Using the Task List

Use the Task List to add a task, view a list of all completed and incomplete tasks (regardless of due date), or view details of a task.

Tip  You can view a list of tasks due today on your Home page. When you mark a task as complete, it is removed from the list.

Click Task List in the main menu.

To add a new task, click Add Task. See Adding a Task for information about the task record fields.

The tasks are presented on two tabs: Incomplete Tasks and Completed Tasks.

  • Tasks that are overdue are shown in red.
  • If a task is associated with a contact, the contact name is included in the Subject in the list views. To view the contact record, click .
  • To view details of a task, click the subject link.

    Note  If a task is created from an activity plan (see About Activity Plans), the activity plan name and the activity type are displayed beneath the subject.

    Note  If the Activity Type is Email and Auto-Send Email is selected, the email will automatically be sent on the task due date and the task will be deleted. A record of the sent email will be recorded in the assigned contact’s contact history.

  • To mark an individual task as complete when viewing the task list, click the Complete icon next to the task. The task is moved to the Completed Tasks tab.
    To mark a task as complete when viewing the task details, change the Status to “Completed” (or change the Complete % to “100”).
    To mark multiple tasks as completed, select the check box beside each task you wish to mark as complete and click Mass Complete.
  • To delete a task, click the Delete icon. To delete multiple tasks, select the check box beside each task you wish to delete and click Mass Delete.
  • To search for a task or tasks, click Show Search on either the Completed Tasks or the Incomplete Tasks screen (the search filter is applied to both lists). You can search by any combination of keyword, priority, or a range of task due dates. The keyword search searches for the keyword anywhere in the task subject, as well as the activity type for tasks created from activity plans. You can also search just for Keep in Touch Calls, with or without a range of task due dates. Your current search criteria is always displayed above the list and the criteria remain applied even if you leave the task list to work in another area of the program and return later on. To remove your search criteria, simple click Show Search again and click Clear.

    Note  By default auto-send (drip) email tasks are hidden from your incomplete task list. If you wish to view your outstanding drip email tasks, simply click Show Search and uncheck Exclude drip emails.

  • To display a report of your outstanding tasks, click Print List on the Incomplete Tasks list. Whatever search filter you may have applied to the list is also applied to the Outstanding Tasks report. After displaying the report, you can return to the Incomplete Tasks list by clicking Back To Task List.

  • To help you organize your work schedule, IXACT Contact gives you the ability to schedule your tasks in your calendar. To add an Incomplete task to your calendar, click the Add to Calendar icon. A new appointment record is created with the appropriate information auto-populated from the task. You are prompted to either delete or keep the corresponding task. (See Adding an Appointment for information about creating an appointment.)

    Note  When you create an appointment from a task, if you decide to keep the task in your task list, the appointment and task are not linked. Any changes you make to one will have no effect on the other.

    As a member of a team, you have full access to the task lists of other team members who are sharing their task list. Use the drop-down list of team members to select the team member whose task list you wish to access. Upon selecting a team member, the working area updates to display the task list of the selected team member.