Tabs¶

By default, when you arrive at this page, you will be viewing All Tasks and Notes. Use the quick filters at the top of the page to narrow the list:

• Open Tasks - Tasks that are Pending, Accepted, or Declined

• My Action Required - Tasks that are waiting on you to accept, decline, complete, or edit them

• Complete - Completed Tasks and Notes

Filtering¶

This page has a number of ways to filter the list of Tasks and Notes. To access the advanced search and filter options, click on the down arrow to the right of the Search bar.

Keywords

Select the appropriate Keyword(s) from the drop-down list.

People Involved

You can filter by the following people involved in a Task or Note:

• Owner - In many cases, this will be the same as the Creator. Otherwise, it will be to whom the Task was transferred, if it has been transferred.

• Assignee - This is the person that has been assigned to complete the Task.

• About - This is the person about whom the Task was created, i.e. the person that will receive the ministry touch.

A Task may also have a Creator, who is different from the Owner if ownership has been transferred. The Creator is not a filter option, but you can see who created a Task by clicking its Due Date / Event Date.

Campus

Select the Campus to filter for Tasks or Notes in which the About Person(s) is associated with the specified Campus.

Dates

Created - Select the Start Date and End Date to filter for Tasks and Notes created within a specific time period. You may also specify only a Start Date to filter for Tasks and Notes that have been created since that date. Specify only an End Date to see Tasks and Notes created through that date.

Due / Event - Select the Start date and End Date to filter for Tasks due within a specific time period. You may also specify only a Start Date to filter for Tasks that are due after that date. Specify only an End Date to see Tasks due through that date. Tasks without a Due Date will appear in the filtered list.

Role

Select the appropriate Role from the drop down list to filter for Tasks/Notes limited to that Role. Not all of your church’s Roles will appear in this list, just those that are indicated in the LimitToRolesForTasksNotes Setting, located by navigating to Admin > Advanced > Settings > Features > Tasks & Notes.

Type

Select the appropriate Type from the dropdown list.

• Complete - The ministry assignment has been done; the Task is complete. You will also see the Notes about the Completed Task.

• Pending - Assignee has not yet accepted or declined the Task.

• Accepted - Assignee has accepted the Task.

• Declined - Assignee has declined the Task.

• Note - This will allow you to filter for only the Notes, filtering out the Tasks.

• Archived - This will filter for those Tasks and Notes that have been archived.

Quick Search¶

As an alternative to the Advanced Search, you may type directly into the Search Bar to utilize the powerful Quick Search feature. Your results will update on the page as you type, while it searches the database. For example, you may type any of the following options to quickly filter the page:

• Owner’s Name

• Assignee’s Name

• About Person’s Name

• Partial Task/Note Details

• Role

Easy Access¶

The Tasks & Notes Search page has easy access to the following:

• People Record - Click the Assignee’s Name, Owner’s Name, or About Person’s Name to navigate to his/her People Record.

• Creation Details - Click on the Due Date / Event Date to obtain more information about the Task/Note Creator and the Date the Task/Note was Created.

• Task/Note Details - Click the Sideways Arrow at the end of the line for a Task/Note that contains more information than what is displayed on the screen.

Actions¶

This page offers several actions regarding the Tasks you are viewing. Anyone with Access can perform these actions for his own Tasks…or for other Tasks, if he has the role ManageTouchpoints. You will notice a menu available on the upper right-hand side of the Task/Note. When clicked, you may have access to these items:

Edit

This option allows you to make changes to the Task or Note.

Important

There are several rules that govern when and who can edit tasks or notes:

• You can edit a Pending, Accepted, or Declined Task at any time if you are the Task Owner. (A Pending Task cannot be edited by an Owner who is also its Assignee.)

• You can use Edit Task on a Completed Task on the day it was completed or the following day if you are the Task Owner and not its Assignee.

• You can use Edit Note on a Completed Task at any time if you are the Task Owner or Assignee.

• You can edit a Note on the day it was created or the following day if you are the Note Creator.

• Otherwise, only those with the Admin or ManageTouchpoints role can edit the Task or Note.

Accept

For Pending and Declined Tasks, you will have the option to Accept them, indicating that you have the intention of completing them. This is typically done when you receive the Task assignment.

Decline

For Pending and Accepted Tasks, you have the ability to Decline them. When declining a Task, you will be able to include a reason for not being able to complete the Task. This will be emailed to the Task Owner.

Complete

For Pending, Accepted, and Declined Tasks, you may Complete them. When completing a Task, you will be able to include details about the visit/conversation you had. The Date will automatically be set to today, but you may indicate a different date; finally, complete any Extra Questions associated with this particular Task.

Create Follow-Up Task

For Completed Tasks and Notes, you may create a Follow-Up Task. The Follow-Up Task will be linked with the original Task/Note.

Unarchive

For archived Tasks and Notes, you may Unarchive them so they display in the list again.

Mass Actions¶

By checking the box to the left of the Task/Note Details and then selecting the small down arrow at the top of the page (to the left of the search bar), you may take several mass actions:

Assign

Assign the selected Task(s) to a particular individual

Complete

Mark the selected Task(s) as Complete. If you have several Tasks that you have actually completed, but have not marked Completed, you can do that as a batch process.

Archive

Archive the selected Task(s). You can archive older Tasks so they will not display unless you filter for the Archived Type in the advanced search.

Delete

Delete the selected Tasks / Notes. If you have created Tasks/Notes in error or as a test, you can delete those items.

Important

There are several rules that govern when and who can delete tasks or notes:

• If you are the Owner, you can delete a Completed Task on the day it was completed or the following day, and a Note on the day it was created or the following day.

• Open Tasks (Pending, Accepted, or Declined) and older Completed Tasks and Notes can only be deleted by those with the ManageTouchpoints or Admin role.

• You cannot delete a Task or Note that has a Follow-Up Task associated with it. The Follow-Up Task would need to be deleted first, then you can delete the original Task or Note.

Add Keywords

Add keywords to the selected Tasks / Notes.

Export to Excel

Export the selected Tasks / Notes to Excel, which will include keyword questions and answers data.

Unarchive

Unarchive the selected Tasks / Notes.

Corrected who can see Tasks & Notes, page size options, quick filters, quick search fields, and edit and delete rules.