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Lesson 5 – CRM – Tasks
In this lesson, you are going to learn about Tasks. You will use tasks to enter details of inquiries or requests from customers, prospects, manufacturers, end users, or anyone you interact with for business. These inquiries can be to send samples or literature, get pricing for bids or quotes, asks for discounts on current products, returns for damaged goods, money or product for tradeshows or golf tournaments, or any other business related requests that require someone in your office to follow up on and complete. Tasks are automatically assigned to the User entering the request into the system or can be assigned by the User to another person in your company. Examples of when to assign a task to another person could be – an outside sales person requesting a sales support individual to send literature to a customer, or a sales manager asking an outside sales person to fill out information on a document sent by a manufacturer. Tasks also have fields allowing others who are concerned with the inquiries and requests being made can easily view the current progress of the work required for completion. |
All tasks should be associated to the companies and/or contacts they apply to in your system. Tasks can also be associated with projects. Once they are associated with a company, contact, or project any User in your system can access the information found in these tasks. By opening the Activity lists in a company, contact, or project the User can read or edit the information as necessary. Sales, customer service, sales support, project teams, and management will all be aware of current requests for information, pricing, or other issues that may arise from everyday activities. They will be able to view the follow up status and when the task is completed. Everyone will be able to respond quickly and accurately when asked questions.
Today, you are going to go through each are of a Task, learn why you will use each field and how to add information to the task already in your system.
Chapter 1
Tasks
Tasks contain all the details of any request for information, pricing, or other types of assistance upon which anyone in your company follows up. Whether the request comes by phone call to Customer Service, by person via a sales or service rep, by e-mail, text, fax, you will enter all the pertinent notes into a task.
Login to MRSware now. Once MRSware is open, click on Tasks in the Shortcuts panel or click on the Tasks icon on the Shortcuts Tool bar.
Tasks Menu bar and Toolbar
Today, you are going to go through each are of a Task, learn why you will use each field and how to add information to the task already in your system.
Chapter 1
Tasks
Tasks contain all the details of any request for information, pricing, or other types of assistance upon which anyone in your company follows up. Whether the request comes by phone call to Customer Service, by person via a sales or service rep, by e-mail, text, fax, you will enter all the pertinent notes into a task.
Login to MRSware now. Once MRSware is open, click on Tasks in the Shortcuts panel or click on the Tasks icon on the Shortcuts Tool bar.
Tasks Menu bar and Toolbar
When Tasks opens, look at the Menu bar and the Toolbar. Notice the changes in the options available on the Menu and Toolbars from the options available on the Home page, Companies and Contacts, Calendar and Journals bars.
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The Menu bar has one new Menu option – Tasks.
Please click on Tasks to see the options available to you in this menu. You can choose to display your completed tasks as well as your current tasks or the tasks you’ve assigned to someone else in your company. You can select a date range for your tasks by clicking on any of the options to the right of the Date Range. |
The Tasks Toolbar has several new buttons available. Move your cursor over each icon to see what their function is. Then click on each of the new buttons available to you.
Did you notice, like similar Toolbars throughout MRSware, you can add a new Task, edit a Task already in the system, or delete a Task already in the system?
Did you notice the new icons on the Toolbar – Printout and the Date Range Selector buttons?
Did you notice the new icon on the Toolbar – Printout?
To use the Printout button:
1. Highlight a specific task in the Tasks table.
2. Click on the Printout button
3. When the Report Prompt for the Task Printout dialog opens
4. Click Ok.
5. The report opens in the default .pdf format
The above report displays the information found in the task. They can be used to report to manufacturers who want to know about a specific inquiry or provide a customer or prospect a copy of the completed task.
Did you notice the Date Range selector buttons?
To use the Date Range selector buttons:
1. Click on the date for the tasks you want to display in the table
2. The table displays the tasks for the specified period of time
Chapter 2
Edit Task/Add Task
There are two types of Tasks:
1 – A task already in your system – Edit Task
2 – A blank task – Add Task
Edit Task
Edit Task is a task containing information that is already in your system. Access this window when you want to review, add to or change the information found within the current task.
There are three ways to access a current task or the Edit Task window:
Option 1 –
1 – Click on Tasks found in the Shortcuts panel or the Tasks icon on the Shortcuts Toolbar
2 – Wait for all of your tasks to load (watch the task bar for the completion of this operation)
3 – Highlight a specific task
4 – Double-click, or right click and select Edit on a specific task and that specific Edit Task window will open
Option 2 –
1 – Repeat steps 1 – 3 in Option 1
2 – Click on Edit on the Button bar and that specific Edit Task window will open
Option 3 –
1 – Type a company or contact name in the Quick Contact Selector found at the bottom of the Sidebar
2 – Hit Enter on your keyboard
3 – When the company or contact card opens, click on the Activity tab
4 – Double-click on a specific task and that specific Edit Task window will open
Did you notice, like similar Toolbars throughout MRSware, you can add a new Task, edit a Task already in the system, or delete a Task already in the system?
Did you notice the new icons on the Toolbar – Printout and the Date Range Selector buttons?
Did you notice the new icon on the Toolbar – Printout?
To use the Printout button:
1. Highlight a specific task in the Tasks table.
2. Click on the Printout button
3. When the Report Prompt for the Task Printout dialog opens
4. Click Ok.
5. The report opens in the default .pdf format
The above report displays the information found in the task. They can be used to report to manufacturers who want to know about a specific inquiry or provide a customer or prospect a copy of the completed task.
Did you notice the Date Range selector buttons?
To use the Date Range selector buttons:
1. Click on the date for the tasks you want to display in the table
2. The table displays the tasks for the specified period of time
Chapter 2
Edit Task/Add Task
There are two types of Tasks:
1 – A task already in your system – Edit Task
2 – A blank task – Add Task
Edit Task
Edit Task is a task containing information that is already in your system. Access this window when you want to review, add to or change the information found within the current task.
There are three ways to access a current task or the Edit Task window:
Option 1 –
1 – Click on Tasks found in the Shortcuts panel or the Tasks icon on the Shortcuts Toolbar
2 – Wait for all of your tasks to load (watch the task bar for the completion of this operation)
3 – Highlight a specific task
4 – Double-click, or right click and select Edit on a specific task and that specific Edit Task window will open
Option 2 –
1 – Repeat steps 1 – 3 in Option 1
2 – Click on Edit on the Button bar and that specific Edit Task window will open
Option 3 –
1 – Type a company or contact name in the Quick Contact Selector found at the bottom of the Sidebar
2 – Hit Enter on your keyboard
3 – When the company or contact card opens, click on the Activity tab
4 – Double-click on a specific task and that specific Edit Task window will open
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Bob wants to change information requiring follow up from his last call on Harold Potter at Magic Foodservice.
Here’s an example using Option 1 and Option 2 to open the Edit Task: 1 – Click on Tasks in the Shortcuts panel or the Tasks icon on the Shortcuts Tool bar 2 – Highlight the specific task 3 – Double-click on the specific task Samples for Wegman’s.. description line (Option 1) OR 3 - Click on Edit on the Toolbar (Option 2) 4 – The window titled Samples for Wegman’s send to Harold Potter, Magic Fdsvc re: Heavenmade lead: Edit Task will open. |
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Using the same information in the example above:
Here’s an example using Option 3 to open the Edit Task window: 1 – Type Harold Potter in the Quick Contact Selector found at the bottom of the Side bar 2 – Hit Enter on your keyboard 3 – The window titled Potter, Harold M: Edit Contact will open 4 – Click on the Activity tab 5 – Double-click on the Samples for Wegman’s send to Harold Potter… task description opened by Bob and the task will open |
Open an Edit Task window showing a task in your system. Then change something in the task and when the change is completed, click Save and Close.
Which option is easier to use and saves you time while you work?
Regardless of the option used to open the Task, you will edit the information the same way.
1 – Click in the field you want to edit (in our Samples for Wegman’s example, Bob wanted to change the number of samples he was sending to Harold
2 - Make the changes to the information already in the system
3 - When finished, click Save and Close
OR
3 - If you want to continue to add information to the task, click Save (the disc icon to the right of the Save and Close button). This will keep the current Task open for reference or for further additions or changes.
Add Task
The Add Task is a blank task waiting for you to create a new request for follow up or assistance in your system.
There are six ways to open a New Task:
Which option is easier to use and saves you time while you work?
Regardless of the option used to open the Task, you will edit the information the same way.
1 – Click in the field you want to edit (in our Samples for Wegman’s example, Bob wanted to change the number of samples he was sending to Harold
2 - Make the changes to the information already in the system
3 - When finished, click Save and Close
OR
3 - If you want to continue to add information to the task, click Save (the disc icon to the right of the Save and Close button). This will keep the current Task open for reference or for further additions or changes.
Add Task
The Add Task is a blank task waiting for you to create a new request for follow up or assistance in your system.
There are six ways to open a New Task:
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Option 1 – 1 – Click on Tasks in the New Panel in the Sidebar 2 – The Add Task window opens |
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Option 2 –
1 – Click on Tasks in the Shortcuts panel 2 – Click on the New Task icon on the Toolbar 3 – The Add Task window opens |
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Option 3 –
1 – Click on Create Task icon on the New Toolbar 2 – The Add Task window opens |
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Option 4 - 1 – Click on File -> New -> Task on the Menu bar 2 – The Add Task window opens |
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Option 5 – 1 – Click on Tasks in the Shortcuts panel 2 – Click on Tasks -> New on the Menu Bar 3 – The Add Task window opens |
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Option 6 – 1 – Open a Company, Contact or Project card 2 – Double-click on the New Task icon in the Company, Contact or Project card 3 – The Add Task window opens with the name of the Company, Contact or Project automatically entered in the Contacts or Projects field |
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Open an Add Task window using all of the options shown above.
Which do you prefer? Is one option faster than the other? Will one option save you time?
Regardless of the option you choose to open the Add Task window, the method in which you enter information is the same.
Open and add a new task to your database. Follow the steps below to enter information.
! Tip:
Don’t forget to hit the Tab key to move from field to field.
1 – Open an Add Task window by using one of the options previously discussed
2 – Click your cursor in the blank Description field
3 – Type in a description of the request for assistance
4 – Click the drop down menu next to Type to select the task type
5 – Click the drop down menu next to Priority to select the priority of the task
6 – Click the drop down menu next to Due Date to select the day the task should be completed
7 – Click the drop down menu next to Assigned To to select the name of the person you are asking to complete the task (if the person who creates the task is the person who is completing the task, skip this step)
8 – Click in the Notes section in order to enter the details of the follow up required
9 – Click in the Contacts field to enter the names of the companies and contacts associated with the task
10 – Click in the Projects field to enter the names of the projects associated with the task
11 – When done, click on Save and Close
OR
11 - If you want to continue to add information to the task, click Save (the disc icon to the right of Save and Close). This will keep the current Task open for reference or for further additions or changes.
i The Contacts field and Projects field are essential parts of the Task window. All names – companies and contacts – you type into the Contacts field will be automatically associated with the task you save. The task is entered once and saved to all the company and contact cards listed in the Contacts field. The task will appear in the Activity list in the company and contact cards.
As with the names in the Contacts field, the saved task will be automatically associated with any projects typed into the Projects field and will also appear in the Activity list of all the projects listed in the Projects field.
Open each of the companies and contacts entered into the Contacts field in the task just added to your system. Click on the Activity tab for each company and contact to see the task you have added.
Open each project entered into the Projects field in the task just added to your system. Click on the Activity tab for each project to see the task you have added.
Chapter 3
The Tasks Title bar, Menu bar, Toolbar and the Tabs
Up to now, when you edit your tasks or add a new task, the Task main page displays. The main page shows the general information found in a general ToDo list. This includes what work needs to be done, who asked for the work to be done, who needs to do it, what type of work it is, what the importance of the work is, when it should be done, and the details of the work to be done. The page also displays the contacts and projects that pertain to the work.
While building your Relationship Database, the tasks are added to the Companies, Contacts, and Projects Activity lists. The information found in the tasks can provide you with information relating to prospective new business, upcoming events, and service and support issues. You will use the tabs in your tasks to track categories and attach files associated with the task.
Which do you prefer? Is one option faster than the other? Will one option save you time?
Regardless of the option you choose to open the Add Task window, the method in which you enter information is the same.
Open and add a new task to your database. Follow the steps below to enter information.
! Tip:
Don’t forget to hit the Tab key to move from field to field.
1 – Open an Add Task window by using one of the options previously discussed
2 – Click your cursor in the blank Description field
3 – Type in a description of the request for assistance
4 – Click the drop down menu next to Type to select the task type
5 – Click the drop down menu next to Priority to select the priority of the task
6 – Click the drop down menu next to Due Date to select the day the task should be completed
7 – Click the drop down menu next to Assigned To to select the name of the person you are asking to complete the task (if the person who creates the task is the person who is completing the task, skip this step)
8 – Click in the Notes section in order to enter the details of the follow up required
9 – Click in the Contacts field to enter the names of the companies and contacts associated with the task
10 – Click in the Projects field to enter the names of the projects associated with the task
11 – When done, click on Save and Close
OR
11 - If you want to continue to add information to the task, click Save (the disc icon to the right of Save and Close). This will keep the current Task open for reference or for further additions or changes.
i The Contacts field and Projects field are essential parts of the Task window. All names – companies and contacts – you type into the Contacts field will be automatically associated with the task you save. The task is entered once and saved to all the company and contact cards listed in the Contacts field. The task will appear in the Activity list in the company and contact cards.
As with the names in the Contacts field, the saved task will be automatically associated with any projects typed into the Projects field and will also appear in the Activity list of all the projects listed in the Projects field.
Open each of the companies and contacts entered into the Contacts field in the task just added to your system. Click on the Activity tab for each company and contact to see the task you have added.
Open each project entered into the Projects field in the task just added to your system. Click on the Activity tab for each project to see the task you have added.
Chapter 3
The Tasks Title bar, Menu bar, Toolbar and the Tabs
Up to now, when you edit your tasks or add a new task, the Task main page displays. The main page shows the general information found in a general ToDo list. This includes what work needs to be done, who asked for the work to be done, who needs to do it, what type of work it is, what the importance of the work is, when it should be done, and the details of the work to be done. The page also displays the contacts and projects that pertain to the work.
While building your Relationship Database, the tasks are added to the Companies, Contacts, and Projects Activity lists. The information found in the tasks can provide you with information relating to prospective new business, upcoming events, and service and support issues. You will use the tabs in your tasks to track categories and attach files associated with the task.
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Title bar
At the top of any Task you will see the Title bar with the name of the window. For example: Samples for Wegman’s send to Harold Potter, Magic Fdsvc re: Heavenmade lead: Edit Task. |
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Menu bar
Under the Title bar, is the Menu bar - the menus from left to right are: File, Scheduling, Logs, Files, Reports, Tools. Each Menu option has a drop down list which allows you to perform another action. |
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Tool bar
Under the Menu bar, is the Tool bar - the icons from left to right are: Save and Close, Save, Save and New (grayed out), Delete, Task Printout (report) and Spell Check. These buttons are short cuts to other windows or dialog boxes within the CRM application. Take the time now to click on each of the icons or buttons. Each button will open another window or dialog box allowing you to save time and add more information to your Relationship Database. |
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Tabs
Under the Tool bar, is a series of tabs. The tabs open to other windows within the Task. |
Here is a brief description of each of the tabs in the Task:
Task: This tab displays the main page of the Add Task or Edit Task window. Shown are the description, the type, the priority of the task, the status, the due date, the name of the person opening the task, the name of the person to whom the task is assigned, the percentage of completion, the day the task was opened and the day the task was finished. The large section of the Task tab is the Notes field in the middle of the page. At the bottom of the page is the Contacts field and Projects field, where you associate companies, contacts or projects with the task.
Logs: This tab opens to a list showing specific work time and notes on that work.
Categories: This tab opens to a list, which your management creates, so you can group tasks for searching and filtering. For example, you may include information on the kind of request the tasks represent (e.g. literature request, sample request, RFQ, service request, marketing money request, etc). Once the categories are created, you can use Search on the MRSware main Menu bar to look for groups or lists in order to find trends, amount of time spent on specific service and support requests and the manufacturers to whom they apply.
Files: This tab opens to a list of files that are related to the task. For example, the files may include artwork, specs, or service tags that are required to complete the task.
Take the time now to click on each tab in a Task within your system to view the information available.
Chapter 4
Final Thoughts
Now that you can add a new task and edit or update a current task, you can continue to add to your Relationship Database. The tasks fill out your Companies, Contacts and Projects, providing you with the knowledge you need for successful business interactions. You’ll have the information you need to plan your sales calls, keep up on your customer’s, prospect’s, end user’s, Principal’s or other business partner’s requests and needs in order to provide superior service and support.
When you feel you fully understand the information, take the quiz.
Task: This tab displays the main page of the Add Task or Edit Task window. Shown are the description, the type, the priority of the task, the status, the due date, the name of the person opening the task, the name of the person to whom the task is assigned, the percentage of completion, the day the task was opened and the day the task was finished. The large section of the Task tab is the Notes field in the middle of the page. At the bottom of the page is the Contacts field and Projects field, where you associate companies, contacts or projects with the task.
Logs: This tab opens to a list showing specific work time and notes on that work.
Categories: This tab opens to a list, which your management creates, so you can group tasks for searching and filtering. For example, you may include information on the kind of request the tasks represent (e.g. literature request, sample request, RFQ, service request, marketing money request, etc). Once the categories are created, you can use Search on the MRSware main Menu bar to look for groups or lists in order to find trends, amount of time spent on specific service and support requests and the manufacturers to whom they apply.
Files: This tab opens to a list of files that are related to the task. For example, the files may include artwork, specs, or service tags that are required to complete the task.
Take the time now to click on each tab in a Task within your system to view the information available.
Chapter 4
Final Thoughts
Now that you can add a new task and edit or update a current task, you can continue to add to your Relationship Database. The tasks fill out your Companies, Contacts and Projects, providing you with the knowledge you need for successful business interactions. You’ll have the information you need to plan your sales calls, keep up on your customer’s, prospect’s, end user’s, Principal’s or other business partner’s requests and needs in order to provide superior service and support.
When you feel you fully understand the information, take the quiz.
Lesson 5 Quiz - CRM - Tasks
This quiz is designed as a multiple choice format. When you have completed the quiz, enter your name and e-mail address, then click Submit Answers. You will receive an e-mail response with the correct answers.
Good luck.
This quiz is designed as a multiple choice format. When you have completed the quiz, enter your name and e-mail address, then click Submit Answers. You will receive an e-mail response with the correct answers.
Good luck.
