Manage tasks from My Desk
A My Desk task is a follow-up item you manage independently of a sales job. Use the standalone task list for work you want to find by All or My Tasks. Use the sales-job task surface when the task must stay with a saved sales job.
| If you need to… | Go to… |
|---|---|
| Choose between all tasks and your tasks | Filter and act on tasks |
| See completed work | Filter and act on tasks |
| Create a task from My Desk | Open My Desk task work |
| Fill in and save a new task | Create and complete a task |
| Handle a required-field, save, delete, or loading message | Resolve errors and continue |
| Keep the task with a saved sales job | Sales job comments and tasks |
Before you start
The Tasks subscription and your user type determine whether My Desk task work is available. A new task uses the task form; an existing task can show additional task tabs and controls. The owner rule determines whether you can save or delete.
Prerequisites
- Sign in as a non-principal user with the Tasks subscription available.
- For a new task, open the in-workspace new-task form.
- For an existing task, open a saved task with a task ID.
- To save or delete an existing task, be its owner and meet the control's owner condition.
Open My Desk task work
Select Tasks to open My Desk task work. The task list appears under Tasks in the My Desk workspace.
Prerequisites
- Sign in as a non-principal user with the Tasks subscription available.
Steps
- Open the My Desk workspace.
- Select Tasks.
- Choose the task surface you need.
| If you need to… | Select or open… |
|---|---|
| Review the standalone list | The task list that appears under Tasks |
| Start a task from My Desk | The plus control shown beside the Tasks tab |
| Open a task already in the list | The task row's Open action |
Result: The standalone task list is open, or the in-workspace new-task surface is open for the task you want to create.
Understand the task screen
The task list lets you choose a task view and act on a row. The new-task surface collects the task's priority, title, description, dates, progress, and assignee.
The main task list displays these headers:
| What you use it for | Header or control |
|---|---|
| Choose all available task rows | All |
| Choose your task rows | My Tasks |
| Include completed work | View completed tasks |
| Read the task row | Title, Owner, Start date, Due date, Status, Importance |
| Refresh or change the list presentation | Refresh, Table Layout, Settings |
The columns visible in the list follow the selected list layout. Work from the headers you see in your list.
The new-task surface contains these fields:
| Field | Rule or condition |
|---|---|
| Task Purpose | Required task title field |
| Priority | Required |
| Owner | Task owner shown on the form |
| Tags | Available task relationship field |
| Description | Optional |
| Start Date | Required |
| Due Date | Required; it cannot be earlier than Start Date |
| Task Progress | Optional progress value |
| Assign To | Optional single assignee |
| Reminder | Available for an existing task with a task ID |
The Following option, Follow control, and priority, status, creator, and owner filters are not part of this task surface. Existing tasks can also show Sub-tasks, Activities, Comments, Attachment, and Last Modifications. Use Sub-tasks for work under a parent task, Activities for related activity work, Attachment for saved-task files, and Last Modifications for the task history.
Result: You can identify the list view, the row information, the available row menu, and the fields used to create or update a task.
Filter and act on tasks
Use the task list when you need to choose a working set or act on a task row. All shows the all-task view, while My Tasks shows your task view.
Prerequisites
- Open the standalone task list.
- Know whether you need the all-task view, your task view, or completed work.
Steps
- Select the task view that answers your question.
| If you need to… | Select… |
|---|---|
| Work across the all-task view | All |
| Work with your assigned task view | My Tasks |
| Include completed work | View completed tasks |
- Select the row completion checkbox to change the task's completion state.
- Open the task-row menu.
- Select one of the following options.
| If you need to… | Select… |
|---|---|
| Open the task | Open |
| Complete an incomplete task | Complete |
| Return a completed task to an incomplete state | Un complete |
| Remove a task you own | Delete |
Result: The selected task view is displayed, or the task opens, changes completion state, or is prepared for deletion.
Create and complete a task
Create a standalone task from My Desk when the follow-up work does not belong with a saved sales job. The form requires a priority, task title, start date, and due date before it can save.
Prerequisites
- Open the new-task surface from the My Desk Tasks tab.
- Have the task title, priority, start date, and due date ready.
Steps
- Enter the task title in Task Purpose.
- Select a value in Priority.
- Enter tags in Tags.
- Enter optional detail in Description.
- Set Start Date.
- Set Due Date to the start date or a later date.
- Set Task Progress when the task is already partly complete.
- Select an optional person in Assign To.
- Choose how to save the task.
| If you need to… | Select… |
|---|---|
| Save and continue working on the task | Save |
| Save and leave the task surface | Save and Close |
- Open the saved task when Save keeps it on screen.
- Select Consider As Complete when the task is overdue or due to start and you are marking it complete.
- Select Consider As Not Completed when a completed task needs its date-based status recalculated.
The new-task defaults set Task Progress to 0, Start Date to the current date, and
Due Date to the next date. Saving a valid task displays Data saved Successfully.
Save keeps a newly saved task open; Save and Close leaves the page.
Result: The task is saved, remains open for further work or leaves the page according to the save choice, and can be marked complete from its task controls.
Handle task branches
Task controls change with the task's owner, assignment, completion state, and whether the task already has an ID. The Tasks subscription and user type also determine whether the standalone surface is available.
Prerequisites
- Open a task or the new-task surface.
- Check the task state shown on the task surface before selecting an action.
Steps
- Accept or decline an assigned task that you own and have not accepted.
| If you need to… | Select… |
|---|---|
| Take the assigned task | Accept |
| Return the assignment to the creator | Decline |
- Choose the save action that matches your next task.
| If you need to… | Select… |
|---|---|
| Save and continue working on the task | Save |
| Save and leave the task surface | Save and Close |
- Open Reminder on an existing task with a task ID.
- Select the existing-task surface that matches the related work you need.
| If you need to… | Select… |
|---|---|
| Work under a parent task | Sub-tasks |
| Work with related activities | Activities |
| Read or add task discussion | Comments |
| Work with saved-task files | Attachment |
| Review task history | Last Modifications |
- Use the standalone task surface only when the Tasks subscription is available and you are not a principal user.
Result: The controls shown for the task's assignment, ownership, saved state, and subscription state determine the next available action.
Resolve errors and continue
Use the message on screen to correct the immediate task problem before trying the action again.
| What you see | What to do |
|---|---|
Priority is required | Select a value in Priority. |
Title is required | Enter a task title in Task Purpose. |
Start Date is required | Set Start Date. |
Due Date is required | Set Due Date. |
Error Saving Registration | Check the required fields and select Save again. |
Only task owner can take that action | Continue with an action available to the task owner. |
You accepted the assigned task | Continue working with the accepted task. |
You declined the assigned task | Continue with the task returned to its creator. |
Are you sure you want to delete this task? | Confirm the deletion only when the task is the one you intend to remove. |
Task deleted successfully | Continue with the task list. |
Error while deleting task | Remain on the task list and retry the delete action when the task is available. |
Data Loading Error | Use Refresh and check the task list again. |
Result: You have a correction for the message shown and a next task surface to use.
What happens next
After saving, continue with the saved task or leave the page with Save and Close. Change its status with Consider As Complete or Consider As Not Completed according to the task's current dates and completion state.
For job-filtered work, use Sales job comments and tasks, which keeps related follow-up tasks with a saved sales job.
Result: You know whether to continue in the standalone task surface or move to the sales-job task surface.
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