Once you have a task template, the next step is getting tasks to the right people and getting them done. In this lesson, you'll assign tasks by hand and from automations, keep track of your team's tasks, and mark them complete.
Every task goes to its task owner, which you set in the task. That can be the contact's owner, a specific user, a role in your account, or a custom user relationship. The due date is the number of days they have to finish it.
To assign a task yourself, go to your Contacts collection and select one or more contacts. The action bar appears at the top of the screen. Click Task, then Choose a Task. Pick a saved task, or create a quick task on the spot. Add a subject, a due date, an assignee and the details, then click Assign.
With a quick task, the task owner automatically gets a notification email with the due date and the task message as soon as it's created. If you want more control over when notifications go out, use a saved task with its own notifications.
You can also assign a task to one contact from their record's action bar, from the Tasks widget in Quick View, or from the Ontraport mobile app.
Most of the time, you'll want tasks assigned automatically, right when they're needed. Go to Automations and create a new map or edit an existing one. Where the task belongs, click the plus icon or What Happens Next?, and choose Assign Task on the Actions tab. Click the element, choose your task from the "Assign contact this task" dropdown, or create a new one, and click Done.
Now every contact who reaches that step gets the task, and it goes to the task owner you set. For example, when a contact gets a new owner, an automation can assign that rep a task, like making a first call.
To see everyone's tasks in one place, click Tasks in the top navigation. You'll see all assigned and completed tasks.
Use the search bar, or save a group to keep a view you check often, like one rep's open tasks. Click New group next to the group dropdown, name it, then choose a field, a condition and a value. Set the group's permissions: everyone can view and edit, only you can edit, or only you can see it. Then click Save.
From the Tasks collection, you can complete, reassign, reschedule or cancel tasks.
You can also work from the contact. On the contact's record, open the Notes and Tasks tab. The task manager lists that contact's tasks. Click the check mark to complete one. If the Show Tasks dropdown is set to Open, the task disappears from the list. From here, you can also email the contact, reassign the task to another user, or reschedule it to change the due date. In Quick View, the Tasks widget lets you add, edit, remove and complete tasks.
If the task has outcomes, you'll choose one when you complete it. Ontraport requires an outcome, so if nothing else needs to happen, choose No further action. If the task has a Smart Form attached, you'll see it after you complete the task, so you can record extra details. Completed tasks show up in the contact log.
In the mobile app, the Tasks collection lets you search, sort and pick groups, just like on the desktop. Tap the checkmark next to a task, choose an outcome if it has them, then tap the checkmark again. Select several tasks to complete them all at once.
Tap and hold a checkmark for more actions: Mark complete, Reassign, Reschedule, Cancel, and Reopen for a task that's already closed.
So: assign tasks by hand or with the Assign Task action, keep track of your team in the Tasks collection, and complete tasks from your desktop, the contact's record, or your phone. Next up: task outcomes, and how to automate what happens after a task is done.