Tasks — Workflows: step-by-step

This page collects the most common Tasks workflows as numbered, end-to-end procedures.

A) Create a standalone task from the Tasks screen

1. Go to Tasks in the left-hand navigation and click Create a task.
2. Name the task — use the Task name field to @-tag Contacts (People or Organisations) as needed.
3. Set the due date and time (optional).
4. Assign the task to an individual user (search in the dropdown).
5. (Optional) Click Sharing permissions and set access — Full Access, View and Edit, or View only — restricting to groups as needed.
6. Click Create. The assignee is notified and the task appears in the table.

B) Assign a task to a team

1. Ensure a User Group has been toggled to Set this role as a team in User Group settings.
2. From Create a task, choose Team and search/select the team. All Contacts in that team are assigned.
3. Set any Sharing permissions and click Create.

C) Tag Contacts (mentions) in a task

1. In the Task name field, tag the People or Organisations relevant to the task (they do not need to be users).
2. Create the task.
3. Tagged users receive a mention/notification.
4. All tagged Contacts get the task on their profile Tasks tab and appear in the task's Mentions column.

D) Set task permissions

1. In Create a task (or when editing), click Sharing permissions to open the Edit permissions panel.
2. Add Users or User groups and set an Access level: Full Access, View and Edit, or View only.
3. Use this to restrict visibility to specific groups if required, then click Apply and Create.

E) Work with views, filters, and export

1. Use the left-hand views (Today / Upcoming / Overdue / All / Completed) to scope your list.
2. Toggle All Tasks / My Tasks at the top of the table.
3. Apply Filters (Where-conditions on any column — due date, completed, assignee, mentions, created by, created on) and use Sort to order the list.
4. Click Export to download the table.

F) Create a task from an Event

1. Open the Event and go to the final step of the Event overview.
2. Create the task(s) aligned to the event and Save.
3. The task remains visible within the Event and in the Tasks table (use Link to from the table to jump back).

G) Create a task from a Post (Activity Feed)

1. From the Activity Feed, open the relevant Post.
2. Create the task and Save. It remains visible in the Post area and in the Tasks table.

H) Create a task from a Project row

1. In Projects, locate the relevant row and create the task alongside it.
2. Save. The task is tied to that Project row and is accessible from Tasks with a Link to back to the row.

I) Find tasks for a person

1. Open the Person profile.
2. Go to the Tasks tab to see tasks assigned to them or where they are mentioned.