All activities you have to do can be held on Capsule. Rather than just a list for your personal use, a history of all activities for each party is stored so other users understand what has been done. The last 20 activities are shown on the dashboard and these include completion of tasks.
These can be added as individual tasks against different records in Capsule. These tasks are simply added to the record of choice and can be left with no date – expected to be done today or very soon – or set with a date in the future. Alternatively if there are a group of tasks that consistently happen in the same order after a triggering event, these can be added as a pre-configured track. If you are finding you are always keying in the same tasks for the same type of event, like an enquiry, then as your administrator to create a track for you. Tracks are explained in more detail below.
Whether tasks are completed immediately or in the future, you need to decide where the history of the task should be held, against an opportunity, a person or company. Tasks can be created within the contact record and when complete it automatically shows within the contact’s history.
Tasks attached to contacts
a task attached to a contacts is seen by all users and can be completed by all users. When completed, the task will show in the contact’s history.
a task completed against a person will show on the record for the person and ALSO on their company record.
a task completed against a company will only show against the company and NOT against any of the staff attached to the company
Tasks attached to opportunities
Some tasks are related to a specific opportunity for a potential customer. Attaching a task to the opportunity instead of directly on the contact record means you can manage all activities necessary to complete new business through the dashboard on the opportunity pipeline window.
Tasks attached to your own user record
You may choose to attach personal to do lists to your own record. This means you can keep all your activities current in Capsule.
All tasks overdue or due in the next 7 days are shown on your dashboard, party record and task list. You can see a list for all tasks that have to be completed by everyone on the task list.
All tasks beyond 7 days are shown on the contact record (in date order) and in the task list.
It is possible to create a series of tasks that are related in a track. Your administrator sets up these tracks. If you are consistently adding the same series of tasks for different opportunities or cases then ask you administrator to create a new track. This allows you to select the track and then all tasks will immediately appear.
Tasks show against the records they were created against. This is in the contact history record on the summary page and also if against a person then also in their company record.
If you have a series of tasks that you always want to step through for opportunities or cases, check out Tracks