Tasks are to-dos, reminders and follow-ups. A task can stand alone or link to a company, contact, quote, sales order, credit note, purchase order or stock item. This article covers the Tasks screen, creating and closing tasks, repeating and private tasks, tasks that block shipping, tasks on a record, automatic tasks from quotes, and the task settings.
The Tasks screen
Click Tasks in the navigation bar. The heading shows the Total Tasks count for the current filters. Click a column heading (except Info) to sort, and again to reverse the order. Scroll down to load more.
Click the arrow at the start of a row, or the task text, to expand it (see The expanded row, below). You can edit most cells in the row itself:
Column | What you can do |
Date | Click the date to change it, or the switch to choose All day or Specific time. A red dot marks an overdue task. A circular-arrows icon marks a repeating task; click it to change the schedule. |
Task | Click the pencil to edit the text; press Enter to save or Esc to cancel. Click the Type badge after the text to change the type. |
Linked To | Click the record name to open it, or the pencil to change or clear the link in the Link Task form. On a sales order, click the lorry icon to switch Blocks Shipping on or off (see Tasks that block shipping, below). |
Status | Choose a status; closed statuses are grouped under Close as. The round tick next to it closes the task in one click. |
Priority | Choose a priority. |
Info | Badges count the notes, documents and links. Hover to preview them; click to expand the row. |
Access | Shows the owner's initials, a lock, the number of assigned users and, on a closed task, a green tick. Click the initials to change the owner. The lock shows Private or Public (see Private tasks, below). |
The list refreshes every minute, and when you return to the browser tab.
Filters
Filter searches the task text and the linked record's name, number and company.
Due by Today is on by default and shows everything due today or earlier. Overdue Only shows past-due tasks only. Ticking one unticks the other.
User: My Tasks (tasks you own or are assigned to), All Tasks, or a named user. Archived users are not listed.
Type, Priority and Status. Closed statuses are listed under Closed.
Show Closed: None, Last 7 Days, Last 30 Days, Last 90 Days or Custom dates up to today. A range also shows past occurrences of repeating tasks.
When you add a task on the Tasks page, change a task's date, or close a repeating task so that it moves to its next date, Omono highlights the task for 30 seconds and scrolls to it. If its date falls outside Due by Today or Overdue Only, Omono unticks that filter; it does not change the other filters, so a task that does not match them is not in the list. Reset Filters returns every filter to its default. Omono lists at most 1000 tasks, and at most 100 past occurrences per repeating task. If you have more, narrow the User, Type, Priority or Status filter, tick Due by Today or Overdue Only, or set Show Closed to None. The Filter text and a Show Closed date range are applied after the 1000 are chosen, so they do not bring back the rest.
Exporting
Click Excel or CSV to export the tasks that match the current filters.
Creating a task
Open the task form in one of these ways:
Click + next to Tasks in the navigation bar.
Click Add Task on a company page.
Click Tasks in the action bar of a document or stock item, then click +.
Once a task exists, you change it in its row in the task list, not in this form.
Field | Meaning |
Task | What needs to be done. Required. |
Private | Only the owner and assigned users can see the task. See Private tasks, below. |
Type | Required. Call, Email, Meeting, Follow-up, General, or your own types from Settings → App → Task Types. |
Priority | Required. Starts with the default from Settings → App → Task Priorities. |
Status | Required. Starts with the default from Settings → App → Task Statuses. Only open statuses are offered; you close a task later from the list. |
Date and All Day | Defaults to today, all day. Untick All Day to set a time in 15-minute steps. A timed task is stored in your time zone and shown to colleagues in theirs. |
Repeat | See Repeating tasks, below. |
Link to | Type at least two characters to search companies, contacts, documents and stock items, then choose one. Click × to clear it. The field is locked when you open the form from the Tasks button on a record. Add Task on a company page fills in the company but leaves the field editable. |
Blocks Shipping | Appears once the task is linked to a sales order. See Tasks that block shipping, below. |
Owner | Required. Defaults to you. Archived users are not offered. |
Assigned Users (optional) | Click + and choose a user. To remove one, hover over their circle and click the ×. |
Click the tick to save. An empty required field is outlined in red.
The expanded row
Expand a row to see four panels.
Notes. Type in Add a note... and click Add. You can Edit or Delete your own notes. Task notes are separate from the notes on the linked record. Switch on Activity to see every change to the task, with who made it and when. On a repeating task, notes belong to the current occurrence; switch on Show previous to see earlier ones.
Documents. Click + Upload, or drop files onto the panel. Hover over a file to Rename or Delete it. On a repeating task, click the star to Pin to all occurrences. An unpinned file belongs to the occurrence it was added to. Show previous lists earlier files.
Links. Click + Add, enter the Web Address, then click Add Link. A friendly name and description are optional. Hover over a link to Edit or Delete it. Links can be pinned to all occurrences like documents.
Assigned. Click + to add a user, or hover over a circle and click the × to remove one (not on a closed task, unless it repeats). Below it, Recurrence shows the schedule. On a closed task, a green tick shows when it was completed and by whom.
A Contact bar at the top of the row shows the contact's details. It appears when the task is linked to a contact, or to a document that has a contact.
Closing and reopening tasks
To close a task, choose a closed status from the Status dropdown in the row, such as Completed or Cancelled. You can also click the round tick.
When you close a task that does not repeat, Omono asks Would you like to create a follow-up task? Click Create Follow-up or No Thanks. The follow-up is pre-filled from the task. It has Follow-up: in front of the text, is dated tomorrow, and starts in your default status.
A closed task that does not repeat turns grey and becomes read-only. You can view its notes, documents and links but not add to them. Only the Status can be changed: choose an open status to reopen the task. Omono clears the completion date and logs the change.
Tasks cannot be deleted. Close an unwanted task with Cancelled instead. It then leaves the default view and stays available under Show Closed. When a draft document is deleted, its linked tasks go with it, with their notes, documents and links.
Repeating tasks
A repeating task is one task that moves to its next date each time you complete it. The date picker offers only today or later for a repeating task, and if the task's date does not fit the schedule you save, Omono moves it forward to the next date that does.
To open the Repeating Task panel, click Repeat in the task form. For an existing task, expand its row and click the pencil under Recurrence; a task that already repeats also has a repeat icon next to its date. The Repeat field shows Does Not Repeat until a schedule is set.
Choose None, Daily, Weekly, Monthly or Yearly, and set Repeat every to a number of days, weeks, months or years.
For Weekly, tick at least one day under Repeat on.
For Monthly, choose a Monthly pattern:
On day N of the month. A month without that day is skipped.
On the last day of the month.
On the First, Second, Third, Fourth or Last of a weekday you choose.
Under Repeat until choose Never stop, Until a date (today or later), or After a number of occurrences.
Click Save, or Cancel to keep the old schedule.
The Repeat field then shows a summary of the schedule. To stop the task repeating, choose None and save. The notes, documents and links from all of its occurrences are then shown together.
Completing a repeating task
When you close a repeating task, the task moves to its next date. Omono shows Task Completed with the date of the next occurrence, except when you complete it from the Complete Recurring Task form described below.
If the task is overdue and more than one occurrence has been missed, Omono first asks how to continue. The Complete Recurring Task form offers these choices:
Move to next occurrence moves the task to the next date in the schedule, even if that date is also in the past. The form warns (still overdue) when it is.
Skip to today is the default. It records the missed occurrences as skipped and moves the task to the next occurrence from today. It is labelled Skip to current when that occurrence is not today.
Click Complete to confirm, or Cancel to leave the task open.
When you close the last occurrence of a limited series, the task closes for good. Omono says This was the final occurrence in the series. If you reopen it after its date has passed, a series that ran Until a date becomes an ordinary task; a series that stopped After a number of occurrences may carry on repeating.
Past occurrences appear in the list when Show Closed is set to a date range. Each is marked Historical or Skipped, is read-only, and holds the notes, documents and links of that occurrence.
Private tasks
Tick Private to hide a task from everyone except its owner and assigned users. Even admins cannot see it. Others do not see it in the task list, the Tasks count on a record or their dashboard counters. Only the owner can switch it between Private and Public, using the lock in the Access column.
A private task can still block shipping. Other users then see it in the shipping window as Private Task. They see the owner's name but not the task text.
Tasks that block shipping
Link a task to a sales order and tick Blocks Shipping, or click the lorry icon next to the order number in the task list. Until the task is closed, no dispatch on that order can be shipped. Anyone who tries sees Tasks Blocking Shipping in the shipping window, with the task, its owner and its due date. Close the task, or untick Blocks Shipping, and try again.
A task stops blocking as soon as its status is a closed one, such as Completed or Cancelled. On Hold is not closed, so a task on hold still blocks. A status you add in Settings → App → Task Statuses only releases the block if it is set up as closed. Re-linking the task to anything other than a sales order clears Blocks Shipping.
Tasks on a record
A sales quote, sales order, credit note, purchase order or stock item has a Tasks button in its action bar. The button shows the number of open tasks linked to that record, not counting tasks whose status has been archived, so the list can hold more than the count. Click it to list them. The list shows every user's open tasks, not only yours, and ignores Due by Today. Click + in the heading to create a task locked to the record.
A company page has a Tasks section instead. It lists tasks on the company and on all of its contacts and documents. Use Search tasks... to filter the list, and choose a Show Closed period. Click Add Task to create a task linked to the company. The button is hidden on an archived company.
Automatic tasks from quotes
Settings → App → Task Automation has two rules: one for the quote's Chase By date and one for its Expected Award Date. Each is off until an admin ticks Enabled and saves. The admin can also choose the Task Owner (Sales Person, the default, or Account Manager), Task Type and Task Priority. A blank type falls back to one of your task types. A blank priority falls back to the default priority. The award-date rule also has Reminder Days. This is how many days before the Expected Award Date the reminder falls due. It can be from 0 to 365, where 0 means on the date itself.
The chase task is called Follow up on quote chase date. The award task is called Expected award date reminder, with the number of days in brackets when one is set. Both are all-day tasks linked to the quote. Both start in your default open status.
If the quote's date changes, the task moves to the new date. If the task had been closed, it is reopened. If the date is cleared, or the quote is marked won or lost, the task is closed as Cancelled. A copy of the quote gets its own tasks. The rule may name the account manager when the customer has none. The salesperson then owns the task.
Task settings
Admins manage the lists behind the task form in Settings → App.
Task Types: each has an Icon (an emoji) and a Name. Drag rows to reorder them. Click the pencil at the end of a row to edit or archive it. Tick Show Archived to see and restore archived types.
Task Priorities: each has a Colour and a Name. Click the star in the Default column to make it the priority new tasks start with. The default cannot be archived.
Task Statuses: tick Closed when you add a status to make it count as closed. Click the star in Default to set the status new tasks start with. Click the star in Quick Complete to choose the status used by the round tick. Neither of these two statuses can be archived.
Archived types, priorities and statuses stay on the tasks that use them, but are not offered for new tasks.
Dashboard
The dashboard counts the open, overdue and due-today tasks you own or are assigned to. Click a counter to open the task list filtered to match; Due Today opens it with Due by Today ticked, so overdue tasks are listed too. See The dashboard.
Things to know
Completing a repeating task puts its status back to the default open status. For example, a task you had moved to In Progress comes back as Not Started on its next date.
Assigning a task sends no email or notification. The person sees it only in their own task list and dashboard counters.
The task text is limited to 200 characters. A longer task is not saved, and the form stays open with no message.
Saving a quote again resets its automatic chase or award task to what the rule says. If the task was closed, it is reopened. To move the task, change the quote's date rather than the task's.