The Taskforce is a centralised place in Lifesycle where all tasks can be created and assigned to users. It also integrates in to the property profile, contacts, and the dashboard.
To access the main Taskforce page, click on the icon on the left hand side of the screen from any page.
You can also access the taskforce page from the property profile, and the contact detail. The tasks you will see here are tasks related to the property profile or contact detail you are on.
Property Profile:
Contact detail:
You can also access your in progress and to do tasks assigned to you from the dashboard.
First of all, lets take a look at the main Taskforce page.
Now let's take a look at creating a task. To create a task, click the 'create task' button on the top left corner of the main taskforce page.
The create a task page will open up and you will begin to create your task.
Begin by entering in the title, if this task has been saved as a template before you can select the task from a drop down list. This will auto populate the remaining fields.
If this task has not been saved as a template before, fill in the title, description, select assigned user, related property or contact, start date, due date, category, priority and which user you would like to be notified when the task has been completed. You can then save the task as a template so the next time you go to create a task, you can search the title so that the remaining fields auto populate. When completed, click create.
Back on the main task page, on the left hand side we have our filters.
My tasks - Tasks that have been assigned to you.
Unassigned - Tasks that have yet to be assigned to a user.
To Do - Tasks that are on or after their start date, but are not yet overdue.
In progress - Tasks that are currently being worked on.
Resolved - Tasks that have been completed.
Upcoming - Tasks that have not yet reached their start date.
Overdue - Tasks that have not been completed that are past their due date.
First of all lets take a look at My tasks, when you click on my tasks, you will see the tasks that have been assigned to you. On the left you have your to do tasks, in the middle your in progress tasks, and on the right your resolved tasks.
You can click, hold and drag a task over to any other section to change the status of the task.
If we click on the 3 dots on any of the 'to do' or 'in progress' tasks, we can open up the task detail, mute any autotasks for the property or contact, or delete the task.
Lets take a look at the task detail.
At the top we have the task title and description.
To the right of the title, we can change the status of the task.
Underneath the description on the left, we have the assigned user, and the related contact/property.
Click on the assigned user to re-assign to another user.
Click related property or contact to change. If you click related property, you will then search the property and select, if you click related contact, you will then search the contact and select. If you select none, you won't do either of these things.
To the right of that you can edit the start date, due date, and the user that will be notified when the task has been completed.
At the bottom of the task, on the left you have the task note timeline, click add note to add a note to the timeline, on the right you have your associated tasks. Remember to click save if you make any changes.
Now lets take a look at what happens when we mute a task.
First of all you will select which autotasks you would like to be muted for the related property or contact.
Then you will select the length of time you would like these autotasks to be muted for.
Then you will describe why you are muting these tasks, then click mute autotasks.
Next we have unassigned tasks, unassigned tasks are automated tasks. There are 3 types of automated tasks, you can turn these on and off in automations. Tasks also become unassigned when a user is removed from the system.
Types of automated tasks:
1. MA not yet sent - If an MA has not been sent 2 days after the appointment date, an automated task is created.
2. Property on hold - If a property has been on hold for 30 days, an automated task is created.
3. MOS not sent - If property is at SSTC for 3 days and the MOS has not been sent, an automated task is created.
When on the unassigned tasks tab, you will see each task, the day it was created, and how many days have passed since the task was created.
If we click the 3 dots on the right of a task, we can go to the task detail, mute the task, or delete it.
Next we have our to do tasks. On each task you will see the title, description, related contact/property and the priority. Click the three dots on the right of a task to go to the detail, mute the task, or delete.
Next we have our in progress tasks. On each task you will see the title, description, related contact/property and the priority. Click the three dots on the right of a task to go to the detail, mute the task, or delete.
Next we have our resolved. On each task you will see the title, description, related contact/property and the priority. Click the three dots on the right of a task to go to the detail, re-open the task, or delete.
Next we have our upcoming tasks. On each task you will see the title, description, related property or contact, and the amount of days left until the start date. Click the three dots on the right to go to the task detail, mute the task, move the task in to your to do list, or delete.
Next we have our overdue tasks, on each task you will see the title, description, related propert or contact, and the amount of days that have past after the tasks due date. Click the three dots on the right to go to the task detail, mute the task, or delete.
Back on the main task page, we have our Category filters. Categories for tasks are selected when tasks are being created. You can select/unselect different categories in order to see the related tasks to each category. Click clear all to remove your selections.
Now lets look at how we create a task.
First, on the top left side of the Taskforce page, click create task.
You will then come to the task creation page.
The first bit of information you will enter is the task title, when entering in the task title, you will be able to load any task templates you have previously created, by searching the title and selecting from the drop down list. When you click on the task template, the other fields will auto populate. If you have made a mistake, you can reset the task template.
Now if you are creating a new task (not using a template) enter the task title, and description, and select the assigned user.
Then select the related user or property of the task, if you select contact, you must then search for the contact and select. If you select property, you must then search for the property and select. If there is no related contact or property, you can select none.
Then enter in the start date and due date of your task.
Select the category and priority.
Select which users you would like to be notified when the task is completed.
If you would like to save this task as a template so it can be used again simply by searching the title, then click save task as template.
Then click create.
Something worth knowing
When a task is assigned to a user, that user will receive an email that they have been assigned a task. The email will not go out for at least 15 minutes after the task has been assigned. This is because the system will wait to see if any more tasks have been assigned within that time frame and will band them together on the same email.