Tasks

Tasks are the to do list for the users of the organisation. In Zoho ERP, users are allowed to create, assign, and track work items efficiently. It helps teams organise daily activities, set priorities, reminders, and monitor progress, ensuring tasks are completed on time and overall operations run smoothly.

Scenario: Patricia, the manager at Zylker, wants Brandon to follow up on an invoice by calling the customer two days before the due date. She creates a task for the invoice, assigns it to Brandon, sets the due date, and adds a reminder. Brandon receives an email about the assigned task and another reminder two days before the due date to make the follow-up call.

Create Tasks

Prerequisite: Ensure that you’ve provided all users with the required permissions to access tasks in the Users & Roles section.

Users with the required permission can create tasks from the home or the respective module details page.

To create a task,

Click the Task icon listed in the widgets pane.
Click the Create Task button to create a new task.
Provide a Title for the new task.
Select the contact you want to associate the task with from the Related Contact dropdown.
Set the Due Date.
Select the user to whom you want to assign the task from the Assign To dropdown.
Select the level of Priority of the task such as, very low, low, normal, high, or very high.
Check the Notify user via email option to send email notification.
Enter Description for the task.
Click Upload File to attach any documents to the task.
Enable the Set Reminder toggle to set a reminder for the task.

Note: You can set a default preference for reminder in the Tasks preferences under Module Settings. If a default preference is set for reminder, the fields will be auto-filled based on those preferences.

Set the number of days, months, or years to Remind Before.
Select the Alert Type as Email, In-app Notification or Email & In-app Notification.
Click Save.

On clicking save, the task will be created and if you had marked the Notify user via email option, the user will receive an email with the task details. You can view the task by clicking the tasks icon in the widgets pane.

Once you or a user completes the task, it can be marked as complete by setting the Completion Percentage as 100%. The Status will be updated as Completed.

Manage Permissions

You can choose the level of permission you wish to provide your users. By default, only the admin will have full access. The admins can provide access to other users to view and manage the tasks assigned to them. To grant access,

Go to Settings on the top right corner of the page.
Select Roles under Users & Roles.
Select the role that you want to set the permission for.
You can give full access, view, create, delete or edit access.
If you wish to give a user access to other users’ tasks, you can click More Permission and check the Manage other users tasks option.

Insight: If a user is given a permission, let’s say View permission, then they can only view the task assigned to them. However, if the user is given both View and Manage other users’ tasks, they can view other users tasks. This applies to all permissions such as View, Create, Edit and Delete under the tasks header in the Users & Roles section.

Other Actions

There are a few actions that can be performed on the existing tasks, such as edit, delete, apply filters, and bulk update. Let us see how to perform these actions:

Delete Task

Note: Only the Admins, and the users with the required permissions will be able to delete tasks.

To delete a task,

Click Tasks icon listed in the widgets pane.
Click the down arrow next to the task that you want to delete.
Click Delete.
In the following popup, click Delete Task to confirm.

Edit Task

Note: Only the Admins, and the users with the required permissions will be able to edit tasks.

To edit a task,

Click Tasks icon listed in the widgets pane.
Click the down arrow next to the task that you want to edit.
Click Edit.
Make the necessary changes and click Save.

Manage Filters

Users can filter and view the tasks based on status, priority, assigned user, and contacts. To filter the tasks,

Click Tasks icon listed in the widgets pane.
Set the required Filters, such as Status, Priority, User, or Contact. The tasks will be listed based on the filters you have applied.

Bulk Actions

To bulk-delete and bulk-update the tasks that you have created in Zoho ERP,

Click Tasks icon listed in the widgets pane.
Select the tasks in bulk that you want to update or delete.
Click Delete and then OK if you wish to delete the selected tasks (or)
Click Bulk Update to update any detail in bulk.
In the Bulk Update Tasks popup, Select a field from the dropdown.
Enter the input for the selected field.
Click Update to make changes to the selected task.

Note: You cannot undo the bulk update made to the tasks.