Creating a New Task
Last updated
Last updated
New Tasks fall into two categories.
An Unlinked New Task can be created to stand on its own, meaning it is unconnected with anything else, such as Buy batteries at the store.
A Linked New Task is given context by being linked to another Object in Daylite, such as linking the Task to a Person or a Company.
There are a couple of different ways to create a New Task in Daylite.
The first way to create an Unlinked New Task is by selecting the + New Object button. The + New Object button can be accessed from two locations, and both create a New Task that is not connected to any other Object in Daylite, and therefore acts as a stand alone Task.
You can link a New Task to a Person, Company, Appointment, Email, Opportunity, Project, or even another Task, all from Daylite. By linking to an existing Object, you are creating a "to do" list that can be tracked chronologically within the Object itself.
For example, let's say you have an upcoming Appointment with the primary decison maker at ACME Real Estate. Before you meet with them, you want to research their company fully, give examples of the work you have done that lines up with their needs, and have point form questions that you want to ask during the meeting to elicit a "yes" response.
Each of these Tasks can be created easily, by navigating to the existing Calendar Appointment and selecting New Task from under the Activity heading. This links the Task to the Appointment, but would also apply to any Object you want to link to.
Once a New Task is created, it is automatically linked to the Object, and is viewable by tapping either All Tasks or My Tasks under the Activity heading.
It is helpful to understand what each part of a New Task does, and why you should aim to fill out as many sections as possible, because by providing that information now will reward you later.
If you set a New Task "Call Frank to negotiate the price of the deal", the job of calling Frank becomes much easier because his Contact record with phone number is just one click away. Spending some time linking the Task to the right Object will help you when looking back through your Daylite history.
This is a description of the Task. We recommend that you try to give your Tasks fully realized names such as "Find out if John will accept our proposal for the beach photoshoot" instead of "Meeting with John”. This way when reviewing the Task at a later date, you will know exactly what to do. We also want to name Tasks so we can easily tick them off as done. Everyone likes to see a list of Done Tasks in their day. We get an endorphin rush of satisfaction if we complete a Task. You may need to break the job down into several smaller Tasks. As an example, Task # 1 may be to find out John’s phone number, while Task # 2 is to obtain John’s acceptance of the beach shoot proposal. If we do not know John’s phone number (Task 1) then we would not be able to gain his acceptance (Task 2).
Check this box when you complete a Task. Daylite will automatically add an End Date.
If there is any extra supporting information that will not fit in the Task Title this is where you can add additional information or instructions.
You can come up with your own list of Categories and Keywords, or use those that come with Daylite. A good way to use Categories is to indicate the type of activity involved. For example is it an email, a phone call, or something you need to do in the office? You can then use the Category to create smart lists to help sort all of your Tasks into different activities.
This represents the date that the Task is scheduled to be done by. The due date is used to display a Task in other places across Daylite such as the Calendar and the Home View. You should always set a due date as a best practice because then the Task will show on the Daylite Calendar. If you leave the due date blank it limits the chance of you being able to see it again for review, and the Task may be left unfinished. Another reason to set a nominal due date is so that you can get Daylite to remind you about Tasks that might be overdue.
Whoever creates the Task will be set as the Owner. You can change the Owner of a Task so it becomes someone else’s Task to complete and then appears on their Task list, Calendar, Home Screen etc. If you change the ownership of a Task to another user then it is no longer associated with you, the current user, and it will no longer appear in your delegated list or your list of Tasks to do. This means if the Task is completed you would not be notified.
If you delegate a Task to another user then you will notified when the Task has been completed, and the Task is still actually owned by you - the current user. You can then see the list of Tasks you have delegated to others in the Delegated View in Tasks. This is a very useful feature if you are working as a Team in Daylite. You start by creating a Task and outlining the objective. Using the delegate button you can "assign" the Task to another user but still have overall ownership of it. When you choose to delegate you are presented with three options:
You can choose the user to delegate to.
You can add a note to explain why the Task is being delegated or perhaps some extra instructions.
If you decide to check the box called "notify me of changes" the person who has delegated the Task will receive a notification when any changes are made to it.
Linking gives the Task context. If you link a Task to a Person then the Task will appear on the Person’s timelines. This is great when looking back at what you have done with a client.
Adding a repeating Task is a great way to get reminders to do things regularly. Set a repeating Task to remind you to contact your clients and arrange a regular account review. Or have a repeating Task to ensure that you change the entry code for your office building every 6 months. The great thing about repeating Tasks is that the next repeating Task is only created once you have completed the current Task. This means you do not get a long line of similar Tasks stretching into the future when you are reviewing your Task lists.
Setting multiple reminders helps you stay on top of all your Projects, Appointments etc.
Updating your Task status will help keep you focused on the Tasks that need your attention first. If one Task shows a status of Pending, and another Task shows a status of Deferred, you would probably focus on the one that is Pending, as it is more likely to close.
A Task's Type helps define what kind of Task this is, such as a phone call, email, or print media.
Prioritizing your Tasks helps you focus on which one is most important. If you assign a priority of 10 to one Task, and a priority of 5 to another Task, you can complete the more pressing one first, then turn your attention to the lower priorities.
This is a record which stores the date the Task was created and which user created it. This cannot be changed afterwards.
Setting a completion date is optional, however by assigning a completion date to your Task, you have something to reference should the need arise. For example, if you delegated specific Tasks to members of your sales department with a due date, you could reference the complete date to see if the Task was completed on time.
It is possible to define different attributes to control who can View and/or Edit the current Task. If you do not change the permissions then it will automatically be set to Public which means it is viewable by all users. As an example, you might have a Task to arrange surprise party for Steven, who is one of your staff members. By using Permissions you can ensure that the Task is not visible in Daylite to Steven.
If this Task has not yet been assigned to an Object, you may decide to move it into the Tasks Inbox, where it will stay until you want to move it into My Tasks.
Your Task Worklist is where all the really important Tasks live, the ones you consider the highest priority. When creating a New Task, you have the option of adding this Task immediately to the Worklist, which is viewable in the Sidebar under Today.
