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  • Add Tasks to Opportunities

    An Opportunity Task is a special kind of task that can only be added on the Opportunity level through the + Add Opp Task button on the left sidebar (the + Add Task is the same task functionality that is across CSuite and will not add the task to the Opportunity). 

    When an Opportunity Task is marked done, you can add outcome notes to the task, which will convert the task to a note. These notes will appear on the native profile.

    You can add multiple tasks to your opportunities to help drive you from stage-to-stage.

    Example:

    • If the first stage in an opportunity type is identify or discover, you may choose to add a phone call task type to the opportunity, with the detail of the discovery phone call.

    By adding multiple tasks, you can outline a strategic road map of the events required for a successful opportunity. With this outline, staff members can see your plan and pick up where you left off.

  • Add Task/Note Types

    The same user-defined menu in CSuite applies to both Tasks and Notes. 

    If you went live in late 2019 or after, you likely have default Opportunity Types and Task/Note Types in your site. These can be edited or deleted to suit your needs. 

    To create Task/Note Types:

    1. Select Opportunities from the Home page.


    2. Click List Types.


    3. Click Add Task Type.

    4. Enter a name and click Create.
  • Add a Note

    Notes can be added to records throughout CommunitySuite. If a record is associated with a unique ID or number, the option to Add Note will appear in the left-side menu.

    1. Click Add Note from the left-side menu.

    2. Select a Date, enter the name of a Fund to link the note to a fund.

    3. (Optional) Check the box next to Sticky to place the note at the top of the Notes window within the associated record (i.e. Profile, Grant, Donation, etc.).

    4. (Optional) Check the box next to No Rollup if you do not want the note to display on the associated profile's native profile record.

    5. (Optional) Check the box next to alert and select an alert area. When entering, viewing, or editing the associated profile record or fund, the note will display (to users) as an alert message at the top of the page. (Check out this video for more information)
    6. Click Add Note.
  • Create & Manage Tasks

    The Task tool can be used to remind yourself and your staff about upcoming projects, administrative tasks, and recurring events at your foundation. While creating tasks, convert them into iCalendar (.ics file) invites and send them directly to your staff from CommunitySuite. Once received, your staff can download the .ics file and it will automatically create an event on their calendar with the details of the task.

    Create a Task

    1. Select Add Task from the Home page.

      Tasks can be created from anywhere in the system.

    2. There are two different functions in the create task box, Assign To and Share WithAssign To sets the expectation that someone is to complete a task, whereas Share With is more of a supervisory/project management function. Without using Share With other users in the system might not be able to see what tasks you're assigned to (it depends on their permissions). Click the [Checkboxes] button to see the available users to either Assign To or Share With.

      If multiple users are selected, a separate task (with the same details) will be assigned to each user.

    3. Check the box next to Send Calendar Invite to send .ics (iCalendar) invites to the users that the task is assigned to. 
      • Each user that the task is assigned to will receive a .ics calendar invite.
      • ics calendar files are compatible with most calendar programs, such as Microsoft Outlook, Google Calendar, and Apple Calendar.
      • If the task Due/Reminder Date is edited after the original calendar invite is sent, a new email will be sent to the assignee, with an updated .ics calendar invite. The assignee can then accept, or decline the proposed time change. If the assignee declines the proposed change, the user who assigned the task will be notified (via email) that the assignee declined the invite.
      • Check out this video for more information.
    4. If you've created task types, select a task type from the drop-down. Enter a description, due date/reminder, and recurring interval, then click Create.

      Recurring intervals can be set for 1 day1 month, 1 week, or 1 year.

    Manage Tasks

    1. Select Tasks from the Home page.

      If you have overdue tasks, the task option will be outlined in red.

    2. The main tasks page will default to All My Tasks, which lists all incomplete tasks that are assigned to you. Click Assigned Tasks to view all tasks assigned to you.

    3.  Click Shared Tasks to view all tasks shared with you. 
    4. If you need to edit a task, click Edit.

      If you're sending a calendar invite with a task, and the task Due/Reminder Date is edited after the original calendar invite is sent, a new email will be sent to the assignee with an updated .ics calendar invite. The assignee can then accept, or decline the proposed time change. If the assignee declines the proposed change, the user who assigned the task will be notified (via email) that the assignee declined the invite.

    5. Once a task has been completed, click Done to move it into the completed tasks list.