Tasks

Kladana has a simple build-in task management module so you do not need an extra app to delegate and coordinate work in your team. You and your teammates can assign tasks to each other and track their progress. You confirm the task completion by selecting the Done checkbox in the task preferences.

Make sure your teammates enable task notifications so they won’t miss a thing.

• Create task
  • Create task in the Task section
  • Create task in the transaction
  • Create task in the counterparty card
• Types of tasks
• Working with tasks
• Bulk Task Creation
• Task List
• Task notifications

Create task

You can create a task in the Tasks section, in any transaction, and in the counterparty card. To save your time, set automatic task creation in Workflows.

Create task in the Task section

1. In the Kladana workspace, select Tasks.
2. Click +Task.
3. Describe things to do.
4. Select a team member to assign a task to.
5. Specify a due date on a task if necessary.
6. Choose the task type if necessary. Task types should be configured by the administrator in advance.
7. Click Link with transaction or Link with counterparty to associate the task with a transaction or a counterparty.
8. Click Save.
9. Enable the Done toggle to mark the task as completed.

Create task in the transaction

1. In the Kladana workspace, navigate to the necessary transaction.
2. In the Related tasks section, click +Task. All tasks related to the transaction are displayed in this tab.
3. Fill out the task form as described above.
4. Click Save. The created task will be linked to the transaction.

Tasks created in Sales Orders are also displayed in the Sales → Sales Orders section. In the list of Sales Orders, each Sales Order shows the nearest task — the earliest incomplete task that needs to be completed first. A task may have a due date or not. Only the nearest tasks assigned to you are displayed here.

Create task in the counterparty card

1. In the Kladana workspace, select Counterparties → Customers & Suppliers.
2. Select the counterparty in the list.
3. In the Related Tasks tab, click +New task. All tasks related to the counterparty are displayed in this tab.
4. Fill out the task form as described above.
5. Click Save. The created task is linked to the counterparty.

Types of tasks

If you have many tasks, you can categorize them into types. The task type needs to be specified when creating a task. This helps prioritize tasks, track their current statuses, simplifies the task search, and facilitates communication among employees. For example, you can create task types based on:

• Content (Call, Meeting, Documentation),
• Priority (High, Medium, Low),
• Status (New, In Progress, On Hold, Done),
• Additional categories (VIP Client, Negative Feedback, Lead).

Before working with task types, you need to add them in the task settings. Only administrators can add and edit task types.

1. In the Kladana workspace, go to the Tasks section.
2. Click .
3. In the opened window, click +Task type to add a new type. Enter the name and choose a color. You can also edit existing types.
4. To change the sequence of types in the list, click .
5. Click Save.
   

Working with tasks

You can edit, copy, or delete a task.

1. In the Kladana workspace, select the task in the Task section, in the transaction or in the counterparty card (Counterparties → Customers & Suppliers).
2. To edit the task, click . Make the necessary changes and click Save.
3. To copy the task, click Copy. Comments and task completion status will not be copied.
4. To delete the task, click Delete and confirm the action.

You can discuss a task in comments. Add comments to ask questions, provide updates and keep all information to get the stuff done in one place.

1. Select the task in the list.
2. Enter a text in the comment field.
3. Attach a file if necessary. You can also attach up to 20 files to a comment.
4. Click to publish the comment.

Bulk Task Creation

To create identical tasks for multiple counterparties:

1. In the Kladana workspace, select Counterparties → Customers & Suppliers.
2. Use filters to generate a list of counterparties you want to assign tasks to — for example, by last sale date, group, or status.
3. Select the counterparties using the checkboxes. You can select up to 100 counterparties per page.
4. Click Add Related and select Tasks.
5. In the task creation window, fill in the following fields:
   • Task description — add the description. It will be applied to all created tasks.
   • To do till — specify the deadline for completing the tasks.
   • Task type — choose a task type for tracking purposes.
   • Assignee — select an assignee. By default, the owner of the counterparty is assigned to each task.
   • Counterparty links — tasks will be linked to the selected counterparties.
6. Click Create N tasks. To view the task creation results, go to Settings → Data Exchange → Import.
   
7. Notifications for bulk-created tasks work the same as for individual tasks — they are sent when a task is assigned, overdue, or updated. For more details see Task notifications.

Task List

Tasks are grouped by due date in the Task section:

• Today — tasks for the current calendar day, overdue tasks, and tasks without a set due date.
• Tomorrow — tasks for the next calendar day.
• Week — tasks for the current week.
• Later — tasks with a due date after the current week.
• Overdue tasks are displayed in red.

Tasks can also be filtered by due date, counterparty, status, assignee, author, and task type.

Task notifications

Notifications alert you and your team members about task-related updates: new tasks and comments, as well as important changes to existing tasks.

Notification types:

• Task assigned
• Task updated
• Task comment edited
• Task comment deleted
• Task completed
• Task deleted
• New comment added
• Task overdue
• Task reopened
• Task unassigned

Notifications are sent to the task Author and Assignee, except when they are the ones making the change (e.g. creating or editing the task or comment). Notifications can be disabled or customized in the notification settings.