To-Dos bring structure to unstructured processes and allow users to capture and track ad-hoc tasks that may be needed to move a process forward even when they are not part of the standard process.
Tutorial video can be found here
What is 'To-Dos'
A To-Do is an ad-hoc task that can be associated with any record and completed by any user who has access to view it. A To-Do requires a Subject line, though will default to “To-Do for the Associated Record Name” if left blank.
Once created, a user can click into the To-Do, update the Subject Line, update the Assigned To user, add a due date, @mention teammates, add notes for context, tag related records and upload files.
Creating a To-Do
There are several places within the system to create To-Dos.
- From Home in the User’s In Progress Menu
- From a Conversation-- whether from Home or within a record-- while hovering over the relevant post
- From the To-Dos Menu on a record, found under Apps and the Activities Menu
- From within a Task on a Workflow-- whether from Home or within the Workflow Task. If on a task, the To-Do must be completed before the task can be marked complete.
The To-Do's creator will default to the Assigned-To user. To update this, click the Assigned-To user icon and choose a new assignee. The creator will then be added as a Shared-With user. All at-mentioned users will appears as in the upper left of the To-Do screen. The To-Do will appear in the Home menus of all included users.
Tagging Associated Records to A To-Do
Often To-Dos pertain to records in the system, such as an Account, a Bid Opportunity or a Carrier. If this is the case, you are able to tag the appropriate record(s) into the To-Do. If a To-Do is created from a conversation post, a record or a task, the relevant record will already be tagged.
If you are tagging a record after creating the To-Do, or adding additional records, click into the search bar and choose which record type you would like to browse. The first 20 records will be displayed in alphabetical order.
To limit the list of possible records, begin typing the desired record’s name. See the example above, in which we’ve chosen the Account Record type, then begun typing the name of the account, Falcon Industrial. From here, we can click to add this account to the To-Do.
Accessing and Editing To-Dos
An open To-Do may be viewed from the Home screen In Progress Menu. They will appear for the creator as well as all team members who have been @mentioned. To-Dos are identifiable via the checkbox found to the right of the screen. Clicking this checkbox will complete and close the To-Do, moving it under the History Menu.
Using the filter on the In Progress, Agenda or History Menus, you can also update the toggles to view only To-Dos if you so choose.
To-Dos attached to a record will also appear on the To-Dos Menu page for that record. A single To-Do may appear on multiple records if multiple records have been tagged. You can also use the toggle in order to see all open To-Dos on a record or all completed To-Dos.
Once accessed, a To-Do can be updated by any user. The user can click into the To-Do and update the due date, @mentions, notes, tagged records and uploaded documents.
A To-Do can be completed by any user that can view the To-Do. For example, if the user has access to the record or conversation on which the To-Do is created, they will be able to click into the To-Do, view the information and click the check mark to complete it. The system will display who completed it.
If a user is @mentioned or the creator, the To-Do will be available in their In Progress Menu from which they can complete it by clicking the checkbox to the right of the item.
This will mark the To-Do complete and move it under the History Menu for all @mentioned users. It will also display who completed it.
If no longer relevant, the creator can delete a To-Do by clicking into it, clicking the three ellipses in the upper right hand corner and then choosing Delete. Please note, this is a HARD delete, fully removing the item from the database and ONLY the creator can delete it, even if they are no longer associated with it.
To-Dos are currently available on tasks within the Mobile App. To create and view To-Dos, select a task from Agenda or from within a workflow. As in the desktop version, you will have the option to add and complete To-Dos near the bottom of the task.