To-Dos

Overview

The To-Dos feature in Core refers to tasks that can be assigned to employees and vendors (or their groups), and given the context of project, client , employee or vendor . Some to-dos do not need a context but are still recorded as assignments. To-dos can also have a reminder set on them and are easily convertible to time entries.

Although you can create to-do tasks in various screens like Clients, Employees, etc., the To-Dos screen allows you to manage all of them from one place. These tasks have no hours associated with them and no relationship with other to-do items. Click to watch this video on managing to-dos in Core.

To-dos are similar to allocation in the sense that they have a start and end date. However, they are more vague and do not necessarily have a specific project. The to-dos can be created by you and assigned to yourself or another person. Besides general to-dos, the other types can also be associated with specific master records (client, project, employee or vendor).

Field Descriptions

Basic Tasks

Create To-Dos

Edit To-Dos

View Reports

Advanced Tasks

Add Documents

Create Time Entries from To-Dos

Clone To-Dos

Batch Update To-Dos

Show/Hide Columns in Grid

Export To-Dos

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
To-Dos > Edit To-Do > General >

ID

ID of a record, depending on the Type selected for the to-do item. Example: If you select the to-do Type as Client , here you can select ID of that client such as 'Allied Services'.

Assigned To

You can assign a to-do task to an employee or a vendor or a group. In case of groups, you cannot delete the groups to which to-dos have been assigned.

Completed By

You can choose which employee completed the to-do. This is useful in case of to-dos assigned to a group of employees.

% Complete

You can enter or update the percentage of completion of the to-do task here. In case of to-do items related to projects, employees and vendors, you can create time entries from your tasks upon updating the % Complete field. Core automatically updates the Percent Complete field to 100% when a to-do is marked completed.

 

Create To-Dos

To create a to-do item, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. Click Create New on the top-right.

    2. On the Add To-Do screen, enter the required information:

      • Start/End Date

      • Type

      • ID: Value or ID of a record, depending on the type selected for the to-do item. Example: If you select the to-do Type as Client, here you can select ID of that client such as 'Allied Services'.  

      • Assigned To: You can assign a to-do task to an employee or a vendor or a group. In case of groups, you cannot delete the groups to which to-dos have been assigned.

      • Priority

      • Description

    1. Click Save & Done or Save & Add Another.

Edit To-Dos

You can view all the notes in Core on this screen.

To do so, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, select a to-do item on the grid and click   to select View Details.

    2. On the Edit To-Do screen, enter more details or make the desired changes.

    3. Click Save.

View Reports

To view a report:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Add Documents

To add a document to a to-do, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    2. In the list view, select a to-do item on the grid and click  to select View Details.

    3. On the Edit To-Do > Documents screen, click Add.

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment .

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    2. Click Add.

    Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the  row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

Create Time Entries from To-Dos

You can create time entries from to-do tasks in Core. In case of to-do items related to projects, employees and vendors, you can create time entries quickly from your tasks upon updating the % Complete field. Core automatically updates the Percent Complete field to 100% when a to-do is marked completed. The time entry copies most of the data from the to-do item, but also requires some extra details.

To create a time entry from a to-do task, watch this video or follow these steps:

    1. Open the To-Dos screen from the main menu > Productivity Tools > To-Dos.

    2. In the list view, click to select Show: Employee from the drop-down.

    3. Now select a to-do item on the grid and click  to select View Details.

    4. On the Edit To-Do screen, click Actions > Create Time Entry.

    1. On the Create Time Entry > Details dialog, enter the required information:

      • Employee: It defaults to the person assigned to the task.

      • Entry Date: It defaults to the current date.

      • Project: It defaults to the to-do project, if available.

      • Activity

      • Actual Hours

    1. You can enter other details on the Additional tab.

    2. Click Save.

Note: You can create time entries from to-dos assigned to groups, but in that case you must select an individual employee or vendor from the drop-down.

Clone To-Dos

You can copy or clone a to-do item so as to save time in creating similar ones from scratch. This way, you can also create to-do templates and then clone them. However, the notifications are not passed on to the new to-dos.

To clone a to-do, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, select a to-do item on the grid that you want to copy and click   to select Clone.

    2. The to-do item is cloned successfully and opens in the Edit To-Do screen.

    3. Enter more details or make the desired changes, such as change its Assigned To.

    4. When you have finished, click Save & Done.

Batch Update To-Dos

Making batch changes to the to-dos is a non-reversible process. Batch update also allows you to reset the values to none if the field is not required.

To update to-dos in a batch:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos. .

    1. Select the to-dos on the grid that you want to change and click Actions > Batch Update.

    2. On the Batch Update screen, select the relevant fields to update and enter new values for them.

    3. Check the disclaimer at the bottom and click Update.

The selected records are updated.

 

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, click More > Show/Hide Columns on the action bar.

    2. Select or un-select the column names in the drop-down list, say % Complete.
    3. Next, click the column name you want to sort the data by, say End Date.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Export To-Dos

In Core, you can export to-do items to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export to-do items to a .CSV file, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the To-Dos screen from the side menu > Productivity Tools > To-Dos.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

 

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