Tasks and Task Projects

Tasks help you organize your daily work, track follow-ups, and make sure nothing falls through the cracks. You can create standalone tasks or link them to specific records like leads, contacts, or opportunities. Task Projects let you group related tasks together.

What Are Tasks?

A task is an action item — something you or a team member needs to do. Tasks can be as simple as "Call John about the proposal" or as structured as a multi-step checklist for a project. Every task has an owner, a status, and an optional due date so you can stay on top of your workload.

Getting There

• Log in to Ambivo
• Click Tasks in the left sidebar
• You will see your task list, showing task names, statuses, due dates, and owners

Create a New Task

1. 1

   Open the create form

   From the Tasks list, click the + New button.

2. 2

   Fill in details

   Task Name — A clear description of what needs to be done; Owner — The person responsible (defaults to you); Due Date — When this task should be completed; Priority — Set the urgency level (e.g., High, Medium, Low); Status — Defaults to Assigned.

3. 3

   Link record and save

   Optionally link the task to a record by selecting a Related Record (a lead, contact, account, or opportunity). Add a Description with additional context if needed. Click Save.

What Happens Next

The task appears in your task list and, if linked to a record, also shows up on that record's detail page under its Tasks section.

View and Manage Tasks

Task List Views

Your tasks can be viewed in different ways:

• List View — A table showing all tasks with sortable columns
• Filtered Views — Use presets or custom filters to focus on specific tasks

Completing a Task

1. 1

   Open the task

   Open the task or find it in the list.

2. 2

   Mark complete

   Change the Status to Completed (or click the checkbox if available). The task moves to your completed tasks.

Editing a Task

1. 1

   Open the task

   Click on any task to open it.

2. 2

   Update and save

   Update the fields you need to change (name, due date, priority, owner, etc.). Click Save.

Task Statuses

Your administrator can customize task statuses — rename or recolor any of the built-in ones (e.g. rename Review Submit to "Awaiting QA") and add new ones to match your team's workflow. The underlying status identifier stays the same after a rename, so any automation tied to the status keeps working.

Task Projects

Task Projects let you group related tasks under one umbrella. For example, you might create a project for "Q2 Sales Outreach" and add all related tasks to it.

Creating a Task Project

1. 1

   Open Projects

   In the Tasks area, look for the Projects section or tab.

2. 2

   Create project

   Click + New Project, enter a Project Name and optional Description, then click Save.

Adding Tasks to a Project

1. 1

   Edit or create task

   Create a new task or edit an existing one.

2. 2

   Assign project

   In the Project field, select the project you want to associate it with. Click Save.

Viewing Project Tasks

• Open a Task Project to see all tasks belonging to it
• Track overall progress based on how many tasks are completed versus open

Filter and Search Tasks

Quick Filters

• My Tasks — Tasks assigned to you
• Due Today — Tasks with today's due date
• Overdue — Tasks past their due date
• By Priority — Filter by High, Medium, or Low

Search

Use the search bar to find tasks by name or description.

Tasks on Record Pages

Tasks linked to a specific lead, contact, account, or opportunity appear on that record's detail page. This helps you see all pending action items in context.

Creating a Task from a Record Page

1. 1

   Open the record

   Open a lead, contact, account, or opportunity.

2. 2

   Add task

   Find the Tasks section, click + Add Task, fill in the task details — the record is automatically linked — and click Save.

Common Questions

Tips and Best Practices

• Set a due date on every task to keep yourself accountable
• Use priorities consistently so you can quickly identify what needs attention first
• Link tasks to records so you always have context about why the task exists
• Review your open tasks at the start and end of each day
• Use Task Projects to organize larger initiatives with multiple steps

Related Guides

• CRM-013 — Calendar
• CRM-007 — Notes, Comments, and Activities
• CRM-014 — Workflows