the task is marked complete.

If you changed the Assigned to user from yourself to someone else then it will have automatically populated this field with the Assigned by user's email address.

  1. Enter any notes if desired to expand on this task.
  2. Click Save.

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Editing a Task

After logging in, you will land on the dashboard. Otherwise click Dashboard at the top.

  1. Scroll down to the "My Tasks" panel.

If you do not see this panel, click Show/Hide Sections in the top right corner of the dashboard, and confirm that "Show My Tasks" is enabled. You can also move it to the top of the dashboard.

If the panel is turned on, but you still do not see it then you may not have any tasks assigned to your user, so you need to go to the profile or task search page to add a task.

  1. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).
  2. Next to the task, click Actions, and Edit.

  1. After making the desired changes, click Save.

Back to Table of Contents

Completing a Task

After logging in, you will land on the dashboard. Otherwise click Dashboard at the top.

  1. Scroll down to the "My Tasks" panel.

If you do not see this panel, click Show/Hide Sections in the top right corner of the dashboard, and confirm that "Show My Tasks" is enabled. You can also move it to the top of the dashboard.

If the panel is turned on, but you still do not see it then you may not have any tasks assigned to your user, so you need to go to the profile or task search page to add a task.

  1. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).

If you want it to automatically enter today as the completed date:

  1. Next to the task, click Actions, and Complete.

If you want to define a date other than today:

  1. Next to the task, click Actions, and Edit.

  1. Place a check next to COMPLETED on. It will default as today's date, but adjust if necessary.

  1. Click Save.

Once completed, it will disappear from your dashboard. However, you can still access it from the task search screen or profile view.

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Deleting a Task

This action CANNOT be undone.

After logging in, you will land on the dashboard. Otherwise click Dashboard at the top.

  1. Scroll down to the "My Tasks" panel.

If you do not see this panel, click Show/Hide Sections in the top right corner of the dashboard, and confirm that "Show My Tasks" is enabled. You can also move it to the top of the dashboard.

If the panel is turned on, but you still do not see it then you may not have any tasks assigned to your user, so you need to go to the profile or task search page to add a task.

  1. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).
  2. Next to the task, click Actions, and Delete.

  1. Click Delete to confirm.

Back to Table of Contents

Profile View Screen

The profile view screen includes a Tasks panel that shows all tasks linked to the selected profile and assigned to any user. The list is sorted by due date, but you can sort by another column if you click on the column header.

From this screen, you can add a task or generate from a project template. You can also edit a task, mark a task complete, or delete a task.

Tasks with a red due date are past due, a profile of (0) means it is not linked to a profile, and the "Assigned to" and "Assigned by" columns will show a user if it is assigned to someone other than you.

Back to Table of Contents

Adding a Task

  1. Find and open the profile.
  2. Scroll down to the "My Tasks" panel.
  3. Click Add a Task.

  1. Next to task description, enter a name for this task.
  2. The Assigned to and Assigned by will both default to your user, but adjust if necessary.
  3. Choose a task type to categorize this task. This is based on task types that you created.
  4. Enter or select a due date.
  5. Enter one or more email addresses if you want a notification sent out after the task is marked complete.

If you changed the Assigned to user from yourself to someone else then it will have automatically populated this field with the Assigned by user's email address.

  1. Enter any notes if desired to expand on this task.
  2. Click Save.

Back to Table of Contents

Editing a Task

  1. Find and open the profile.
  2. Scroll down to the "My Tasks" panel.
  3. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).
  4. Next to the task, click Edit.

  1. After making the desired changes, click Save.

Back to Table of Contents

Completing a Task

  1. Find and open the profile.
  2. Scroll down to the "My Tasks" panel.
  3. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).
  4. Next to the task, click Edit.

  1. Place a check next to COMPLETED on. It will default as today's date, but adjust if necessary.

  1. Click Save.

Back to Table of Contents

Deleting a Task

This action CANNOT be undone.

  1. Find and open the profile.
  2. Scroll down to the "My Tasks" panel.
  3. Find the task by scrolling through the list. There may be multiple pages (look for page numbers at the bottom of the screen).
  4. Next to the task, click Delete.

  1. Click Delete to confirm.

Back to Table of Contents

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