Tracking Tasks and Notes¶

Tasks and Notes are displayed in several places within TouchPoint.

Tasks & Notes Search - This page allows you to use filters to find various types of Tasks & Notes based on keywords, owner, assignee, about, campus, dates, and more. This is the easiest way to keep track of Tasks and Notes.

See also

Tasks & Notes Search Page
Touchpoints Tab - This is located on a person’s record and displays Tasks & Notes that are Owned by/Assigned to or About that person.
My Task List - This widget displays on the Home Page and displays any incomplete Tasks assigned to that user.

See also

My Tasks Widget

Automated emails are sent to keep the Owner and Assignee informed of changes. These can be found under Administration > Communication > Email Templates. They are assigned the SystemEmailTemplates role and can be customized by an Admin user. Template names are as follows:

System Task Assigned
System Task Accepted
System Task Declined
System Task
System Task Completed

Note

Do not change or delete any replacement codes in the templates, as functionality will be affected. Codes included are {name}, {taskName}, {createdDate}, {taskStatus}, {aboutPerson}, {ownerPerson}, and {assigneePerson}.

After the initial task notification is sent to the Assignee and the Owner of a Task makes a change to the Task (such as adding Notes), the Assignee is sent an email notifying them that the Task has changed.
When the Assignee accepts and later completes the Task, the Task Owner is sent an email.
The Task remains in the list of Tasks of the Owner on the Task Search page (not on their Home Page Tasks) until the Assignee completes it.
The Task remains on the Home Page of the Assignee (under My Task List) until he completes it.
The Incomplete Task will display on the Touchpoints > About tab of the person about whom the Task was created (the About person).
It will show who is responsible for the Task (the Assignee) and show the status of Incomplete.
The Incomplete Task will also display on the Touchpoints > Owned By / Assigned To tab of the person who is assigned the Task.
Once the Task is completed, the status will change to Completed and still display on the Touchpoints > About tab of the about person and on the Touchpoints > Owned By / Assigned To tab of the Assignee.
In order for a Task to be completed, the Assignee will have to complete a Note.
The completed Note will be listed on the Assignee’s Touchpoints > Owned By / Assigned To tab. The Note will also display on the About person’s Touchpoints > About tab.
The Tasks & Notes Search page will allow you to filter for any Notes that have been entered.
The Tasks & Notes Search page allows you to filter for your Tasks (whether you are the Creator, Owner, or the Assignee).
The Tasks & Notes Search page allows a user with ManageTouchpoints role to view all Tasks.

Who Can See Tasks & Notes?¶

Tasks and notes have built-in privacy controls to protect sensitive information. Here’s how visibility works:

Basic Access Requirements

You must have the Access role to view any tasks and notes about people
You cannot see tasks and notes about yourself

What You Can See

Once you have Access role, you can view:

Tasks/notes you own or are assigned to (regardless of other restrictions)
Tasks/notes with no role restrictions (these are visible to all Access users)
Tasks/notes restricted to roles you have (e.g., if a task or note is limited to the Finance role and you have that role)

Important

This means that any staff members with the Access role will be able to see Tasks & Notes about anyone in the database, unless they are limited to a role that the staff member does not have. Be sure to limit sensitive Tasks & Notes to roles that only the appropriate people have.

Organization Leaders

If you have the OrgLeadersOnly role in addition to Access:

You can only see tasks and notes about people in Involvements where you serve as a leader
You still follow the same role restrictions as above

Special Access Roles

These roles can see all tasks and notes regardless of other restrictions:

Admin - Full taks/note access
ManageTouchpoints - Full task/note access
ViewPrivateTouchpoints - Can view all private tasks and notes (those limited by a role)

Example

A task limited to the Finance role can only be seen by users with both the Access and Finance roles
A task with no role restriction can be seen by any user with the Access role
A task you created or are assigned to can always be seen by you (if you have the Access role)

This system ensures that sensitive information stays with the right people while still allowing appropriate collaboration on tasks and notes.

Using Search Builder to Track Incomplete Tasks¶

Incomplete Assigned Tasks¶

If you are not the Owner of the Task, but are responsible for the Tasks created by someone else for your ministry, you can find which Tasks are incomplete and who they were assigned to by using Search Builder.

Incomplete Tasks About¶

You can also use Search Builder to find individuals about whom there are assigned Tasks, but those Tasks have not been completed.