In this lesson:
Creating a Task
As mentioned before, a Task is an internal work process for a client. Since Tasks are the top level of the workflow hierarchy, that's the option you'll start with in Canopy.
Tasks can be created:
- In the secondary menu from the Global + Button.
- In the Task List (in the Tasks Module)
- From Tasks List in a Client Record
- From an Email in your Canopy Email Inbox
What's in a Task?
Not all jobs or services are the same and differ in complexity. Tasks can be as flexible as you need them to be. You can add subtasks, client requests, budget hours, and keep track of billable time.
Let's look at all the components of a Task:
- Task Name: name of the task. This appears on Task Lists. * A task name is all that is required to create a task.
- Status: every task has a status, like in-progress, ready, or completed.
- Client: assign the task to a client record.
- Engagement: Link to an Engagement sent in Canopy.
- Assignee(s): assign the task to a certain team member.
- Budget Hours: the number of hours is budgeting towards a task.
- Priority: set a priority, like low, medium, or high.
- Description: a note about what the task is about.
- Date: set start and due dates
- Recurring: set the task to repeat itself
- Tax Preparation Fields: if used for tax purposes, you can set a tax year
- Reminder: set a reminder
- File: attach a file
- Automation: add automation
- Add a client request or subtask
- Create your task!
Creating Subtasks
As mentioned in the last lesson, a Subtask is a smaller task that is part of a main Task or project. Subtasks are often used to break down a complex Task into smaller, more manageable pieces. By breaking a Task into Subtasks, it can be easier to track progress, assign responsibility, and prioritize work.
Accessing the Task Workspace
After creating a Task, you'll go to the Task Workspace. The Task Workspace page is under the Tasks Tab in the Client Record.
This is where you manage your Tasks, including updating task statuses and adding subtasks. All of the information you filled in when you created your Task appears here.
If you didn't add any Subtasks or Client Requests in the Task window - no worries! You can add them at any time in the Task Workspace. You'll find those Subtasks under the progress bar in your Task Workspace.
In each Subtask bar, you can update the priority and status and make other updates. You can also organize the order of the subtasks by hovering over the subtask and selecting the 8 dots icon. Now, you can drag that Subtask to your desired location.
Updating Task Statuses
The real point behind Workflow is to keep your team's deliverables on track. One way to help you do this is by utilizing and updating statuses. In fact, every Task and subtask starts with a Status of "No Status".
Some default status types include:
- In progress
- On hold
- With client
- Needs Review
- Ready
- Completed
A Note on Task and Subtask Statuses: If you mark the parent task as complete, all the subtasks can be automatically marked as complete as well. However, you also have the choice to mark the parent task as complete without changing the status of the subtasks.
Create Custom Statuses
You may also create custom statuses if your firm needs a more defined process tracking. To do this,
- Click on the Status dropdown.
- Select Add Custom Status at the bottom of the list. One way is to name statuses after the subtask you are working on.
- Name your Status and drag the slider to your desired color!
Add all the custom statuses you need.
Statuses can be used for Automation purposes, which we'll cover in greater depth in this module.