Using tasks & messages

Owned by Fiona Wilson
Last updated: Apr 01, 2022
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

Messages & tasks can be accessed via the Organiser (and also via the envelope icon at the top of the main menu bar) and can be created from the Organiser or an individual record (e.g. property, applicant, landlord, tenancy, estate, etc.)

Messages can be sent within your organisation and have the option of adding task functionality to them - when creating a message as a task, this allows a task type and date for the task to become active to be added - when done, a task needs to be marked as completed, and will then be removed from the messages/tasks list (although a record of it is always stored on the system)

All tasks and messages can have the records associated to them - this ensures that the task/message is logged as a journal entry and will be shown in the Activity Feed for the associated record

1. Accessing messages & tasks

Messages & Tasks can be accessed from the Organiser panel & also from the envelope icon on the main menu (top left)

2. New message/task notification

A flag to show new unread messages is shown on the Organiser and the main menu bar

From the Organiser panel:

  • A flag is shown on the panel header bar

  • Click panel header (or refresh button) to display new tasks/messages on the panel

 

From the envelope icon:

  • A flag is shown on the envelope icon

  • Click this to view your messages/tasks screen where new messages/tasks can be accessed (see screen in step 7)

 

 

3. Creating a new message/task

New messages/tasks can be created from the Organiser panel or via the screen shown when clicking the envelope icon and also from within a record

From the Activity Feed:

  • Click

  • Select Create task
    A new message/task screen will be displayed

 

Tasks/messages for an individual record (e.g. property) can be viewed from the record, click the Activity Feed menu and select View messages and tasks

 

4. New task screen

Complete the task screen:

  • Your name will be added to the Send to field

    • Click the link for the option to send to other users/offices in your organisation

  • Select the task type (e.g. reminder, coming to market, end of tenancy)

  • The Activates date will be today's date, change this if you want to set the task to a future date
    The task will be held and sent to the relevant user(s) on that date

  • Enter your message text

  • Ensure the correct Associated Records are entered
    This adds journal notes of the task/message to the Activity Feeds for all records associated

  • Click Send

Un-ticking Task removes the task functionality and sends the item as a message instead

Task functionality allows a task type and a date to activate the task to be set - it also allows the task to be marked as completed and will save record of it in the associated records journals

Therefore when any of the above features are required, it is recommended that a task is used, rather than sending as a message

5. Marking a task as completed

When a task has been carried out it can be marked as completed

From the task screen:

  • Click Mark as Completed
    A Complete task window will be displayed

  • Ensure the Completed on date is correct

  • Enter follow-up notes - these will be logged with the task in the relevant journals

  • Click Accept
    The task will be removed from the messages/tasks lists

 

6. Tasks in the journal

Tasks are stored in the journal of the associated record

From the journal:

  • Selecting a task displays details of it on the right

 

7. Messages and tasks screen

  • Clicking the envelope icon at the top of the main menu bar allows all tasks to be displayed - including options for viewing sent messages/tasks, tasks not yet active and completed tasks

  • Clicking the Offices/Negs link allows you to view messages/tasks sent to other users or offices in your organisation