Tasks
Package: BASIC
1. General
The Tasks module is used to organise and manage workflows within the company. Tasks can be assigned to individual users or groups, given deadlines and linked to reminders.
A sales representative is required to follow up on a quote by the end of the week. A task with the subject "Follow up on quote – Mustermann Company" is created, assigned to the responsible employee, and the Due date is set to Friday. Via Send task as email message, the employee is automatically informed by email. A reminder is set for the previous day.
A report is to be created on the first Monday of every month. In the Repeat block, a monthly interval is configured so that brainX automatically generates the task on a recurring basis. Once completed, the Status changes to done, whereupon the next instance of the recurring task appears.
This section describes only the special fields and functionalities of the module, as all general brainX functionalities are described elsewhere in the handbook.
2. List View
The list view in the Tasks module offers the usual functionalities of a list view. For more detailed information, see the section Layout/Structure - List View.
2.1. Actions
In the list view, general actions are available – depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
Module-specific actions are not available in this module.
3. Detail View
In the delivery state, the detail view of a record in a module has standard fields, which are described below.
3.1. Fields
Task Block
| Field | Description |
|---|---|
| Subject * | Name of the task |
| Start * | Start date of the task |
| Due date * | Date by which the task must be completed |
| Status |
|
| Priority |
|
| Send task as email message | When activated, an email is sent to the responsible user. Prerequisite: At least one email account must be set up in the Email accounts module. |
*Mandatory field
Relationships Block
In the delivery state, the Relationships block contains four reference fields to the following modules:
In the calendar settings under the setting item Default references, you can configure which reference fields to modules are displayed.
Reminder Block
| Field | Description |
|---|---|
| 1. Reminder | After entering the date and time, a 1st reminder is issued at the set time via notification. |
| 1. Reminder | After entering the date and time, a 2nd reminder is issued at the set time via notification. |
Repeat Block
In the "Repeat" block, recurring tasks (series tasks) can be configured. When creating a task, you define the interval at which and the date up to which further tasks should be generated.
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| Mark task as done | – | Sets the status of the task to done |
4. Practical Examples
1 – Following up on a quote with deadline and email notification
A sales representative has sent a quote to a potential customer and wants to make sure the follow-up is not forgotten. They create a task with the subject "Follow up on quote – Mustermann Company", link it in the Relationships block to the corresponding contact and organisation, and set the Due date to the desired follow-up date.
The Priority is set to High, since closing the deal is time-critical. Via the Send task as email message toggle, the responsible employee is automatically informed by email. Additionally, in the Reminder block, a reminder time is set for the previous day, so that a notification is triggered in brainX.
Once the follow-up has been carried out, the task is completed via the action Mark task as done and the status changes to done.
2 – Recurring task for a monthly report
The controlling team must create an internal status report on the first Monday of every month. Instead of creating the task manually each month, a series task is configured.
In the Repeat block, a monthly interval is defined along with an end date up to which the task should be generated automatically on a recurring basis. The task is assigned to the responsible employee and given the appropriate Priority. After each instance is completed – that is, as soon as the status is set to done – brainX automatically generates the next task at the defined interval.
This ensures that recurring activities are not forgotten and eliminates the effort of creating them manually.
3 – Creating and linking a task from within another module
While working on a ticket, a support employee notices that an internal consultation with the development team is required. Directly from the ticket, a linked task is created via the action New task.
The task is given a meaningful subject, assigned to the responsible developer and provided with a Due date. Via the Send task as email message toggle, the developer is immediately informed. Since the task is linked to the ticket, the connection is traceable at any time – both from the ticket and from the task.
Once the consultation is complete, the developer marks the task as done, and the support employee can continue processing the ticket.
5. Frequently Asked Questions
Can a task be assigned to several users at the same time?
A task can be assigned to a user group, provided that corresponding groups are configured in the system. Simultaneous assignment to several individual users is not provided for in the standard field – the use of groups is recommended for this.
What happens if a task is not completed by the due date?
If a task exceeds its due date without being marked as done, the status automatically changes to overdue. In the list view, overdue tasks can be specifically filtered out using a filter.
How does the "Reminder" block differ from the "Send task as email message" toggle?
The Send task as email message toggle sends a one-time email to the assigned user when the task is saved. The Reminder block, on the other hand, triggers a notification within brainX at a freely definable time – independently of the email dispatch. Both functions can be used independently of each other.
Can I adjust a series task afterwards?
Yes. The configuration in the Repeat block can be changed afterwards. Changes then affect the still pending instances of the series task; already completed tasks remain unchanged.
Which reference fields are available by default in the "Relationships" block?
In the delivery state, reference fields to the modules Contacts, Leads, Organizations and Partner are available. Which reference fields are displayed can be configured in the calendar settings under Default references.
Can a task be created directly from within another module?
Yes. In various modules – such as Tickets, Assets or Contacts – the action New task is available in the detail view. The task created this way is automatically linked to the respective record.