To-Do
Source-CRM equivalent: Hotlist. Renamed To-Do; the tasks live in the source database.
Note — web portal. Creating, opening, editing, completing and deleting a To-Do all work in the web portal today. The icon-type selector, the Alarm/reminder toggle, Recurring (↻) patterns, and the right-click menu described below are desktop-only — they are not yet available on the web.
In this chapter - The To-Do list: filters and columns - Creating, opening, completing, deleting - The To-Do dialog - Where else To-Dos appear - The To-Do list on the phone - Repeating To-Dos - Not yet available
The list
Icon bar ▸ To-Do. Toolbar: period (Today, Tomorrow, Yesterday, This Week, Next Week, Last Week,
This Month, Next Month, Last Month, Custom — Custom opens Build To-Do List: start/end dates + a
text filter), Column Setup, Build To-Do List, Search, the user dropdown (My To-Do / All
To-Do /
The To-Do list on the web portal
The web list is the same records with a smaller toolbar. Three drop-downs: period (All Dates, Today, Tomorrow, Yesterday, This Week, Next Week, This Month), show (Open — the default — All, Completed, Overdue) and priority (All Priorities, Urgent, High, Medium, Low). A search box matches the task and its description. Under the toolbar, five counts for the whole workspace: All, Not started, In progress, Completed, Deferred — these are totals, not filters, and they do not change when you search, so you can see "31 matches out of 412" at a glance.
Columns: (icon), ✓, Date, Pr., Task, Name, Assigned. The Date column shows the due date, or the scheduled date when a to-do has no due date. ✓ and Assigned sort; Date, Pr., Task and Name cannot, and the footer says why in plain words when you click them (Chapter 20).
The ribbon's Today's Tasks and This Week's Tasks buttons open this list with the matching period already chosen. Personal Activities is deliberately marked not connected — this list has no personal-versus-client filter for it to ask for.
Right-click
Open Task · Mark Complete (tasks that aren't complete) · Delete (confirmed) · Schedule a To-do… / Schedule a Call… / View in Clients / Export to Excel / Print (present, not yet connected).
The To-Do dialog ("Todo — ")
Compact, label-free. Row 1: Date (double-click → calendar), Time (blank = Timeless; double-click → Find Free Time), Alarm toggle + lead time. Row 2: Priority (High/Normal/Low), Assigned to (any user), task icon (Phone Call, Email, Meeting, Letter, Fax, Document, To-Do, General, Support, Message), Recurring (native database only — see below), Print. Row 3: the related entry button — Personal, or the linked client; menu Add Entry… / Clear (Personal) — and the status button Pending / Completed / OVERDUE. Then the Activity text. Buttons: Delete (existing) · OK · Cancel. Alarms behave as in Chapter 14.
Where else To-Dos appear
The Calendar Call List view and the Control Bar Call List (double-click opens the same dialog); a client's Interactions (Add ▸ Task, and each task row); the Agenda page (Chapter 23); a case's, sale's or project's Activities tab (scoped to that record).
The To-Do list on the phone
(TechieCRM for iPhone and iPad — see Chapter 25.)
The phone list uses the same three marks as the desktop, with two deliberate differences noted below. Each row begins with a clipboard, and the mark on the clipboard is the state: a grey tick for a completed to-do, a red cross for one that is overdue, and a blue question mark for one that is neither — still to do, and not late. The clipboard itself never changes, so a mixed list still reads as one kind of thing, and the three marks are told apart by their shape rather than only by their colour. As on the desktop, the row text stays a neutral colour; the colour rides the mark.
Priority is text, on the right of the row — HI in red, MED and LOW in grey. It is deliberately not an icon: high, medium and low have an order, and words carry an order in a way that shapes do not. Only HI is coloured, because colour cannot show an order and amber on a white row was too faint to read on a phone. A to-do with no priority, or with a priority code the phone does not recognise, shows nothing there rather than guessing a middle value.
Two things the desktop shows and the phone does not: the desktop's blue calendar for a meeting and its amber flag for a high-priority task. On the phone a meeting in the list keeps the clipboard, and high priority is carried by the word HI instead. Everything else about the state marks matches.
Rows are grouped OVERDUE · TODAY · UPCOMING, with completed to-dos gathered under COMPLETED at the end. Tap a row to open its editor sheet; slide a row to the left for Complete and Move.
Repeating To-Dos
In a new To-Do, click the Recurring button (↻) to choose a pattern (Daily / Weekly / Day of month / Monthly / Yearly, first and last date; the tooltip confirms it). OK then creates one To-Do per date. They are independent To-Dos — the source CRM keeps no To-Do series — so complete, move or delete each on its own; an existing To-Do cannot be turned into a repeating one.
Changing several To-Dos at once
Select the rows first (click, or Ctrl/Shift-click for several), then use the ribbon:
- Edit ▸ Manage Activity ▸ Set Priority asks for High, Normal or Low and applies it to every selected to-do.
- Edit ▸ Manage Activity ▸ Reassign asks who to move them to, from the list of users in your database, and changes the owner of every selected to-do.
- Edit ▸ Manage Activity ▸ Mark as Completed completes the selected entry.
Both bulk commands need permission to change records, and both report how many entries were changed. Meetings are skipped and the count says so — a meeting lives in the calendar, not the to-do list, so it has to be changed by opening it (or with Calendar ▸ Edit ▸ Mark as Completed).
Whose To-Do list you see
The panel's own dropdown switches between My To-Do, All Users and each user's list. The ribbon's View ▸ Filter ▸ Other User's To-Do List opens the same list of users as a picker and sets that dropdown for you.
Not yet available
The toolbar Search; Column Setup saves your choice but the list columns don't reshape yet. Time a To-Do and phone-call logging are not built. Everything else on the ribbon's To-Do tabs works: Task (Home ▸ Create), Reassign / Mark as Completed / Set Priority (Edit), Other User's To-Do and every View filter — Today's Tasks, Tomorrow's Tasks, Yesterday's Tasks, This Week's Tasks, Next Week's Tasks, Build To-Do List, Show Meetings and Carry Forward Unfinished Tasks.