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
• 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. Link the task with a counterparty or a transaction if necessary.
8. Click to attach a file.
9. Click Save.
   
10. Add a comment to the task if necessary. Enter text in the field and click Write. You can also click and attach up to 20 files to the comment.
11. Check the Done checkbox when the task is finished.

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. Click and select the action: Edit, Copy, or Delete. Comments and status are not copied when duplicating the task.
3. Click Save.

You can discuss a task performing right in the task preferences. Comments allow you to ask questions, provide updates and keep all information to get the stuff done in one place.

1. In the Kladana workspace, select Tasks.
2. Select a task you want to add a comment on.
3. In the Notes section, write your questions or comments.
4. Click Send.

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 remind about assigned tasks:

• The assignee will receive an email notification upon task assignment and any changes to it;
• The task creator will receive a notification when the assignee closes it;
• If an employee assigns themselves as the assignee during creation, no notification is sent.

To configure notifications, click on the user icon, select My Profile, and check or uncheck the Tasks checkboxes.