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. .. seealso:: :doc:`TaskNoteSearch` 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. .. seealso:: :doc:`/CustomProgramming/HomepageWidgets/MyTasks` 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. .. _WhoCanSeeTasksNotes: 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.