To-Do

To-Do Tasks

To-Do items are personal activities assigned to you or your colleagues. They are distinct from Project tasks – To-Dos are simpler, have fewer fields, and are designed for individual task management.

Creating a To-Do

There are multiple ways to create a To-Do:

Method 1: From the Dashboard

1. On your home dashboard, find the "To-Do" widget.
2. Click New Task or the + icon.
3. Enter a Summary (e.g. "Follow up with Acme Corp about Q4 contract").
4. Press Enter. The task appears in your To-Do list.

Method 2: Using the Schedule Activity Button

This creates a To-Do linked to a specific record:

1. Open any record (contact, order, project, invoice).
2. Click the Schedule Activity button (bell icon) in the top action bar.
3. Select To-Do as the activity type.
4. Fill in the details:

• Summary – What needs to be done.
• Due Date – When it must be completed.
• Alarm – A reminder before the due date (e.g. 1 hour before, 1 day before).
• Notes – Additional details, instructions, or context.
• Assign To – Yourself or a colleague.

• Your To-Do dashboard widget.
• The record's chatter (as a scheduled activity).
• The global Activities view.

Method 3: From the To-Do Menu

1. Go to the app where you want the task (e.g. Sales).
2. Switch to the Activities view (icon in the top-right).
3. Click Create.
4. Select the Activity Type (To-Do).
5. Fill in the fields and save.

To-Do Fields Explained

To-Do Views

Your personal To-Dos and activities can be viewed in multiple formats. The Activities menu is accessible from any app via the view switcher (top-right icons).

Activity View (Kanban)

The default view for To-Dos is a kanban board organised by activity type:

• Columns – To-Do, Call, Meeting, Email (each activity type is a column).
• Cards – Each card shows the summary, due date, and linked record (if any).
• Colour Coding – Overdue items have a red background. Due today items are yellow.
• Drag & Drop – Drag a card to a different column to change its type. Drag to the "Done" column to mark it complete.
• Quick Create – Click the + at the top of any column to create a new activity of that type.

List View

Switch to list view for a table of all activities:

• Columns: Summary, Activity Type, Assignee, Due Date, Linked Record, Status.
• Sort by any column by clicking its header.
• Use filters: "My Activities", "Overdue", "Due Today", "Due This Week".
• Check the Done checkbox on a row to mark it complete.
• Bulk actions: select multiple rows to mark done, reassign, or delete.

Calendar View

Switch to calendar view to see your activities on a timeline:

• Activities are placed on their due date.
• Choose between daily, weekly, or monthly views.
• Click a date to create a new activity on that day.
• Drag an activity to a different date to reschedule.
• Overdue activities appear on today's date with a red indicator.

My Activities Dashboard Widget

The home dashboard includes a "To-Do" widget that shows:

• Upcoming activities (next 7 days).
• Overdue activities (in red, at the top).
• A count of total pending activities.
• Check the checkbox next to any item to mark it done directly from the dashboard.

Managing Your Tasks

Completing a Task

There are four ways to mark a task as done:

1. From the Dashboard – Check the checkbox next to the task in the To-Do widget.
2. From the Activities Kanban – Drag the card to the "Done" column.
3. From the List View – Check the "Done" checkbox on the row.
4. From the Record Chatter – Open the activity card in the chatter and click "Done".

When you mark a task done, you can optionally add a Feedback note about what was accomplished. This note appears in the record's chatter history.

Reassigning a Task

If a task should be handled by someone else:

1. Open the activity (click on it in kanban, list, or chatter).
2. Change the Assign To field to the new person.
3. Save. The new assignee receives a notification.

Rescheduling a Task

• Open the activity and change the Due Date.
• In the calendar view, drag the activity to a new date.
• In kanban view, if an overdue task can't be completed, reschedule it rather than letting it sit overdue.

Tracking Progress

• My Activities view shows all activities assigned to you across all modules. This is your personal task list.
• All Activities view (use the "Unassigned" or "All" filter) shows activities across all users – useful for managers.
• The Activities Analysis report (Reporting menu) shows completed vs pending activities by user, type, and date.

Integration with Other Modules

• CRM – Schedule a "Call" activity on a lead. When it's done, log the outcome and move the lead to the next stage.
• Sales – Schedule a "Follow-Up" activity on a quotation that hasn't been responded to in 3 days.
• Projects – While Project tasks are for structured project work, To-Dos can be used for personal reminders related to a project.
• HR – Schedule "Meeting" activities for performance appraisals or check-ins.

Automated Activity Creation

Use Automated Actions to create activities automatically:

• "When a lead is created without being assigned in 24 hours, create a To-Do for the sales manager to assign it."
• "When an invoice is overdue by 7 days, create a Follow-Up activity for the accountant."
• "When a support ticket is escalated, create a Meeting activity for the senior technician."

Configure these in Settings > Technical > Automated Actions (developer mode).