Work your workflow tasks
Workflow rules create tasks: follow up a quote, chase an overdue invoice, renew a contract, welcome a new customer. Each task has an owner and a due time, and escalates if nobody does it.
Before you start
- Anyone can see their own tasks. To see the team's tasks you need See workflows and their history.
Steps
- Open Workflows → Tasks. My tasks is open.
- Read each task: Task (with the rule that made it), Owner, Due (marked when late, and Escalated when it went further) and State: Open, Done or Cancelled.
- Select the task's title to open the record it is about, such as the quote or the invoice.
- Do the work.
- Back on Tasks, type What was done (optional) and select Done.
- With the right, select Team tasks to see everyone's tasks, for example to cover for a colleague.
[SHOT workflows-tasks 1440x900]Screenshot to come: Workflows → Tasks, My tasks: three open tasks (Follow up quote Q-0142, Collect invoice INV-1042, Renew trade licence) with owner, due time (one late, one Escalated), the What was done field and the Done button, and one Done task with who and when
Good to know
- On Today. Open tasks appear on Today for their owner, and a task gets one notice when it is assigned and one when it is overdue (see notifications).
- Escalation. When a task is still open the rule's set hours after its due, the rule's escalation contact is told and the task shows Escalated.
- Written to the record. Marking a task done clears it from Today and writes it in the record's history.
- Where tasks come from. Only workflow rules create these tasks; see switch on a workflow rule.
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