While there are a few different categories of tasks within Virtuous they all are utilized the same way - to coordinate future actions within your team and keep everyone humming along smoothly and efficiently.
A task can be any of the following: Task, Recurring Task, Automated Task, Communication Task, Grant Task. While all tasks work the same way and can be managed from within the tasks page, they are created through different formats:
Tasks: Manually one-by-one, manually in bulk, via automation, via the task widget on the dashboard, through the tasks page.
Recurring Tasks: Manually one-by-one, via the tasks widget on the dashboard, through the tasks page
Automated Tasks: Via the tasks widget on the dashboard, through the tasks page
Communication Task: Through the campaign communication page
Grant Task: Through the grants page
Manually Adding a Single Task:
It's easiest to add a single task directly from the contact record, by navigating to the Tasks Tab.
Once in the Tasks Tab, you'll enter all of the relevant information in the Add A Task box
Task (required): Enter a brief explanation of the task that needs to be done.
Although this is an open text box, think of this field as the title for the task, precise but not overly detailed.
Description: Utilize this field to document any and all details relating to this task, things like background information, or instructions for the assignee.
Due Date (required): This field will default to two calendar days from the date of entry but can be set for any future date.
Recurring: If this box is unchecked, a single task will be created. If this box is checked, a single task will still be created, but upon completion of the first task a duplicate task will be created based on the frequency identified in the next field.
Frequency: This field will be available once the Recurring box is checked.
The options available in the drop down are: Annually, Monthly, Quarterly, Weekly
Individual: A task, while housed on the Contact record, can be attached to a specific individual. If it is attached to an individual, you'll see that indicated on the task itself.
Owner: Identify the Virtuous user that this task will be assigned to.
Manually Adding Tasks In Bulk:
You can add an identical task to multiple contact records from a query or your contact queue.
If you are using the results from a contact query, you can click into the actions button and select Add Task For Contacts.
Confirm you want to complete a bulk action, fill out the appropriate fields for your Task and click Save.
You'll then get a popup that lets you know Virtuous is working on your bulk action. It's important to not alter the query until the bulk action is completed.
While bulk tasks can not be attached to individuals or created as recurring, they are a great way to still get a lot done with just a few clicks 🙂
Adding A Task Via Automation
When utilizing workflows, one of the triggered actions is adding a Task meaning that each contact that meets the criteria of the workflow step can have a task added to the record automatically.
Adding A Task Via The Dashboard Widget
Adding a task is as easy as clicking the 'add' button within the tasks widget on your dashboard.
Adding A Task Via the Tasks Page
Navigate to the Tasks page by clicking the checkmark icon located in the upper right-hand part of the screen.
Once there, utilize the New Task button to create your task.
You've added a task- now what?
Now that you've added tasks for yourself or for another member of your team, you need help remembering when each task is due. Have no fear, Virtuous is here!
- On a task created by you, for you: you will see the notification in the task icon at the top of the page immediately.
- On a task created by someone else: the recipient of the task will immediately receive an email that they have a task awaiting them in Virtuous
- Created by Virtuous (via automation or best practices): Will be sent as a digest- which is just 1 email listing all the tasks it has created for you.
- 48 hours before a task is due, regardless of who created the task, you will receive a notification that you have a task due date coming up.
- If you have more than 3 tasks pending (within 48 hours) you will receive 1 email with all your upcoming tasks that are due (a digest)