Tracking Tasks and Contacts¶
Within TouchPoint are several places that Tasks and Contacts are displayed. We have search pages for both Contacts and for Tasks. And these pages have filters to help you find various types of Contacts and Tasks as well as finding them based on their status, and more.
Using the search pages are the easiest ways to keep track of Tasks and Contacts. In order to view all Tasks and not just those to which you are connected, you will need the user role ManageTasks.
Search Builder also has conditions to help you find those with Incomplete Assigned Tasks or Incomplete About Tasks. There are also automated emails that are sent to keep the Owner and Delegate informed of changes.
If the owner of a Task makes a change to the Task (such as adding Notes), the delegate is sent an email notifying them that the Task has changed.
When the delegate 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 Delegate completes it.
The Task remains on the Home Page of the delegate (under My Tasks) until he completes it.
The incomplete Task will display on the Ministry > Task About tab of the person about whom the Task was created (the About person). It will show who is responsible for the Task (the delegate) and show the status of Incomplete.
The incomplete Task will also display on the Ministry > Task Assigned tab of the person who is assigned the Task.
Once the Task is completed, the status will changed to Completed and still display on Task About tab of the about person and and on the Task Assigned tab of the delegate.
In order for a Task to be completed, the delegate will have to complete the Contact form.
Once the Contact form is completed the Contact will be listed on the delegate’s Ministry > Contacts Made tab.
The Contact will also display on the about person’s Ministry > Contacts Received tab.
The Contact Search page will allow you to filter for any Contacts that have been entered.
The Task Search page allows you to filter for your Tasks (whether you are the Originator, Owner, or the Delegate).
The Task Search page allows a user with ManageTasks role to view all Tasks.
Using Search Builder to Track Incomplete Tasks¶
You can also use the Task Search page to find incomplete Tasks. To view Tasks for which you have no connection, you must have ManageTasks role.
- 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.
- Step 1
Go to Search > Search Builder > New Search and add the Condition Has Incomplete Task.
Enter either part of the Task Name / Subject or the Task Owner’s name.
This will give you a list of the delegates who have been assigned a Task (fitting the text your enter), but has not yet completed it.
Leave the field blank to find all delegates with incomplete assigned Tasks.
- Step 2
Click the name of any individual in the list to open that person’s record in another tab in your browser (leaving your search intact). Go to the Ministry > Task Assigned tab where any incomplete tasks assigned to that person will display at the top of the list.
Return to the browser tab with your search and continue clicking on names to look at their incomplete Tasks.
When you click on the person’s name, if a new browser tab does not open, go to your user login in the top right of the window and make sure that Open Person in New Tab is selected.
If you know a specific individual who has been assigned Tasks and you want to see if they have completed them, just go directly to their people record, Ministry > Tasks Assigned. tab. The incomplete tasks will display at the top of the list.
- 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.
- Step 1
Go to Search > Search Builder > New Search and add the Condition Has Task About Person.
Enter either part of the Task Name / Subject or the Task About Person’s‘ name.
This will give you a list of the people about whom someone has been assigned a Task (fitting the text your enter), but has not yet completed it.
Leave the field blank to find all people about whom there is an incomplete Task.
- Step 2
Click the name of any individual in the list to open that person’s record in another tab in your browser (leaving your search intact). Go to the Ministry > Task About tab where any incomplete tasks about that person will display at the top of the list.
Return to the browser tab with your search and continue clicking on names to look at their incomplete Tasks About.