How to Create Tasks, To-Dos, Recurring Tasks
Our Tasks feature helps you manage your to-dos to make sure everyone—including you—stays on point, which is crucial to any tax practice. The Tasks tool not only lets you know what’s next on your agenda but also what’s being handled by the rest of your team. Plus, you can automate tasks inside pipelines; this way, tasks are automatically generated exactly when they need to be.
On TaxDome, we see tasks as steps you must take in order to complete a job. A job might involve a variety of tasks for your team and the client—messages, invoices, time entries, contracts, and so on. Read more on the difference between our Pipelines, Jobs, and Tasks features.
Because there are so many moving parts, we’ve designed a system where you can automate tasks within your pipelines. This way, the tasks are automatically generated as a job moves from stage to stage within a pipeline. And if you want to manually create a task, you can also link it to a specific job. There’s lots of flexibility.
Tasks can be created by a firm owner or any team member who has been given access rights to view all accounts.
You can create tasks several ways:
- Create a Standalone Task
- Create a Task for Multiple Clients
- Create a Task from an Email
- Automate Tasks Inside Pipelines
Create a Standalone Task
On TaxDome standalone tasks can be made to repeat. For example, you can create a “Don’t forget to pay the electrical bill!” task for yourself. While you can still set a task to recur every month, we think you’ll get even more out of incorporating tasks into jobs (see Create and Automate Tasks Inside Pipelines).
To create a single task, follow these steps:
1. Click the + NEW button in the left sidebar menu, then select Task in the slide-out menu.
2. Enter the name of the task in the required field.
3. That’s it! Click the CREATE TASK button.
Create a Task for Multiple Clients
If you need to create the same task for lots of clients, use our bulk feature:
1. Go to Clients, select the checkboxes next to the client accounts, then click on the Create Task button.
2. Enter the name of the task (e.g., Prepare 1040) in the required field.
3. That's it! Click the CREATE TASK button.
Plus, you can add more details to the task if needed. You can...
- Select the client(s). Add a client account or leave the Client field blank if the task isn’t for a specific client.
- Populate the task with one of the previously saved templates. Click the Template list to select a template (read more about task templates here).
- Assign the task to a team member; select several if the project requires more than one. When you assign a task, it’s automatically shared with the team member(s).
- Choose the priority level: LOW, HIGH, MEDIUM, or URGENT. The default priority is MEDIUM.
- Choose the status. Statuses help you keep track of what stage a task is in. Once the task is completed, you or the responsible team member can change the status to COMPLETED.
- Enter a description—you can apply formatting and add bullets or numbered lists. TIP: Use the description to document current progress and open items. This way, when you open the task list, you’ll be able to see what kind of shape your tasks are in.
- Add tags. These help categorize your tasks and sort out unnecessary information. To learn more, go to Using Account and Task Tags.
- Choose a start and due date. Setting dates is optional but can act as a helpful time-management tool. You’ll receive an email reminder two days before the task’s due date.
- Create subtasks (see below).
- Make your task automatically repeat (see how here).
Create a Task from an Email
You may find that you want to create a task from an email you received from a client. This is easily done from your Inbox+ notification center. Here’s how:
1. From the Inbox+ section, click on the email notification bar to expand it, then click on the Create task link. If the email address is linked to several accounts, you will be able to select for which of them you want to create a task.
2. The Create task page will open. The fields will already be populated from the client’s email:
- Client (the client who has sent the email)
- Task name (the email subject)
- Description (the email body)
3. Click the CREATE TASK button to save the task. After the task is created, the notification automatically moves to the Archived tab in Inbox+.
Automate Tasks Inside a Pipeline
The section was moved. See this article.
Creating Subtasks (a.k.a. To-Dos)
A task can have subtasks. These are very much like to-do items and are displayed as a checklist. All your subtasks will need to be done in order for the overall task to be completed. You can add subtasks while creating or editing a task.
1. Once you turn on the Subtasks toggle, a checkbox with a field for a to-do item appears. Fill in the the name of the subtask, or the to-do.
2. Click Add subtask to create more items on the checklist.
3. Click CREATE TASK or SAVE to keep your changes.
Once a subtask is completed, you can check the box beside it.
You can see the number of completed subtasks and the total number of remaining subtasks in your PROGRESS column of the task list.
Adding Files to Tasks
You can attach files to a task if it is for a specific client; the ATTACH DOCUMENTS button is disabled if it is for two or more clients.
- To attach files from your desktop, click ATTACH DOCUMENTS, select From My Computer, then locate the file(s) you want to upload. You can upload PDFs, Word files, Excel files, or images. See Uploading Documents for more details. The files attached to tasks are saved to the selected folder under the Docs tab in the Private subtab.
- To attach files from TaxDome, click ATTACH DOCUMENTS, select From TaxDome, then click the folder and select the file(s). You can add any files that are already uploaded to TaxDome.
Creating Recurring Tasks
Recurring tasks are ones you perform regularly at intervals: For example, making a phone call to a client once a week, checking the mail every three days, preparing tax forms for certain clients annually.
When you create a recurring task, the following attributes are copied from the first task:
- The client the task is for
- The name of the task
- The description of the task
- The task’s tags
- The task’s history
- The assignees for the task
- The subtasks (with all checkboxes cleared)
- The repeat schedule (number of repetitions chosen minus one)
Note: Status, comments, and attachments are not copied from the first task.
To set up a recurring task, follow the same steps as creating a task—but turn on the Repeat toggle. Then you’ll be able to create a task schedule.
1. Select how often you want the task to repeat. By default, a task is repeated once a week. It can be repeated every x amount of days, weeks, months, or years.
2. Decide when you want the task to expire. You can select a specific date or the number of times you want it to recur.
Once a recurring task is set, you’ll see the start and due dates for it and how many are in your queue.
You’ll also be able to identify which tasks will recur by the clock icon next to their names in the tasks list.