Community Knowledge Base

Creating a Task

Starting a new task is extremely easy: simply click the New button. Once you do this, you'll be able to start entering your task details. These include:

Subject - This is the simple name for the task, like "Create new blog post" or "Organize meeting notes".

Task Description - This is where you enter more details about the task. For example, a copy of any meeting notes or general notes necessary for the completion of the task. These can be updated at any time. Editing the description and keeping additional notes there is especially beneficial when participating in shared tasks. In addition, the task description area is fully HTML compliant with a rich editor so it's possible to stylize the description with different fonts and colors, links to outside resources, etc.

Then there are the Task Details, which include:

  • Source - Where the task is kept. By default, new tasks are stored within Tasks, but if you have shared tasks with others, you can save a task there as well so the person you're sharing with can keep track of the task's status.
  • Start - The date and time the task is supposed to start. Both areas have quick-select icons for setting the date as well as the time, but you can manually enter this information as well.
  • Due - The date and time the task is due. Again, both areas have quick-select icons for setting the date as well as the time, but you can manually enter this information as well.
  • Reminder - If you want to be reminded prior to the Start Date/Time
  • Priority - Priorities help you keep abreast of important tasks and organize your time. Important tasks, obviously, would take a higher priority whereas daily or monthly tasks may carry less weight. 0 priority would have less importance whereas 10 tasks would have the highest priority.
  • Status - The status of a task reminds you, and others if sharing tasks, where the task is in terms of its progress towards the due date.
  • % Complete - Adding a % Complete further lets you, and others if sharing tasks, see how far along the task is in terms of meeting the due date.

Finally, there are Categories. Just like within Contacts and other areas of SmarterTools, it's possible to add one or more categories to tasks. Adding categories is a great way to keep tasks organized.

Editing a Task

To edit a task, simply click on the card of the task you want to modify. Once opened, you'll be able to edit any area of the task. Editing tasks is important, especially when tasks are shared with others, to add new notes, adjust due dates and % complete and more.

Tasks and Calendars

Depending on whether you have your calendar set up to display the start and/or end times for tasks, once the task is saved, it will appear on your calendar. Note: For more information, see Calendar Settings.

New Task Folders

Similar to how you can create folders for storing/organizing emails, it's possible to store Tasks in folders as well. By default, SmarterMail creates a folder called "Tasks" to house any task you create in webmail. However, if a user wanted more granularity in their tasks, they can create individual folders for specific types. For example, "Marketing Tasks", "QC Tasks" or even folders for tasks based on specific companies or businesses. There is no limit to how folders can be used.

Using Folders is a great way to share groups of tasks with others within your organization. Rather than sharing indiviual tasks, one or two at a time, they can be organized in a folder, then that folder can be shared.

Creating a New Folder

To create a new folder, click on the menu icon in the lower, left corner of the interface and do the following:

  1. Select New Folder.
  2. A modal window appears.
  3. Add a Display Name for the folder.
  4. If desired, the new folder can become the default folder for storing any new items that are created.
  5. Your Username and your permission level/Access (generally this should be set to Full) are also displayed.
  6. Finally, it's possible to set up sharing options for the folder you create.

Editing a Folder

If you want to change the settings of a folder, it's very simple: simply click on its name. The settings modal opens and you can change the Display Name, change the sharing options, or even delete the folder entirely.