Tasks & Notes

Tracking Tasks and Notes

Tasks and Notes are displayed in several places within TouchPoint.

  1. 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

  2. Touchpoints Tab - This is located on a person’s record and displays Tasks & Notes that are Owned by/Assigned to or About that person.

  3. 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 - sent to the Assignee (or the Owner, if there is no Assignee) when a Task is created or assigned

  • System Task Accepted - sent to the Owner when the Assignee accepts the Task

  • System Task Declined - sent to the Owner when the Assignee declines the Task

  • System Task Completed - sent to the Owner when the Task is completed

  • System Task Reminder - sent to the Assignee (or the Owner, if there is no Assignee) before the Due Date, based on the TaskReminderDaysBefore setting

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}. The email subject lines also use {assignedByPerson}.

  • When the Owner assigns the Task to a different Assignee, the new Assignee is sent an email. Other changes to the Task, such as editing the details or changing the Owner, do not send an email.

  • When the Assignee accepts, declines, or 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 the ManageTouchpoints role to edit, complete, and delete Tasks that he or she does not own.

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 unless you are the Owner or Assignee (see the Admin and ViewPrivateTouchpoints exceptions below)

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

  • ViewPrivateTouchpoints - Can see all tasks and notes, including those limited to a role and those about themselves

  • Admin - Can also see tasks and notes about themselves, but still cannot see tasks and notes limited to a role they do not have (unless they are the Owner or Assignee, or also have the ViewPrivateTouchpoints role)

  • ManageTouchpoints - Follows the same visibility rules as other Access users, but can edit, complete, and delete the tasks and notes they can see, even if they are not the Owner

Example

  • A task limited to the Finance role can only be seen by users with both the Access and Finance roles, plus its Owner, its Assignee, and users with the ViewPrivateTouchpoints role

  • A task with no role restriction can be seen by any user with the Access role

  • A task you own 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.

Step 1

Go to People > Search Builder > New and add the Condition Has Incomplete Task.

Enter all or part of the Task Details.

This will give you a list of the Assignees who have been assigned a Task (fitting the text you enter), but have not yet completed it. Owners of unassigned, incomplete Tasks that match will also be included.

Leave the field blank to find all Assignees 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 Touchpoints > Owned By / Assigned To 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.

Note

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.

Tip

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, Touchpoints > Owned By / Assigned To 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 People > Search Builder > New and add the Condition Task About With Details.

Enter all or part of the Task Details, and select the Task statuses you want to find. To find incomplete Tasks, select Pending, Accepted, and Declined.

This will give you a list of the people about whom there is a Task (fitting the text you enter) with one of the selected statuses.

Leave the Task Details blank to find all people about whom there is a Task with the selected statuses.

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 Touchpoints > 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.



Latest Update

10/12/2026

Corrected the email template list and when notifications are sent, role-based visibility rules, and Search Builder condition names and fields.