FAQs: Tasks Module

FAQs: Tasks Module

Can I create tasks and meetings in Zoho CRM?

In Zoho CRM, you can create and associate business tasks, meetings, and log calls in the corresponding Tasks, Meetings and Calls module. Each activity has key information such as the date, time, priority level, and notification parameters that can be accessed from the record it is associated. This feature is available in the free edition and paid editions. 

To create tasks
  1. In the  Tasks  module, click  Create Task .
  2. In the  Create Task  page, specify the task details. 

  3. Click   Save .
To create a meeting
  1. In the  Meetings  module, click   Create Meetings .
  2. In the  Meeting Information  popup, specify the event details. 

  3. Click Save.
To log a call
  1. In the  Calls  module, click Create Call  > select Log a call.
  2. In the  Create Call  popup window, specify the call details.

  3. Click  Save .

How can I delete recurring tasks?

Recurring tasks are stored as individual records for each date in the Task  list view.
Admins  and users with  permission to view, edit, delete , and  create tasks  can remove recurring tasks.

To stop tasks from recurring
  1. Select any instance of the recurring task.                
  2. Click Edit in the top-right corner of the task detail page.
  3. Toggle the  Repeat  option off in the Edit Task page.
  4. Click  All upcoming tasks.
  5. Click  Save.

How can I set a default subject for the task?

To set a default subject for tasks

  1. Go to Setup  > Customization  > Modules and Fields .

  2. Select the Tasks  module and then select a layout.

  3. Click the More icon and select Edit Layout .

  4. Click Edit Properties next to the Subject  field.

  5. Select the value in Select default value. To add more default values, add them in  Pick List Option .

  6. Click Save.


The default value will be displayed as the subject automatically. This can be changed if required.

How can I receive notifications for my tasks and meetings?

When a task or meeting is created, there is an option to set reminder notifications through either email or pop-ups.

To set reminders for tasks
  1. Go to the Task module.
  2. Choose the required task.
  3. Click Edit task.
  4. Toggle the Reminder button on the Edit Task page.
  5. Choose the date and time you want to be notified.
  6. Choose the Repeat type and then the type of notification from the Notify dropdown
  7. Click Save.


To set reminders for meetings
  1. Go to a meeting and click the Edit button.
  2. In the Meeting pop-up, choose the time to notify the participants in Participant Reminder.
  3. Choose the times you want to be notified in Reminder.
  4. Click Save.

Can I modify the subject of a task?

Yes, the task subject can be modified as required.



You can also modify the default task subjects (Email, Phone, Meeting).

To modify the default subject values 
  1. In your Zoho CRM account, navigate to Setup > Customization > Modules and Fields.
  2. Navigate to Tasks > Layout > Edit Layout.
  3. Click Edit Properties next to Subject.
  4. Select the value in Select Default Value. To add more default values, add them under Pick List Option.
  5. Click Save. 


How do I create recurring tasks?

Recurring tasks repeat at set intervals for a specific period of time or indefinitely. The recurrence time can be set as daily, weekly, monthly, yearly, or a custom repeat type, which allows you to specify the time period.
 
To set recurring tasks
  1. Select the repeat type as Daily, Weekly, or Monthly or set a custom repeat type from the dropdown.
  2. Choose when the task should stop recurring in Ends.
  3. Click Done. 

What types of notifications can I set up while creating a task or meeting?

While creating a task or meeting in Zoho CRM, you can set two types of reminders: 

  • Alert through Email: Select this option to receive reminders for your tasks or meetings through email.

  • Alert through Pop-up: Select this option to receive pop-up reminders for your tasks or meetings.

How can I create tasks for multiple contacts in bulk?

You can create tasks for multiple contacts at once. This will add identical tasks to all the selected records. For example, instead of creating tasks individually for each contact who has requested a product demo, you can simply select all the contacts and add the same task to all of them. These tasks will appear on each record and as a reminder or a to-do item to finish preparing the deck and schedule a demo.

To create tasks for multiple contacts
  1. Go to the Contacts  module.
  2. Select the check boxes of the required contacts and click Create Task.
  3. Enter the task details on the Create Task page and click Save .  Tasks will be created for all the selected contacts.

Alternatively, you can add the task details including Task Owner, Contact Name, Subject, etc.., to an Excel sheet and import it into the Tasks module. This method will allow you to import multiple tasks and assign different owners for different tasks. This is especially helpful if you want to assign tasks to other users.
To import tasks
  1. Go to the Tasks  module and click the Create Task dropdown.
  2. Select Import Tasks.  You can either import tasks or migrate them from another CRM.
  3. Browse, import the file, and map the fields to complete the import.

You can also create tasks for multiple records in the Leads, Accounts, Deals, Cases, and other modules. For more information on task creation, refer to our  Working with Tasks and Meetings  help doc.

How to import tasks and events?

Currently, you cannot import tasks and events related to other CRM records from the Activities module. However, you can import these records from   the  Setup  >  Data Administration  >  Import  page, provided they have the proper mapping-relationship with Leads/Contacts (Related ID) and other CRM entities .
Learn more about Data Migration.

You can also use APIs to insert tasks and events into the required Zoho CRM module.
Learn more about using APIs .

Related Links
How do I import Notes, Tasks or Events and associate it to other records?

How do I set reminders for tasks?

To set reminders for tasks
  1. Go to the  Tasks  module.
  2. Click on the task you want to set reminders for.
  3. Click  Edit  on the Task Details  page.
  4. Toggle the Reminder button and:
  5. Specify the date and time you want to be reminded.
  6. Specify the repeat pattern (Daily, Weekly, Monthly, etc.).
  7. Choose Email, Pop-up, or Both as required.
  8. Click Save.


How can I change the status of tasks and meetings to "Completed"?

Tasks are for work that needs to be completed within a specific time frame. When a task is completed, you will need to manually edit the task and change the status to  Completed .

To complete a task
  1. Go to the Tasks  module and select the task you want to close.
  2. Click the Close Task button.
  3. You will be prompted to confirm. Click  Mark as Completed.

You can view the list of completed tasks in the Closed Tasks list view from the list views dropdown.

Alternatively, you can complete a task from the record's related list.
  1. Go to the record which the task you want to close belongs to.
  2. Click  Open Activities  on the record's related list.
  3. Click on the ellipses  (...)  in the task details, then click Edit.
  4. Mark the status as  Completed  in the Task Information page.
  5. Click  Save.
The task will now be moved to the closed activities of the record.
Meetings are activities that happen at a specified time. They are considered to be completed when the specified end time of the meeting passes, so they are automatically marked as closed and displayed in the record's  Closed Activities.



Can I create tasks for other users?

You can only create tasks for other users if you are a CRM admin.

For tasks, create a task and select the owner from the list of users in the Task Owner field.


Why aren't tasks displayed in the calendar?

Tasks are not displayed in the CRM calendar because they can be completed any time within a specified interval; they are not scheduled for a specific time. Unlike tasks, meetings are scheduled for a specific time, so they are displayed on the calendar.
Tasks are often created as a reminder to complete a specific work item which can be completed by the assigned person working alone, so it does not need to be scheduled or block off time on their calendar. Meetings or calls generally involve one or more other people, so they are displayed on the calendar to help organize and coordinate them by checking availability and blocking off time.

For more information on tasks, calls, and meetings, refer to our help doc.

When I schedule a task in a project, and complete that task, how can I either mark it as complete or remove it from my calendar?

You can choose the percentage option within the task, and mark it as completed. You can also manually select the task, click on the checkbox next to it and mark it as complete. You cannot delete or remove a task from the calendar. 

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