Keep notes and tasks on a contact

A note records what was said. A task is a note with a due date: a follow-up somebody has to do. You can write both on a contact's record, beside a conversation, or on the Tasks tab.

Before you start

• Nothing. Tasks can belong to a contact or to nobody in particular.

Steps

On a contact's record

1. Open the contact and type in Write a note…, for example Wants 40 favour candles for a June wedding. Call back with prices.
2. For a plain note, press Save note.
3. For a task, press + Due date and choose Today, Tomorrow, Next week or a date. Press + Assign to choose Me or a team member. Then press Save task.
4. Tick the box beside a task in the timeline when it is done. Clear due date turns it back into a note.

Beside a conversation

1. In Conversations, open the thread and choose Notes or Tasks in the panel on the right.
2. For a note, type in Add a note… and press Add note. For a task, type it in What needs doing?, pick a due date, and press Add.

On the Tasks tab

1. Open Contacts › Tasks.
2. The four boxes at the top count your tasks: Overdue, Open, Someday and Done. Press one to list those tasks. Open is shown first.
3. Press Add task. Fill in Title (for example Send the wedding quote), Description, Due date, and under Contact search for the person (optional). Press Add task.
4. Press the circle in the Status column to mark a task complete, or again to reopen it.
5. Use Search tasks to find a task by its title or description.
6. Use the ··· on a row to Edit or Delete it. After deleting, press Undo in the message if you change your mind.

You can also add a task from a pipeline card: hover over the card and press +.

What happens next

• Open holds tasks with a due date still to come, Overdue those whose due date has passed, Someday tasks made with no due date, and Done finished ones.
• Pipeline cards show how many open tasks each person has, for example 2 tasks.
• Notes and tasks appear on the contact's timeline, and a contact with any notes can no longer be deleted outright (only archived or erased).

For agencies

Tasks live in each client's account. Open the client first (Sub-accounts › Open) to see and add them.

Troubleshooting

A task due today already shows as overdue. A due date counts from midday on that day. After midday the task moves to Overdue. Set the next day if the follow-up can wait until tomorrow.

My note from the record isn't on the Tasks tab. Only notes with a due date, and tasks made with a title (from the Tasks tab or a pipeline card), are tasks. Add a due date on the record to make a note a task.

"Nothing open. Add a task, or create one from a contact." There are no tasks with an upcoming due date. Check Overdue and Someday.

I assigned a task but the Tasks tab doesn't show who has it. The Tasks tab lists everyone's tasks together. Who a task is assigned to is set on the contact's record.

"Couldn't save that task" Check the title is filled in, then try again. If you picked a contact, make sure you clicked their name in the list.

Related

• Use a contact's record and timeline
• Filter the inbox and use the contact panel
• Move contacts between stages