Tasks
Package: BASIC
1. General
The Tasks module is used to organize and manage workflows within the company. Tasks can be assigned to individual users or groups, given deadlines, and linked to reminders.
A sales employee needs to follow up on a quote by the end of the week. A task is created with the subject "Follow up on quote – Company Mustermann", assigned to the responsible employee, and the Due Date is set to Friday. Using Send Task as Email Message, the employee is automatically notified by email. A reminder is set to the day before.
A report needs to be created every first Monday of the month. In the Repeat block, a monthly interval is configured so that brainX automatically generates the task on a recurring basis. The Status switches to completed after completion, after which the next instance of the recurring task appears.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Tasks module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout - List View.
2.1. Actions
In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
In the default state, the detail view of a record in a module has standard fields, which are described below.
3.1. Fields
Task Block
| Field | Description |
|---|---|
| Subject * | Name of the task |
| Start * | Start date of the task |
| Due Date * | Date by which the task must be completed |
| Status | Current processing status Default values:
|
| Priority | Urgency of the task Default values:
|
| Send Task as Email Message | When activated, an email is sent to the responsible user. Requirement: At least one inbox must be set up in the Email accounts module. |
*Required field
Relationships Block
In the default state, the Relationships block contains four reference fields to the following modules:
In the Calendar Settings under the setting Default References, you can configure which reference fields to modules are displayed.
Reminder Block
| Field | Description |
|---|---|
| 1st Reminder | After entering a date and time, a 1st reminder is triggered at the set time via Notification. |
| 2nd Reminder | After entering a date and time, a 2nd reminder is triggered at the set time via Notification. |
Repeat Block
In the "Repeat" block, recurring tasks (recurring task series) can be configured. When creating a task, the interval and end date for generating additional tasks are defined.
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Requirement | Functionality |
|---|---|---|
| Mark Task as Completed | – | Sets the status of the task to completed |
4. Practical Examples
1 – Following Up on a Quote with Deadline and Email Notification
A sales employee has sent a quote to a potential customer and wants to ensure the follow-up is not forgotten. They create a task with the subject "Follow up on quote – Company Mustermann", link it in the Relationships block to the corresponding contact and organization, and set the Due Date to the desired follow-up date.
The Priority is set to High because the closing is time-critical. Using the Send Task as Email Message toggle, the responsible employee is automatically notified by email. Additionally, a reminder time is set for the day before in the Reminder block, triggering a notification in brainX.
Once the follow-up has been completed, the task is closed using the Mark Task as Completed action and the status changes to completed.
2 – Recurring Task for a Monthly Report
The controlling team needs to create an internal status report every first Monday of the month. Instead of manually creating the task each month, a recurring task is configured.
In the Repeat block, a monthly interval is defined along with an end date up to which the task should be automatically generated on a recurring basis. The task is assigned to the responsible employee and given the appropriate Priority. After each instance is completed – i.e., as soon as the status is set to completed – brainX automatically creates the next task at the defined interval.
This ensures that recurring activities are not forgotten and eliminates the effort of manual creation.
3 – Creating and Linking a Task from Another Module
While processing a ticket, a support employee realizes that internal consultation with the development team is required. Directly from the ticket, a linked task is created using the New Task action.
The task is given a meaningful subject, assigned to the responsible developer, and given a Due Date. Using the Send Task as Email Message toggle, the developer is immediately notified. Since the task is linked to the ticket, the connection is always traceable – both from the ticket and from the task.
Once the consultation is complete, the developer marks the task as completed, and the support employee can continue the ticket process.
5. Frequently Asked Questions
Can a task be assigned to multiple users simultaneously?
A task can be assigned to a user group, provided corresponding groups are configured in the system. Simultaneous assignment to multiple individual users is not provided in the standard field – it is recommended to use groups for this purpose.
What happens if a task is not completed by the due date?
If a task exceeds its due date without being marked as completed, the status automatically changes to overdue. In the list view, overdue tasks can be specifically filtered out using a filter.
What is the difference between the "Reminder" block and the "Send Task as Email Message" toggle?
The Send Task as Email Message toggle sends a one-time email to the assigned user when the task is saved. The Reminder block, on the other hand, triggers a notification within brainX at a freely definable time – independently of the email send. Both functions can be used independently of each other.
Can a recurring task be adjusted afterwards?
Yes. The configuration in the Repeat block can be changed afterwards. Changes affect the remaining instances of the recurring task; already completed tasks remain unchanged.
Which reference fields are available in the "Relationships" block by default?
In the default state, reference fields to the modules Contacts, Leads, Organizations and Partner are available. Which reference fields are displayed can be configured in the Calendar Settings under Default References.
Can a task be created directly from another module?
Yes. In various modules – such as Tickets, Assets or Contacts – the New Task action is available in the detail view. The task created this way is automatically linked to the respective record.