Adding and managing to-dos

SECURITY  Adding, editing and deleting to-dos is governed by the CRM Object Permissions of the user's security level. They determine whether users can edit or delete All, Mine or None.

NAVIGATION   >  CRM >  To-Dos, and accessory tabs of organizations, contacts, opportunities, contracts and tickets associated with the to-do

To open the page, use the path(s) in the Security and navigation section above. For general information about to-dos, refer to About to-dos and CRM notes.

If the contact (or the contact associated with the opportunity or to-do you are viewing or editing) has opted out from receiving sales solicitations, you will see a pink banner displayed at the top of the page. On an opportunity, this banner appears if the associated contact has opted out of sales solicitations, even if the contact field is hidden by the opportunity's category.

IMPORTANT  Note for partners in the European Union: Under the EU General Data Protection Regulation, your customers have a right not to be contacted that is enforced by steep penalties. This banner enables you to distinguish customers who have opted out, but you must implement business practices to comply with the Regulation.

Fields Description
Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. Name* Click the organization selector icon and search for the organization for which you want to schedule the to-do, or begin typing the organization name and then click the icon.

When you add the to-do from the organization, opportunity, or ticket detail page, the organization name field is pre-populated and read-only. Click the View icon to open the Organization page.
Contact Name Optionally, select a Contact Name from the list of active contacts associated with the selected organization. If the organization has more than 200 active contacts, a data selector field replaces the drop-down list. Click the View icon to view the contact detail.
If the organization is a sub-organization Previously: Subsidiary. Your Autotask instance may be configured to use one of the following terms instead: Sub-Account, Sub-Business Unit, Sub-Client, Sub-Company, Sub-Customer, Sub-Site. of another organization, you can select a contact from the list of parent organization Your Autotask instance may be configured to use one of the following terms instead: Headquarters, Parent Account, Parent Client, Parent Company, Parent Customer. contacts that appear below a dashed line.
Organization and Contact Address After selecting the organization and contact, the address for each (when available) is displayed as a read only field.
Opportunity When active opportunities are available for the selected organization, you can optionally associate one with this to-do. When you add the to-do from the Opportunity page, the Opportunity Name field is pre-populated and read only.
Ticket Optionally, reference a ticket for the to-do. Click the data selector icon and select the ticket. If the selected ticket is associated with an opportunity, contact, or contract, those values will populate the to-do.
When adding the to-do from a ticket, the ticket number is defaulted in.
To view ticket details, click the ticket number in the data selector or, if the ticket is already associated with the to-do, click the View icon.

To add a new ticket for the to-do, click the + icon and complete the New Ticket form. For more information, refer to Adding, copying, and editing tickets.
Contract Optionally, reference a contract for the to-do. Click the data selector icon and select the Contract.
If you add the to-do from a ticket that has an associated contract, the Contract field is pre-populated.
To view the Summary page for the selected contract, click the View icon.
Action Type* Select the Action Type that best describes the activity from the Action Type list. Action types determine where the to-do will display in Autotask. For more information on Action Types, refer to About to-dos and CRM notes.
Assigned To* This field is populated with your name. To schedule this to-do for another user, select that user from the list in the Assigned To field. Note that the list contains only users with access to the CRM module.
Start and End Date and Time* Enter a Start and End Date and Time. The defaults are current date and time and current date and time +15 minutes.

NOTE  To-dos can span multiple days.
Untitled text field Enter a description of the planned activity in the text field. This field is optional but we recommend that you provide a description.

NOTE  This field has a limit of 32,000 characters.
I completed the To-Do Select this check box if the to-do has been completed. When a to-do is complete, a note is also created that appears in CRM notes search and other CRM note lists.
Date Completed Enter or select the date on which this to-do has been completed.
Notes about the completed To-Do Optionally, add notes concerning the completion of the to-do.
Notification Tab
Notification To send a notification email to the user to whom you assigned the to-do, click the Notification tab. For more information on Notifications, refer to Generating a manual notification.
  1. On the detail page, list or table, click New. On a list or table, click New To-Do.

  1. Populate all required fields.
  2. Click Save & Close.
  1. On your Calendar, right-click a time slot in the schedule and select New To-Do to open the New To-Do window with the Start Date, Start Time, End Date and End Time completed, based on the time slot.

Or, on the menu bar of the Calendar or Dispatch Calendar, click New > To-Do. No times or dates are specified.

  1. Populate or edit the fields as described above.

The to-do will appear on your Autotask Calendar and on the Dispatch Calendar, either on the schedule table or My To-Do list, or both, depending on the to-do's Action Type.

Where the Autotask MS Outlook Extension is available, you can launch the New To-Do window from within the extension. Autotask doesn't have to be open, but Microsoft Outlook must be open, and the MS Outlook extension must be configured.

  1. On the Autotask tab ribbon in Outlook, in the Add to Autotask group, select More > To-Do. This will call the Autotask New To-Do page.
  2. Create the new to-do just as you would in Autotask, and click Save & Close. The to-do will be added to both the Outlook and the Autotask calendars.

NOTE   Outlook Calendar Items can also be sent to the Autotask calendar as a to-do. Refer to Sending Outlook calendar items to Autotask for more details.

You can open the Edit To-Do window from any to-do list. Right-click a to-do and select Edit To-Do, or click the Edit icon where available.

Any user with access to the CRM module can edit all fields in a to-do at any time. For information on editing specific fields, refer to To-do fields, above.