Create tasks

Tasks are created for activities that need to be tracked, such as calling a customer for final details on an event, prospecting for future business, or sending a contract. These tasks can be created by you, assigned to you by another user, or through automation set up by the corporate administrator. Tasks display in the following places on the record pages: account, contact, inquiry, booking, booking event, or volume contract.

With the Salesforce Lightning experience, the Open Activities and Activity History sections of a record are combined into one Activity timeline. With this change, Open Activities is now called Upcoming & Overdue, and Activity History displays by date. The steps below might vary based on the experience you are using.

The process of task creation depends on your Salesforce experience. Select your Salesforce experience for further details.

To create a single or recurring task

  1. In the Open Activities section of the record, click New Task.
  2. Complete the fields on this page, as needed.
    Field

    Description

    Task Information
    Assigned To

    Enter the owner of the task.

    The user who created the task displays by default. To assign a different user as the owner, find and select that user. After you save the task, it displays on the owner's task list.

    SubjectEnter a brief but detailed description of the task.

    You can enter your own description or select from a list of previously defined subjects.

    Due DateEnter the date when the task needs to be completed. When a task is overdue, the due date displays in red on the task list.
    Related ToIf the task is related to a particular record, find and select that record. The task displays on that record's Open Activities section. If the task is not related to a record, leave this field blank.

    Creating a task from the Open Activities section of a record displays the name of the associated record by default.

    Name

    Enter the name of the contact associated with the task. The task is also added to the Open Activities section of the contact record.

    TypeSelect the type of task, for example, Call, Meeting, or Other.

    Tasks created from RFP notifications sent from MeetingBroker are assigned a default type. The value is designated on the Property page by your administrator.

    Additional Information
    StatusSelect the current status of the task. Examples include Not Started, In Progress, and Completed.

    When a task's status is changed to Completed, it is moved from Open Activities to the Activity History section of the associated record.

    PrioritySelect the urgency of the task.
    Recurrence
    Create Recurring Series of Tasks

    Select to repeat this task on a regular basis.

    Additional fields display when this is selected.

    Frequency

    Select the rate at which the task is repeated.

    • Daily

    • Weekly

    • Monthly

    • Yearly

    Additional fields display depending on your selection. This field displays when Create Recurring Series of Tasks is selected.

    Daily

    Select the daily recurrence setting.

    • Every weekday – This indicates the task repeats on Monday, Tuesday, Wednesday, Thursday, and Friday each week, excluding weekends.

    • Every # day(s) – This indicates the task repeats itself automatically after a specified number of days have passed.

    This field displays when Frequency is Daily.

    Weekly

    Select the weekly recurrence setting along with the days of the week.

    • Recurs every # week(s) on – This indicates how often the task repeats on a specified day or days.

    This field displays when Frequency is Weekly.

    Monthly

    Select the monthly recurrence setting.

    • On day # of every # month(s) – This indicates the task repeats on a specific day of the month, every specified number of months. For example, 'On day 15 of every 3 months' creates a task on the fifteenth day of the month, and repeats every three months.

    • On the # day of every # month(s) – This indicates the task repeats on the same day or day of the week every specified number of months. For example, 'On the 1st Friday of every 2 months' creates a task on the first Friday of every other month.

    This field displays when Frequency is Monthly.

    Yearly

    Select the yearly recurrence setting.

    • On every month day – This indicates the month and day the task repeats. For example, 'On every September 15' creates the task on the fifteenth day of September yearly.

    • On the # day of month – This indicates the day of the month the task repeats. For example, 'On the 3rd Tuesday of November' creates the task on the third Tuesday of November yearly.

    This field displays when Frequency is Yearly.

    Recurrence Start

    Select the date to begin the recurring task.

    Recurrence End

    Select the date to end the recurring task.

    Reminder
    Reminder

    Select the date and time to trigger the reminder. For recurring tasks, select when the reminder is triggered for each occurrence. See Respond to activity reminders for more information.

    Selected by default and set to current date and 8:00 AM.

    Attachments
    AttachmentsThis indicates the task has a document attached. Click Attach File to attach a document to the task.

The required fields display a red indicator. These fields need to be complete before you can save the record.

  1. Do one of the following:

    • Click Save to save your changes and return to the record you created the task from.
    • Click Save & New Task to save your changes and create another task.
    • Click Cancel to discard your changes without saving.

To create a single task

  1. In the Activity section of the record, click New Task.
  2. Complete the fields on this page, as needed.
    Field

    Description

    SubjectEnter a brief but detailed description of the task.

    You can enter your own description or select from a list of previously defined subjects.

    Due DateEnter the date when the task needs to be completed. When a task is overdue, the due date displays in red on the task list.
    TypeSelect the type of task, for example, Call, Meeting, or Other.

    Tasks created from RFP notifications sent from MeetingBroker are assigned a default type. The value is designated on the Property page by your administrator.

    Assigned To

    Enter the owner of the task.

    The user who created the task displays by default. To assign a different user as the owner, find and select that user. After you save the task, it displays on the owner's task list.

    Related ToIf the task is related to a particular record, find and select that record. The task displays on that record's Open Activities section. If the task is not related to a record, leave this field blank.

    Creating a task from the Open Activities section of a record displays the name of the associated record by default.

    Name

    Enter the name of the contact associated with the task. The task is also added to the Open Activities section of the contact record.

The required fields display a red indicator. These fields need to be complete before you can save the record.

  1. Click Save. The task displays in the Upcoming & Overdue section of the Activity tab.

  2. Click the name of the task and then click Edit.

  3. Edit the following fields as needed.

    Field

    Description
    Assigned To

    Enter the owner of the task.

    The user who created the task displays by default. To assign a different user as the owner, find and select that user. After you save the task, it displays on the owner's task list.
    Subject Enter a brief but detailed description of the task.

    You can enter your own description or select from a list of previously defined subjects.
    Type Select the type of task, for example, Call, Meeting, or Other.

    Tasks created from RFP notifications sent from MeetingBroker are assigned a default type. The value is designated on the Property page by your administrator.
    Due Date Enter the date when the task needs to be completed. When a task is overdue, the due date displays in red on the task list.
    Related To If the task is related to a particular record, find and select that record. The task displays on that record's Open Activities section. If the task is not related to a record, leave this field blank.

    Creating a task from the Open Activities section of a record displays the name of the associated record by default.
    Name

    Enter the name of the contact associated with the task. The task is also added to the Open Activities section of the contact record.
    Reminder Set

    Select the date and time to trigger the reminder. See Respond to activity reminders for more information.
    Met/Talked with Client Select to indicate that this task involved meeting in person or talking to the client.
    Comments Enter the applicable additional notes about this task.
    Status Select the current status of the task. Examples include Not Started, In Progress, and Completed.

    When a task's status is changed to Completed, it is moved from Open Activities to the Activity History section of the associated record.
    Priority Select the urgency of the task.

  4. Do one of the following:

    • Click Save to save your changes and return to the task record.
    • Click Save & New to save your changes and create another task.
    • Click Cancel to discard your changes without saving.

To create a recurring task

  1. In the Activity section of the record, click New Task.
  2. Complete the fields on this page, as needed.
    Field

    Description

    SubjectEnter a brief but detailed description of the task.

    You can enter your own description or select from a list of previously defined subjects.

    Due DateEnter the date when the task needs to be completed. When a task is overdue, the due date displays in red on the task list.
    TypeSelect the type of task, for example, Call, Meeting, or Other.

    Tasks created from RFP notifications sent from MeetingBroker are assigned a default type. The value is designated on the Property page by your administrator.

    Assigned To

    Enter the owner of the task.

    The user who created the task displays by default. To assign a different user as the owner, find and select that user. After you save the task, it displays on the owner's task list.

    Related ToIf the task is related to a particular record, find and select that record. The task displays on that record's Open Activities section. If the task is not related to a record, leave this field blank.

    Creating a task from the Open Activities section of a record displays the name of the associated record by default.

    Name

    Enter the name of the contact associated with the task. The task is also added to the Open Activities section of the contact record.

The required fields display a red indicator. These fields need to be complete before you can save the record.

  1. Click Save. The task displays in the Upcoming & Overdue section of the Activity tab.

  2. Click the name of the task and then click Create Follow-Up Task.

  3. Edit the following fields as needed.

    Field

    Description
    Assigned To

    Enter the owner of the task.

    The user who created the task displays by default. To assign a different user as the owner, find and select that user. After you save the task, it displays on the owner's task list.
    Subject Enter a brief but detailed description of the task.

    You can enter your own description or select from a list of previously defined subjects.
    Type Select the type of task, for example, Call, Meeting, or Other.

    Tasks created from RFP notifications sent from MeetingBroker are assigned a default type. The value is designated on the Property page by your administrator.
    Due Date Enter the date when the task needs to be completed. When a task is overdue, the due date displays in red on the task list.
    Related To If the task is related to a particular record, find and select that record. The task displays on that record's Open Activities section. If the task is not related to a record, leave this field blank.

    Creating a task from the Open Activities section of a record displays the name of the associated record by default.
    Name

    Enter the name of the contact associated with the task. The task is also added to the Open Activities section of the contact record.
    Create Recurring Series of Tasks

    Select to repeat this task on a regular basis.

    Additional fields display when this is selected.
    Frequency

    Select the rate at which the task is repeated.

    • Daily

    • Weekly

    • Monthly

    • Yearly

    Additional fields display depending on your selection. This field displays when Create Recurring Series of Tasks is selected.
    Daily

    Select the daily repeat setting.

    • Every Day – This indicates the task repeats on every day of the week.

    • Every Other Day – This indicates the task repeats on every second day.

    • Custom – This indicates the task repeats after a specified number of days have passed.

    This field displays when Frequency is Daily.
    Weekly

    Select the weekly repeat setting along with the days of the week.

    • Every Week - This indicates the task repeats every week on a specific day.

    • Every Other Week – This indicates the task repeats every other week on a specific day.

    • Custom – This indicates the task repeats every number of weeks on a specific day.

    This field displays when Frequency is Weekly.
    Monthly

    Select the monthly repeat setting along with the day of the week.

    • Every Month – This indicates the task repeats every month.

    • Every Other Month – This indicates the task repeats every other month.

    • Custom – This indicates the task repeats every number of months.

    This field displays when Frequency is Monthly.
    When

    Select the interval at which the task repeats.

    • Specific Days – This indicates the specific days of the month to repeat the task.

    • Relative Days – This indicates the first, second, third, fourth or last day of the month to repeat the task.

    This field displays when Frequency is Monthly.
    Day

    Select the interval day on which the task repeats.

    • First

    • Second

    • Third

    • Fourth

    • Last

    This field displays when Frequency is Monthly.
    Repeat On

    Select the specific day of the week or day the task repeats.

    This field displays when Frequency is Monthly and Relative Date is set for When.
    Yearly

    Select the yearly recurrence setting.

    • Specific Date – This indicates the specific day of the month to repeat the task.

    • Relative Date – This indicates the first, second, third, fourth, or last day of the month to repeat the task.

    This field displays when Frequency is Yearly.
    Day

    Select the interval day on which the task repeats.

    • First

    • Second

    • Third

    • Fourth

    • Last

    This field displays when Relative Date is set for When.
    Repeat On

    Select the specific day of the week or day the task repeats.

    This field displays when Frequency is Monthly and Relative Date is set for When.
    Month

    Select the specific month the task repeats.

    This field displays when Relative Date is set for When.
    Start Date

    Select the date to begin the recurring task.
    End Date

    Select the date to end the recurring task.
    Reminder Set

    Select the date and time to trigger the reminder.  For recurring tasks, select when the reminder is triggered for each occurrence. See Respond to activity reminders for more information.
    Met/Talked with Client Select to indicate that this task involved meeting in person or talking to the client.
    Comments Enter the applicable additional notes about this task.
    Status Select the current status of the task. Examples include Not Started, In Progress, and Completed.

    When a task's status is changed to Completed, it is moved from Open Activities to the Activity History section of the associated record.
    Priority Select the urgency of the task.

  4. Do one of the following:

    • Click Save to save your changes and return to the task record.
    • Click Save & New to save your changes and create another task.
    • Click Cancel to discard your changes without saving.

For additional information about tasks and other activities, see Salesforce Help.

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