The Tasks page is the workspace’s follow-up list, not just your personal assignments. Use it to make the next action clear: what needs doing, who owns it, when it is due, and which customer or opportunity it is about.
Create and assign a task#
- Open Tasks and choose New task, or create one from a contact or deal’s Tasks tab. New task is also on Home and in Quick actions.
- Enter an actionable task name. The name is required, up to 2,000 characters; longer text shows That task is too long — 2,000 characters at most.
- Review the Assignee chip. New tasks start on You; choose another workspace member, or choose Unassigned.
- Set the Due chip if needed—Today, Tomorrow, Next week (the first day of next week, following your Start week on setting), or a day on the calendar (whose first column also follows that setting)—add relevant records, and select Save.
Due dates are days, not times. Once a due date is set, the Due menu also offers Clear date; the chip then reads None. If your workspace has custom task fields, they appear in the dialog too.
You can save with Command+Enter on Mac or Ctrl+Enter on other platforms; Enter in the task name also saves. Closing or cancelling the dialog does not save your draft. Read-only task access prevents creating, changing, or completing tasks.
Connect the work to a record#
Choose the Records chip (it reads Add record until something is linked) to link contacts or deals. One task can relate to several records, and linked tasks also appear on those records’ Tasks tabs. Tasks can also exist without a linked record. When editing an existing task, the picker also has a Linked only toggle; changing more than 100 links at once shows Save the current changes before changing more than 100 task links.
The same picker lists workspace members. Choosing a member adds an @mention of them to the task name; it does not assign the task.
Type @ in the task name to mention a member, contact, or deal. A mentioned contact or deal is linked to the task. Removing the mention doesn’t unlink it: remove the mention, then deselect the record under Records (or in the table’s Record cell). A record still mentioned in the task name can’t be unlinked. A member mention is not the same as an assignment: always review the assignment chip to confirm who owns the work. When a new task mentions exactly one other member and you haven’t changed the assignee yet, an Assign suggestion with their name appears; choose it to make them the assignee.
Understand due-date groups#
Open tasks are grouped as Overdue, Today, Upcoming, or No due date. Each group shows its count, and empty groups are left out. When completed tasks are shown, finished work appears under Completed at the bottom. On the Tasks page and a record’s Tasks tab, due dates use the browser’s calendar day, not your profile timezone, so check your device date when a task appears in an unexpected group. Home judges overdue and due today by your profile timezone, so near midnight the two can differ.
Click a task’s completion circle to mark it done; click again to reopen it. Opening the row edits the task and does not complete it.
Review and edit the list#
Search by task text, assignee, or linked record. Use filters for a particular workload, and save them as views—see Filters and views. The Due date, Record, and Assigned to cells, and most custom field cells, can be edited directly when permitted. Open the row for the full editor.
The Tasks table—and a record’s Tasks tab—support the same drag-to-select and Command+C / Ctrl+C grid copy as Contacts; see Contacts under Arrange the Contacts table for copy details. Clearing and pasting from a selection work on Contacts only; Tasks stays copy-only.
View settings lets you add custom columns, choose a sort, and turn Show completed tasks on. Completed tasks stay hidden until you do. A sort orders tasks within each due-date group. The four built-in columns stay visible. With Full access to Tasks, Add field to view creates a new task field and adds it as a column. When every task is finished and completed ones are still hidden, the page shows All caught up with a Show completed tasks button; use it (or View settings) to see finished work.
If a search or filter matches no open task while completed ones are hidden, the page shows No tasks match with Show completed tasks and Reset view. A Completed is Yes filter, for example, finds nothing until completed tasks are shown. The count under the table covers only the tasks in the list.
On a phone or narrow window, the four built-in columns share the screen width and their cells still edit in place; tap elsewhere on the row to open the full task. The completion circle and task name stay in place while any custom columns scroll.
Tasks on records and Home#
A contact or deal’s Tasks tab lists the tasks linked to it, open and completed, with its own New task button. A task created there is linked to that record. A contact or deal’s Overview also shows up to five of its newest open tasks.
Home lists up to five of your own open tasks that are overdue, due today, or have no due date (or says Nothing due today.); when there are more than five, See all opens the Tasks page. The Tasks item in the sidebar shows how many of your tasks are overdue.
You get a notification when someone else assigns you a task or @mentions you in one. If the task was deleted, opening it shows This task is no longer available. There is no separate reminder when a due date arrives. Choose email or in-app delivery in Settings → Notifications.
Delete only when necessary#
In the task editor, open More actions and choose Delete, then confirm with Delete task. Confirming removes the task for everyone and cannot be undone. Complete a finished task instead when you want to retain its history.