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.

The Create a task form holds Task name, Due date (optional) (date and time), Assign to (User or Team, then search), and Permissions with the Sharing permissions button, followed by Cancel and Create.

B) Assign a task to a team

1. Ensure a user group has This role is a team ticked (Settings → Users & access → User groups).
2. From Create a task, choose Team and search/select the team. All users 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. To restrict visibility to specific users or groups, confirm at least one entry is listed and remove Anyone, then click Apply (and Create, if this is a new task).

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 Due date, Completed, Assignee, Mentions, Created By or Created on) and use Sort to order the list.
4. Click Export to download the table.

Full detail: Filters & exporting tasks (Document ID: 129).

F) Create a task from an Event

1. Open the Event and select its Overview section, then the Tasks tab. (For how an event's sections are laid out, see Events — Overview (Document ID: 190).)
2. Click Create a task, fill in the task aligned to the event and click Create.
3. The task remains visible within the Event and in the Tasks table, where the icon in the Linked to column opens the event.

Full detail: Contextual task creation (Events, Posts & Projects) (Document ID: 134).

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

1. From the Activity Feed, open the relevant Post.
2. Click the Tasks icon on the post, then Create a task, and click Create. It remains visible in the Post area and in the Tasks table.

Full detail: Contextual task creation (Events, Posts & Projects) (Document ID: 134).

H) Create a task from a Project row

1. In Projects, locate the relevant row, click its Tasks icon and choose Create a task.
2. Click Create. The task is tied to that Project row and is accessible from Tasks, where the icon in the Linked to column opens the row.

Full detail: Contextual task creation (Events, Posts & Projects) (Document ID: 134).

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.