Knowledge Base/Getting Started/CRM, Tasks and Messages (Global Icons)

Global Tasks

Alison Groves
posted this on October 26, 2010 01:42 PM

 

Global Icons: Tasks

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Tasks is one of the Global Icons in Raven. It is a tasks manager to assist you in working with a team in Raven. Tasks can also be assigned to a link from Link Manager when editing a link record, from CRM if you'd like to assign a task to a contact, and from social tools such as Social Stream when viewing mentions.

Scope

Tasks can be assigned to any subuser in your account which has access to Tasks. Account owners and admins can go to Role Manager to create a role that has access or does not have access to tasks. Then you can assign this role to users in User Manager.

Basecamp Integration

You can also access your Basecamp Classic tasks in Raven if you authenticate a Basecamp Classic account in Raven. The latest version of Basecamp does not integrate with Raven. If you are using Basecamp Tasks, you will see two tabs you can use to toggle between sections. Basecamp Tasks are not tied to Raven notifications.

System Tasks

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At the top of tasks are summary metrics. Click a metric to have your tasks filtered to your selection.

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The number of scheduled tasks in your Raven account appear in the Scheduled Tasks icon. Click the Scheduled Tasks icon to filter to scheduled tasks. Resetting tasks are not displayed when filtering to scheduled tasks.

Filters

By default Raven filters to incomplete tasks assigned to you. Click the filters icon to create or edit filters.

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Search

If you are viewing tasks with a filter, your search will only find matches within that filter. You can search by task title, campaign, assigned to or contact.

Add and Edit Tasks

Add a Task

  1. Click the Tasks icon > New Task.

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  2. Fill out the task fields. Keep the Recurring menu set to No to create a one-time task or select another recurring option to create a recurring task (a schedule task triggered by time or a resetting task triggered by a completion). Learn more about task fields.

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  3. Click on the Create Task button.

Tasks can also be assigned to a link from Link Manager when editing a link record, from CRM if you'd like to assign a task to a contact, and from social tools such as Social Stream when viewing mentions.

Edit, Delete and Complete Tasks

You can click the gear icon to the right of a task to either edit it, delete it or mark it as complete.

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You can select tasks to use the bulk actions menu. Once you've made a selection, use the Bulk Actions menu and either delete a selection or mark a selection as complete or incomplete. Click the Apply button to commit a change.

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When editing a task you can also mark a task as complete manually using the Mark as Complete button.

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Recurring Tasks

When adding a task, you can select three types of tasks using the Recurring Task menu:

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One-Time Task: Select No to create a one-time task. This task will not recur.

Resetting Task: Select Yes, Reset Task Upon Completion to create a resetting task. This task will trigger a new task each time the more recent task is completed rather than being triggered by time. The Due In field must be set to 1 day or more to create a resetting task.

Scheduled Tasks: Select Yes, Create New Scheduled Task to create a scheduled task. In Raven, scheduled tasks are tasks that have a regular frequency, such as monthly, weekly or daily. They are triggered by time.

Scheduled Tasks

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The number of scheduled tasks in your Raven account appear in the Scheduled Tasks icon. Click the Scheduled Tasks icon to filter to scheduled tasks. Clicking the Scheduled Task icon only shows scheduled tasks and not resetting tasks.

Notifications

You'll see the number of your overdue system tasks by the Task icon.

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Basecamp tasks do not trigger Raven alerts. You can modify your notifications in Preferences > Change Notifications. Each subuser has control over which notifications they'd like to receive.

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Display Options

 

Tasks Columns

Here is more information about each column you can view in Tasks and data tied to tasks.

Title: The title of the task.

Description: The description of the task.

Contact: When creating a task you can search for a CRM contact if you'd like to associate a task with a contact. You can also create a contact in CRM and create a task from there. You cannot add new contacts from within Tasks.

Contact Method: You can use the contact method column to give one-click access to a contact's preferred contact method such as email or twitter.

Related: Enable the Related column to have one-click access to any related link records or CRM contacts associated with the task. When editing a task with related content, related links to a CRM contact or link record appears at the top of the task. Additionally you can view a related item by clicking the gear icon next to a task if the Related column is not enabled.

Campaign: This the Raven campaign in which the task is associated.

Assigned To: This is the Raven subuser who is assigned the task.

Priority: The importance of the task: Low, Normal or High. Tasks are set to normal by default.

Recurring: Remember beyond one-time tasks there are two types of recurring tasks: scheduled (triggered by time) or resetting (triggered by completion). This column shows you if the task is a scheduled task, resetting or a one-time task. Learn more about the types of tasks.

Due Date: This column displays the due date for a task or N/A if no due date is specified. Overdue due dates appear in red.

Due In: This column shows the amount of days that remain until a task is due or shows Today if the task is due on the day you're viewing it. Past due tasks have a red message saying it was due so many days ago.

Completed: This column shows if the task has been completed or not. You can mark a task as complete using the gear icon or you can mark multiple tasks as complete using the bulk actions menu.

You can choose which columns are displayed when you view tasks. Click the Display Options icon to hide or show specific columns. This setting is saved for all tasks in your account per user.

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Some columns are not sortable, but if the column header is a link, click it to sort the data by this column.

 

Basecamp Tasks

You can also access your Basecamp Classic tasks in Raven if you authenticate a Basecamp Classic account in Raven. The latest version of Basecamp does not integrate with Raven. Basecamp Tasks are not tied to Raven notifications.

Navigating Basecamp Tasks

If you are using Basecamp tasks, you will see two tabs you can use to toggle between sections.

Add and Edit Basecamp Tasks

Add a Basecamp Task

If you have integrated Basecamp Classic with Raven, here is how to create a Basecamp task.

    1. Go to Tasks.
    2. Click the Basecamp tab. This tab will not appear if you don't have Basecamp Classic integrated with Raven.
    3. Select a Basecamp project where you're like to add a task.
    4. Click on the Add Basecamp Task button.
    5. Compose a Task. Add the task description in the Task field. Then add a Basecamp assignee, due date and an associated list if you'd like.
    6. Click the Create Task button.

Edit a Basecamp Task

You can click the gear icon to the right of a Basecamp task to either edit it, delete it or mark it as complete.

You can select Basecamp tasks and to use the bulk actions menu. Once you have made a selection, using the Bulk Actions menu, either delete a selection or mark a selection as complete or incomplete. Click the Apply button to commit a change.

When editing a Basecamp task you can edit the task, due date and assignee as well as mark the task as complete manually using the Mark as Complete button.

Delete a Basecamp Task

You can't delete a Basecamp task, but you can mark it as complete using the options above.

Export Basecamp Tasks

You can export a CSV of Basecamp tasks by clicking Tool Options > Export tasks.

This will export data for Basecamp tasks included in the current view. Here's an example of the data that is exported:

Complete?,List,Task,"Due Date",Hours,Assignee,"Task ID"
Yes,"Project A","Brainstorm new project",,1.000,"Jeanne McRedmond",147888721
No,"Project A","Create next steps",,3.000,"Jeanne McRedmond",148011671

Basecamp Task Lists

Basecamp tasks can be managed inside of Raven. First select a relevant project from the project menu.

Then click Tool Options > Task Lists to see this.

From here, click the Add Task List button to add a new task or edit a task list within the selected project. When editing a task list, you can edit the name, description or set time tracking to on or off.

Basecamp Time Entries

Basecamp Classic accounts that support time tracking (Plus accounts and higher) can track their time inside of Raven. Track time for an entire task list or for an individual Basecamp task.

To enable a task list for time tracking, select a project from project menu and click Tool Options > Time Entries.

You can create or edit  a task list and turn time tracking on. From here you can click the Add Time Entry button to add time or edit time entries. Add hours as a decimal. For example an hour and 15 minutes would be entered in the Hours fields as 1.25.

Basecamp Display Options

In Basecamp tasks, click the Display Options icon to toggle on the Complete Date and Hours column. Task, List, Due Date and Assignee columns are always shown by default. Columns are not sortable. This is due to a complication with interfacing with the Basecamp Classic API. For similar reasons you can't save Raven filters in Basecamp tasks. You can click the Basecamp tab again to see filtering options if you remove the default filter.

 
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