CRM Task Management

Menu Path: Customer Service $Images\bluerarw.gif$ Customers $Images\bluerarw.gif$ Customer Relationship Management $Images\bluerarw.gif$ CRM Task Management

Purpose

View and manage CRM tasks.

Overview

Use CRM Task Management to review and update CRM tasks. You can also mark tasks as completed or void tasks.

You can select to view tasks for all or a specific task owner, campaign name, task name, communication type, and/or follow-up date.

Note You can only view tasks for all task owners if you are authorized to view tasks for other users.

You can also select to view tasks for a specific customer/prospect or contact, and to view or hide completed and voided tasks.

Managing CRM Tasks

To manage CRM tasks:

Select filter criteria for the tasks you want to manage.
Click the Show Data button in the ribbon. Tasks that meet the criteria you selected in step 1 appear in the grid on the Results tab.
If you want to mark a task as complete, change the information for the task, enter notes for a task, or void a task, click the Update button in the ribbon, update the task in the grid., and click the OK button in the ribbon.
Click the ribbon buttons to add attachments, notes, or remarks to a selected task. You can also use the ribbon buttons to create a new task, add a related task, email a contact, or perform a mail merge.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the CRM Task Management window.
Update	Click this button to update information for tasks displayed on the Results tab. This button is only available if the Results tab is displayed.
Show Data	Click this button to display CRM tasks on the Results tab, based on the criteria selected on the Select tab.
OK	Click this button to save changes to tasks. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel making changes to tasks. This button is only available after you click the Update button in the ribbon.
Attachments	Click this button to display Attachment Entry, which allows you to view attachments for the campaign associated with the selected task. This button is only available if the Results tab is displayed.
Notes	Click this button to display Notes Entry, which allows you to view notes for the campaign associated with the selected task. This button is only available if the Results tab is displayed.
Remarks	Click this button to display Remark Entry, which allows you to view remarks for the campaign associated with a selected task. This button is only available if the Results tab is displayed.
Add Task	Click this button to display Add CRM Task, which allows you to create a new CRM task. This button is only available if the Results tab is displayed.
Add Related Task	Click this button to display Add CRM Task, which allows you to create a new CRM task related to the selected task. This button is only available if the Results tab is displayed.
Email Contact	Click this button to display New Email, which allows you to email the contact associated with the selected task. This button is only available if the Results tab is displayed.
Perform Mail Merge	Click this button to display Perform Mail Merge, which allows you to perform a mail merge task. This button is only available if the Results tab is displayed.
Task Attachments	Click this button to display Attachment Entry, which allows you to add and view attachments for the selected task. The icon for this button includes a check mark if attachments exist for the task. This button is only available if the Results tab is displayed.
Contact Maintenance	Click this button to display Contact Maintenance, which allows you to view and update contact information for the contact associated with the selected task. This button is only available if the Results tab is displayed.
Customer Orders	Click this button to display Customer Order Inquiry, which allows you to view open, closed, and voided orders for the customer associated with the selected task. This button is only available if the Results tab is displayed and a task for a prospect is not selected.
Credit	Click this button to display Customer Aging and Credit Inquiry, which allows you to view aging and credit information for the customer associated with the selected task. This button is only available if the Results tab is displayed and a task for a prospect is not selected.
New Order/Quote	Click this button to display Order Edit, which allows you to create a new order for the customer or qualified prospect associated with the selected task. This button is only available if the Results tab is displayed and a task for a prospect is not selected.
Customer Maintenance	Click this button to display Customer Maintenance, which allows you to view detailed customer information for the customer associated with the selected task. This button is only available if the Results tab is displayed and a task for a prospect is not selected.
Prospect Maintenance	Click this button to display Prospect Maintenance, which allows you to view detailed prospect information for the prospect associated with the selected task. This button is only available if the Results tab is displayed and a task for a prospect is selected.
Convert to Qualified Prospect	Click this button to convert a prospect associated with the selected task to a qualified prospect. This button is only available if the Results tab is displayed and a task for a prospect is selected.
Convert to Customer	Click this button to convert a prospect or qualified prospect associated with the selected task to a customer. This button is only available if the Results tab is displayed and a task for a prospect or qualified prospect is selected.

Select Tab Fields and Buttons

Field or Button	Description
All (Task Owners)	Select this check box to display CRM tasks for all task owners. This check box is only enabled if the Allowed to view other user's CRM tasks check box is selected for your user ID in User Extended Options. This check box is cleared by default.
Task Owner	Enter a task owner for which to display CRM tasks, or click the Lookup button to select a task owner. This field is only enabled if the All check box to the left of it is cleared. This field defaults to your user name, and can only be changed if the Allowed to view other user's CRM tasks check box is selected for your user ID in User Extended Options.
List (Task Owners)	Click this button to display User List, which allows you to select specific task owners for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select task owners, the check box to the right of the button is selected.
All (Campaigns)	Select this check box to display CRM tasks for all campaigns. This check box is selected by default.
Campaign Name	Enter a campaign name for which to display CRM tasks, or click the Lookup button to select a campaign name. This field is only enabled if you clear the All check box to the left of it.
List (Campaign Names)	Click this button to display Campaign List, which allows you to select specific campaign names for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select campaign names, the check box to the right of the button is selected.
All (Task Names)	Select this check box to display CRM tasks for all task names. This check box is selected by default.
Task Name	Enter a task name for which to display CRM tasks, or click the Lookup button to select a task name. This field is only enabled if you clear the All check box to the left of it.
List (Task Names)	Click this button to display CRM Task List, which allows you to select specific task names for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select task names, the check box to the right of the button is selected.
All (Communication Types)	Select this check box to display CRM tasks for all communication types. This check box is selected by default.
Communication Type	Enter a communication type for which to display CRM tasks, or click the Lookup button to select a communication type. This field is only enabled if you clear the All check box to the left of it.
List (Communication Type)	Click this button to display Communication Type List, which allows you to select specific communication types for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select communication types, the check box to the right of the button is selected.
All (Follow-Up Dates)	Select this check box to display CRM tasks for all follow-up dates. This check box is selected by default.
Follow Up Date From	Enter the first follow-up date in a range of follow-up dates for which to display CRM tasks, or click the drop-down arrow to select a follow-up date. This field is only enabled if the All check box to the left of it is cleared. This field defaults to one week prior to today's date.
To	Enter the last follow-up date in a range of follow-up dates for which to display CRM tasks, or click the drop-down arrow to select a follow-up date. This field is only enabled if the All check box to the left of it is cleared. This field defaults to one week from today's date.
Company Type	Select whether to display tasks for all customers/prospects, or for customers, qualified prospects, or prospects.
All (Customers/Qualified Prospects/Prospects)	Select this check box to display tasks for all customers, qualified prospects, or prospects. This check box is selected by default, and is only enabled if you select the Customer, Qualified Prospect, or Prospect radio button.
Customer/Qualified Prospect/Prospect Code	Enter a customer, qualified prospect, or prospect code for which to display CRM tasks, or click the Lookup button to select a code. This field is only enabled if you clear the All check box to the left of it.
List (Customer/Qualified Prospect/Prospect Codes)	Click this button to display Customer List (List Selection), Qualified Prospect List, or Prospect List, which allows you to select specific customers/prospects for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select customers/prospects, the check box to the right of the button is selected.
All (Contacts)	Select this check box to display tasks for all contacts. This check box is selected by default, and is only enabled if you clear the All check box above it.
Contact Name	Enter a contact name for which to display tasks, or click the Lookup button to select a contact name. This field is only enabled if you clear the All check box to the left of it.
List (Contacts)	Click this button to display Contact List, which allows you to select specific contacts for which to display CRM tasks. This button is only enabled if you clear the All check box to the left of it. If you click this button and select contacts, the check box to the right of the button is selected.
Completed	Select whether to display completed tasks, uncompleted tasks, or both.
Voided	Select whether to display voided tasks, unvoided tasks, or both.

Results Tab Fields and Buttons

Field or Button

Description

CRM Tasks

This grid displays CRM tasks for the criteria specified on the Select tab. You can update information for tasks in this grid after you click the Update button in the ribbon.

The grid includes the following columns:

Task Complete - Select the check box in this column for each task you want to mark as completed.
Task Name - This column displays the task name for each task.
Campaign Name - This column displays the campaign associated with each task (if applicable).
Contact Name - This column displays the contact name for each task.
Company Name - This column displays the customer or prospect name for each task.
Phone Number - This column displays the phone number of the contact for each task.
Email Address - This column displays the email address of the contact for each task.
All Day Task - Select the check box in this column for each task that will last an entire day. Start and end times cannot be entered for all-day tasks.
Start Date - Enter the start date for each task.
End Date - Enter the end date for each task.
Start Time - Enter the start time for each task. You cannot enter start times for all-day tasks.
End Time - Enter the end time for each task. You cannot enter end times for all-day tasks.
Allowed to Call - The check box in this column is selected if you are allowed to call the contact for each task.
Allowed to Fax - The check box in this column is selected if you are allowed to fax the contact for each task.
Allowed to Mail - The check box in this column is selected if you are allowed to mail the contact for each task.
Allowed to Email - The check box in this column is selected if you are allowed to email the contact for each task.
Allowed to Visit - The check box in this column is selected if you are allowed to visit the contact for each task.
Company Code - This column displays the customer or prospect code for each task.
Company Type - This column displays the company type (customer, qualified prospect, or prospect) for each task.
Communication Type - This column displays the communication type for each task.
Task Owner - Enter the user ID to which each task is assigned.
Communication Notes - This column displays the CRM notes of the contact for each task.
Task Notes - Enter notes for the task.
Product Code - This column displays the product code associated with each task (if applicable).
Product Name - This column displays the product name associated with each task (if applicable).
Voided - Select the check box in this column to void a CRM task. Follow-up tasks are not created if a task is voided.
Completed By - This column displays the user that completed each CRM task.
Completed Date - This column displays the date on which each CRM task was completed.
Completed Time - This column displays the time at which each CRM task was completed.

Tasks

This field displays the total number of displayed tasks.