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TASKS

Create, assign, and track tasks across your CRM — from follow-up calls to proposal reviews — so nothing slips through the cracks.

Overview

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What Are Tasks?

Tasks are action items tied to records in your CRM. They can represent a phone call you need to make, an email you need to send, a meeting to schedule, or any other follow-up step. Tasks keep your team aligned on what needs to happen next across contacts, leads, accounts, and opportunities.
Task Types

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Task Types

TypeDescription
CallOutbound or inbound phone call to a contact or lead
EmailSending a follow-up or outreach email
MessageSMS or chat message to be sent
MeetingScheduled meeting to prepare for or log
ChatLive chat follow-up or conversation
ProposalDrafting or delivering a proposal
NoteInternal note or memo to log
TaskGeneric to-do that doesn’t fit another type
Follow UpA follow-up action after a prior interaction
DemoProduct demo to prepare or deliver
Status

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Task Statuses

StatusMeaning
To DoCreated but not yet started
In ProgressActively being worked on
On HoldPaused, waiting on something external
CompletedFinished successfully
CancelledNo longer needed
Creation

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Creating Tasks

You can create tasks from multiple places in the CRM.

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From a Contact, Lead, Account, or Opportunity

Open any CRM record and scroll to the Tasks section. Click Add Task. The task is automatically linked to that record.

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From the Task List

Go to CRM → Tasks and click New Task. Select the entity to link the task to (contact, lead, account, or opportunity) using the search field.

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Fields When Creating a Task

FieldDescription
TitleShort description of what needs to be done
TypeThe kind of task (call, email, meeting, etc.)
Due DateWhen the task needs to be completed
Assigned ToThe team member responsible
StatusStarting status (defaults to To Do)
NotesOptional details or instructions
Linked RecordContact, lead, account, or opportunity
Assignment

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Assigning Tasks to Team Members

Use the Assigned To field to route a task to any member of your workspace. Assigned team members receive an in-app notification when a task is assigned to them.If no assignee is set, the task is unassigned and visible to all team members with CRM access.
Scheduling

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Due Dates and Reminders

Set a Due Date to track when the task should be completed. Tasks with upcoming due dates appear in:
  • The Upcoming Tasks section of the dashboard
  • The assignee’s task list, sorted by due date
  • The activity timeline of the linked record
Set due dates on follow-up tasks generated by automations to ensure your team sees time-sensitive actions at the top of their task list.
Filtering

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Task List and Filters

FilterOptions
AssigneeFilter by a specific team member or show unassigned tasks
StatusTo Do, In Progress, On Hold, Completed, Cancelled
Entity TypeContact, Lead, Account, or Opportunity
Due DateOverdue, due today, due this week, or a custom date range
TypeCall, email, meeting, etc.
Completion

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Completing Tasks

To mark a task complete:
  1. Click the checkmark icon next to the task title in the task list or on the record’s activity timeline.
  2. The status changes to Completed and a completion timestamp is recorded.
  3. The task moves out of the active task list but remains visible in the record’s history.
You can also open the task and change the status to Completed manually if you need to add a completion note first.
Automation

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Automation-Created Tasks

Automations can create tasks automatically as part of a workflow. For example, when a new lead arrives from a web form, an automation might create a Call {{lead.firstName}} task and assign it to the lead owner.Tasks created by automations are attributed to the Parsa Assistant system user in the activity timeline. This makes it easy to distinguish between tasks your team created manually and tasks that were auto-generated.
If you see tasks assigned by “Parsa Assistant,” they were created by an active automation. Check the Automations page to see which rule generated them.
You can edit, reassign, or delete automation-created tasks just like any other task. Modifying a task created by an automation does not affect the automation itself.
Pipelines

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Task Pipelines and Stages

Tasks can live in a pipeline with their own stages — useful when your team runs through a multi-step process per task (e.g. Drafted → Sent for review → Approved → Done) rather than just flipping a binary complete flag. Define a Task Pipeline at CRM → Tasks → Settings → Pipelines. Each pipeline carries:
  • A list of Stages with names, colors, and sort order
  • A default stage that new tasks start in
  • An optional “won” stage that marks the task as complete
Once enabled, the task board view displays a Kanban-style column per stage so you can drag tasks across as work progresses. The list view still works — pipelines are additive, not a replacement. Different task pipelines per use case are supported — a content team might have Briefed → Drafted → Edited → Published, while a support team has New → Investigating → Awaiting Customer → Resolved. Each task picks one pipeline; pipelines aren’t shared across tasks.
Task pipelines combine well with Follow-Ups — keep the day-to-day actionable queue in Follow-Ups, and use task pipelines for longer-running pieces of work that span multiple stages.
Automation queue

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Automation Action Tasks

Automation rules that include delayed steps (e.g. send a follow-up email after 3 days) work by spawning a Task row with automation_action='send_email' and due_date=created_at + 3d. The Parsa Assistant celery worker picks these up at their due time and executes the action. You can browse the automation queue at CRM → Automations → Activity → Queue. Each row shows:
  • The rule that spawned the task
  • The action type (send_email, create_task, change_stage, add_tag, etc.)
  • When it’s scheduled to run
  • The current state (scheduled, executing, complete, failed)
If a queued action fails (e.g. the email server rejected the message), the failure is logged on the Task with the error. Auto-retry rules apply for transient failures; permanent failures stay in the failed state for you to inspect.
These rows are still real Task records — they just have automation_action set. The standard Task UI hides them by default (you don’t want your automation queue cluttering your personal task list); the Automations → Activity → Queue view filters specifically to them.