TASKS

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

Overview

## 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.

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Task Types

## Task Types

| Type | Description | | ------------- | --------------------------------------------------- | | **Call** | Outbound or inbound phone call to a contact or lead | | **Email** | Sending a follow-up or outreach email | | **Message** | SMS or chat message to be sent | | **Meeting** | Scheduled meeting to prepare for or log | | **Chat** | Live chat follow-up or conversation | | **Proposal** | Drafting or delivering a proposal | | **Note** | Internal note or memo to log | | **Task** | Generic to-do that doesn't fit another type | | **Follow Up** | A follow-up action after a prior interaction | | **Demo** | Product demo to prepare or deliver |

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Status

## Task Statuses

| Status | Meaning | | --------------- | ------------------------------------- | | **To Do** | Created but not yet started | | **In Progress** | Actively being worked on | | **On Hold** | Paused, waiting on something external | | **Completed** | Finished successfully | | **Cancelled** | No longer needed |

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Creation

## Creating Tasks

You can create tasks from multiple places in the CRM. ### 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. ### 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. ### Fields When Creating a Task

| Field | Description | | ------------- | --------------------------------------------- | | Title | Short description of what needs to be done | | Type | The kind of task (call, email, meeting, etc.) | | Due Date | When the task needs to be completed | | Assigned To | The team member responsible | | Status | Starting status (defaults to To Do) | | Notes | Optional details or instructions | | Linked Record | Contact, lead, account, or opportunity |

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Assignment

## 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.

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Scheduling

## 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

## Task List and Filters

| Filter | Options | | --------------- | --------------------------------------------------------- | | **Assignee** | Filter by a specific team member or show unassigned tasks | | **Status** | To Do, In Progress, On Hold, Completed, Cancelled | | **Entity Type** | Contact, Lead, Account, or Opportunity | | **Due Date** | Overdue, due today, due this week, or a custom date range | | **Type** | Call, email, meeting, etc. |

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Completion

## 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.

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Automation

## 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.

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Pipelines

## 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](/crm/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

## 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.