Tasks: Lists, Filters, Editing

    TaxDome features a unique and easy-to-use dashboard that displays all the tasks currently in progress at your firm. You can filter them, make any changes to any of them, add comments for your team, and more.

    Covered here:

    Exploring Tasks

    Once a task is created, it’s displayed on your dashboard. There, you’ll see a list of your client accounts and the tasks for each, no matter who is responsible for doing the work. This way, you’re always aware of what your clients need and how things are progressing for them.

    If a team member assigned a task to you or you have an existing task that is due in three days, you’ll get a notification in your Inbox+ and via email. Click the highlighted task’s name or the Go to... link to get to it and make any needed changes. 

    Note: You can change your notification preferences anytime.

    If any of your assigned tasks are pending, you’ll know by the small green notification circle displayed to the right of Workflow in your left sidebar. Then, if you browse to the Tasks tab of the Workflow section, you can explore your tasks. 

    By default, only the tasks specifically assigned to you are displayed. To view all of the tasks for the entire firm, whether yours or belonging to others, click the drop-down on the left, then select All Tasks

    You can also select the Unassigned option in the list to see all tasks that hasn't been assigned to anyone yet.

    All the tasks that require work or that are scheduled as future to-dos are displayed inside the Pending subtab window. 

    Once a task is done, click on its status and switch it to COMPLETED. Once the status of the task is changed, it moves to the Completed subtab window. Notifications for completed tasks are not shown in the sidebar.

    Note: Completed tasks can be edited. You can always bring the task back to the Pending subtab window by changing its status back to PLANNED, IN PROGRESS, WAITING FOR SIGNATURES or WAITING FOR CLIENT

    You can also explore all of the tasks for a client by navigating to Clients, clicking on their name, then going to Workflow. Navigate to the Pending Tasks and Completed Tasks subtabs to see all tasks for that client account as well as their statuses, assigned tags, progress, start dates, due dates, and whether they’ve been assigned to you or another team member.

    Tasks List, Explained

    In the tasks list, you’ll find the following headers for the columns:

    • TASK NAME: the name you chose for a task. If a task is recurring, you’ll see a clock iconnext to its name.

    • CLIENT: the client the task was created for (if any). You can click on the client’s name to instantly access their details. If you’re viewing tasks from a client’s details page, this column is not displayed. 

    • ASSIGNEE(S): the name of the team member or members assigned to the task.

    • DESCRIPTION: a brief description of the task, a comment on it, or nothing if the description field was left blank when the task was created.

    • START DATE: when the task should begin being performed.

    • DUE DATE: when the task should be completed (the deadline). If the due date expires and the task status has not been changed to COMPLETED, an exclamation point will appear beside it—this means it has become overdue.

    • JOB: the name of the job the task is linked to (either manually or via the pipeline automation). Click on the job’s name to view its details and make any changes.

    • TAGSColor-coded tags can be added to tasks to help categorize them and sort out unnecessary information. 

    • PROGRESS: The first figure shows the number of completed subtasks, while the second one shows the total number of subtasks for the task.

    • STATUSthe current status of the task. Tasks are in either a PLANNED, IN PROGRESS, or COMPLETED status. However, if a task was never given a status, it won’t have one. To change the status of a task without editing the task itself, hover your mouse over this column to display all statuses, then select the one you want.

    • PRIORITY: Tasks have either a LOW, HIGH, MEDIUM, or URGENT priority tag. Priority levels help you decide which tasks should be performed first. To change the priority of a task without editing the task itself, hover your mouse over this column to display all priority levels, then select the one you want.

    • PIPELINE: If a task is linked to a job (either manually or via the pipeline automation), you’ll see what pipeline it’s in. Click the pipeline name to navigate to it.

    • STAGE: If a task is linked to a job (either manually or via the pipeline automation), you’ll see what stage it is in. Click the stage name to navigate to the pipeline.

    To search for tasks, type a keyword in the search field. The task list will be narrowed to your specifications. You can search by task name or description.

    You may want to use the sorting option to find certain tasks; you can also use it while filtering and searching.

    You can sort tasks in the Name, Start Date, or Due Date columns; click the up-down arrow next to the column header to sort the list below it.

    Filtering a List of Tasks

    Filters are useful when you want to view tasks by specific type: For example, filtering allows you to find all overdue tasks quickly. There are multiple ways you can filter tasks:

    • By assignee: See only the tasks assigned to a selected team member or members. If you want to see only unassigned tasks, use the Unassigned option in the drop-down on thу left instead.
    • By account: See only the tasks belonging to a selected client account or accounts.

    • By pipelines and stages: See only the clients in selected pipelines. Select a specific pipeline stage to narrow the results even more. You can select several stages from different pipelines.

    • By start date: See only the tasks in a specific start-date time frame.

    • By due date: See only the tasks in a specific due-date time frame.

    • By tags: See only the tasks with specific tags. For example, you can quickly find all clients who need Form 1040 or Form 5471 to be prepared.

    • By priority: See only the tasks with a certain priority (LOW, HIGH, MEDIUM, or URGENT)

    • By status: See only the tasks with a certain status (PLANNED, IN PROGRESS, WAITING FOR CLIENT) or no status yet. 

    To narrow a list of tasks:

    1. Navigate to the Workflow section, then go to Tasks

    2. Click the FILTER button in the top right corner of the window, select the filters, then click APPLY. You can apply one or more filters at a time. 

    Once the filters are applied, the list of tasks will reflect your specifications. You can clear the filters by clicking the RESET button, then clicking APPLY.

    Viewing Client Accounts With Overdue Tasks

    You can filter a client account list so that it shows only clients with tasks that weren’t completed by the deadline and have become overdue:

    1. Navigate to Clients, then click the FILTER button in the top right corner of the window.

    2. Select Overdue in the TASKS column, then click APPLY.

    You’ll see a list of all client accounts with overdue tasks and exactly how many remain to be done for each.

    Editing Tasks 

    You may want to edit a task to change its status, check off its subtasks as done, or edit its description, for example. And sometimes you’ll also need to change a task that was automatically created. You may edit tasks in bulk or make changes to a single task.

    To edit a single task:

    • Click on the task name on the dashboard. OR
    • Select the task name in a Tasks list, then click Edit. OR
    • Change assignee, start date, due date, priority, and status in a  Tasks list on a fly. 

    Bulk Edit Tasks 

    To make changes to several tasks:

  1. Select the task names in a Tasks list, then click Edit. 
  2. Make your changes to the task, then click SAVE.

    Note the following when bulk editing tasks:

    • You cannot attach or remove files.
    • You cannot make changes to the subtasks.
    • You cannot edit, delete, or add comments.
    • The data in all fields not changed in bulk mode remains untouched. 

    Edit a single task if you need to make any of the changes listed above. 

    How to View a Task's History (Task Audit Trail)

    Task Audit Trail Added from TaxDome on Vimeo.

    You can always see the events that have taken place with a task. 

    TaxDome’s audit log allows you to find out when someone:

    • changed an assignee
    • changed the name
    • changed a description
    • added or deleted subtasks
    • changed the priority
    • changed the status
    • set or changed the start date
    • set or changed the due date
    • set or changed the tags

    To view a task's history, click the  Audit Trail link at the bottom right.

    Using Task Comments

    As you work on a task, you might come across information you need to keep in mind. You can jot it down inside your task comments. This way, team members assigned to the task will also have access to it—and it will be there for you as well. 

    To add a comment to a task:

    1. Click on the task name or click on the three dots icon in any tasks list, then click Edit.

    2. In the Comments section, click the Add comment link, click on the text field, then begin typing. 

    3. Click  SAVE to save your changes. The comment is then saved inside the task along with the date and the name of the team member who wrote it. 

    When the comment is no longer relevant, click the trash icon to its right to delete it.

    Deleting Tasks

    To remove a task completely, follow these steps:

    1. Click the three dots icon to the far right of the task name, then click Delete.

    2. Click the DELETE button in the Delete Confirmation pop-up.

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