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Task Management Feature

Overview

Task Management (/tasks) enables teams to create, assign, track, and complete tasks with due dates, priorities, and associations to contacts and deals. Tasks support both list and calendar views for flexible task organization, helping teams stay organized and meet deadlines.

Features

1. Task Management

Create Tasks: - Add new tasks with: - Task title, description - Priority (Low, Medium, High) - Due date and time - Assignee (team member) - Related contact (optional) - Related deal (optional) - Tags

Edit Tasks: - Update task information

Delete Tasks: - Remove tasks

Complete Tasks: - Mark tasks as done - Toggle completion status - Completion timestamp

Task Details View: - Comprehensive task profile - All task information - Related contact/deal - Activity timeline - Notes

2. View Modes

List View: - Organized task list - Grouped by status: - Overdue tasks (red indicator) - Today's tasks - Upcoming tasks - Tasks without due date - Completed tasks - Task cards with key info - Quick action buttons

Calendar View: - Visual calendar layout - Monthly calendar - Task placement on dates - Color-coded priorities - Click to view details - Drag-and-drop rescheduling

3. Task Filtering

Status Filter: - Filter by completion status - All tasks - Pending - Completed - Overdue

Priority Filter: - Filter by priority - All priorities - High priority - Medium priority - Low priority

Assignee Filter: - Filter by assignee - All assignees - Assigned to me - Unassigned - Specific team member

Search: - Search tasks by title or description

4. Task Organization

Priority Levels: - Three priority levels - High (red indicator) - Medium (yellow indicator) - Low (green indicator)

Due Date Management: - Date and time tracking - Date picker - Time selection - Overdue indicators - Today indicators

Task Grouping: - Automatic organization - By due date - By status - By priority - By assignee

5. Task Actions

Quick Actions: - View task details - Edit task - Delete task - Toggle completion - Change priority - Reschedule - Reassign

6. Task Analytics

Completion Rate: - Track task completion - Overall completion percentage - Per-assignee completion - Per-priority completion

Overdue Tracking: - Monitor overdue tasks - Overdue count - Overdue duration

Productivity Metrics: - Team productivity insights

7. Pagination

50 Tasks Per Page: - Efficient loading - Page navigation

7. Task Relationships

Relationships: - Link to contacts - Link to deals - Standalone tasks (no link)

Relationship Benefits: - Context from related records - Quick navigation - Relationship history

8. Due Date Management

Due Date Features: - Date picker selection - No due date option - Overdue detection - Calendar integration

Use Cases

Use Case 1: Create Task from Contact

Scenario: Agent needs to follow up with a contact next week.

Steps: 1. Open contact details 2. Click "Create Task" 3. Enter task title: "Follow up call" 4. Set due date: Next week 5. Set priority: HIGH 6. Assign to self 7. Save task 8. Verify task appears in Tasks list

Expected Outcome: Task created and linked to contact, visible in Tasks page.

Use Case 2: View Tasks in Calendar

Scenario: Manager wants to see all team tasks for the month.

Steps: 1. Go to Tasks 2. Switch to Calendar view 3. View monthly calendar 4. See tasks on their due dates 5. Click task to view details 6. Drag task to change due date

Expected Outcome: All tasks displayed on calendar with easy date management.

Use Case 3: Filter Overdue Tasks

Scenario: Team lead needs to find all overdue tasks.

Steps: 1. Go to Tasks 2. Set filter: Status = "Overdue" 3. View overdue tasks 4. Assign or complete tasks 5. Update due dates as needed

Expected Outcome: All overdue tasks displayed for action.

Use Case 4: Assign Task to Team Member

Scenario: Manager wants to assign task to specific team member.

Steps: 1. Go to Tasks 2. Create or edit task 3. Select assignee from dropdown 4. Save task 5. Filter by assignee to verify 6. Team member sees task in their list

Expected Outcome: Task assigned and visible to team member.

Use Case 5: Complete Task

Scenario: Agent finishes a task and marks it complete.

Steps: 1. Go to Tasks 2. Find task in list 3. Click complete checkbox 4. Task moves to completed status 5. Verify task marked complete 6. Filter shows in completed view

Expected Outcome: Task marked as completed and filtered accordingly.

Test Cases

Test Case 1: Create Task

Test: Verify task creation

Steps: 1. Go to Tasks 2. Click "Add Task" 3. Fill in fields: - Title: "Test Task" - Description: "Test description" - Due Date: Tomorrow - Priority: HIGH - Assignee: Current user 4. Save task 5. Verify task appears in list 6. Open task details 7. Verify all data saved correctly

Expected Result: Task created successfully with all data preserved

Test Case 2: Filter by Status

Test: Verify status filtering

Steps: 1. Create tasks with different statuses 2. Filter by "Pending" 3. Verify only pending tasks shown 4. Filter by "Completed" 5. Verify only completed tasks shown 6. Filter by "Overdue" 7. Verify only overdue tasks shown

Expected Result: Status filtering works correctly

Test Case 3: Filter by Priority

Test: Verify priority filtering

Steps: 1. Create tasks with different priorities 2. Filter by "HIGH" 3. Verify only high priority tasks shown 4. Filter by "MEDIUM" 5. Verify only medium priority tasks shown 6. Filter by "LOW" 7. Verify only low priority tasks shown

Expected Result: Priority filtering works correctly

Test Case 4: Filter by Assignee

Test: Verify assignee filtering

Steps: 1. Create tasks assigned to different users 2. Filter by specific user 3. Verify only that user's tasks shown 4. Filter by "All" 5. Verify all tasks shown

Expected Result: Assignee filtering works correctly

Test Case 5: Search Tasks

Test: Verify search functionality

Steps: 1. Create task: "Follow up with John" 2. Search for "Follow" 3. Verify task appears 4. Search for "John" 5. Verify task appears 6. Search for "nonexistent" 7. Verify no results

Expected Result: Search finds tasks by title and description

Test Case 6: Complete Task

Test: Verify task completion

Steps: 1. Create pending task 2. Mark task as complete 3. Verify status changed to completed 4. Filter by completed 5. Verify task appears 6. Uncomplete task 7. Verify status changed back

Expected Result: Task completion toggle works correctly

Test Case 7: Calendar View

Test: Verify calendar view functionality

Steps: 1. Create tasks with different due dates 2. Switch to calendar view 3. Verify tasks appear on correct dates 4. Click task on calendar 5. Verify task details shown 6. Drag task to different date 7. Verify due date updated

Expected Result: Calendar view displays and manages tasks correctly

Test Case 8: Overdue Detection

Test: Verify overdue task detection

Steps: 1. Create task with past due date 2. Verify task marked as overdue 3. Filter by overdue 4. Verify task appears 5. Update due date to future 6. Verify task no longer overdue

Expected Result: Overdue detection works automatically

Test Case 9: Task Assignment

Test: Verify task assignment

Steps: 1. Create task 2. Assign to user A 3. Verify assignee set 4. Filter by user A 5. Verify task appears 6. Reassign to user B 7. Verify assignee updated

Expected Result: Task assignment and reassignment work correctly

Test: Verify task-contact linking

Steps: 1. Create contact 2. Create task linked to contact 3. Verify link established 4. Open contact details 5. Verify task appears in contact's tasks 6. Open task details 7. Verify contact link shown

Expected Result: Task-contact linking works bidirectionally

API Integration

Create Task

Endpoint: POST /rest/v1/tasks

Request: 

{
 "organization_id": "org-uuid",
 "title": "Follow up call",
 "description": "Call customer about quote",
 "due_date": "2025-01-15T10:00:00Z",
 "priority": "HIGH",
 "assignee_id": "user-uuid",
 "contact_id": "contact-uuid",
 "deal_id": null
}

Update Task

Endpoint: PATCH /rest/v1/tasks/{id}

Request: 

{
 "completed": true,
 "priority": "MEDIUM"
}

Get Tasks

Endpoint: GET /rest/v1/tasks

Query Parameters: - organization_id - Filter by organization - assignee_id - Filter by assignee - contact_id - Filter by contact - deal_id - Filter by deal - completed - Filter by completion status - priority - Filter by priority

Best Practices

  1. Task Organization
  2. Use clear, descriptive titles
  3. Set appropriate priorities
  4. Assign tasks promptly

  5. Set realistic due dates

  6. Task Management

  7. Review tasks daily
  8. Complete tasks promptly
  9. Update due dates as needed

  10. Link tasks to contacts/deals for context

  11. Team Coordination

  12. Assign tasks clearly
  13. Use priorities effectively
  14. Communicate task status

  15. Review overdue tasks regularly

  16. Calendar Usage

  17. Use calendar view for planning
  18. Review monthly task distribution
  19. Adjust dates for workload balance

  20. Plan ahead for deadlines

  21. Task Completion

  22. Mark tasks complete when done
  23. Review completed tasks periodically
  24. Archive old completed tasks
  25. Learn from task patterns

Troubleshooting

Tasks Not Appearing

Issue: Created tasks not visible

Solutions: - Check filters applied - Verify organization context - Refresh page - Check assignee filter

Calendar Not Showing Tasks

Issue: Tasks not appearing in calendar view

Solutions: - Verify tasks have due dates - Check date range - Refresh calendar - Verify task visibility

Overdue Not Detecting

Issue: Overdue tasks not marked

Solutions: - Verify due dates are set - Check system time - Refresh task list - Verify task status

Last Updated: January 2025