Tasks & Notes

Tasks & Notes provide structured follow-up management and internal documentation for contacts, opportunities, and companies. Tasks assign responsibilities with due dates and recurrence options, while Notes log internal context that keeps your team aligned without exposing details to clients. Together, they form the backbone of organized team collaboration and client management.

What Tasks & Notes Does

The platform uses a Unified Task Management system that works identically across all modules. Access Tasks and Notes from icons in the top right of any record detail view, then filter, search, sort, and manage follow-ups without switching interfaces:

Task management

Create tasks with title, description, due date, assignee, and recurrence settings
Filter by team member, status (open, completed, overdue), and record associations
Sort by creation date or due date in ascending or descending order
Edit, delete, or mark complete via the three-dot menu on each task
Automate task creation using workflow triggers

Recurring tasks

Set tasks to repeat by hours, days, weeks, months, or years
Choose recurrence end: never, specific date, or after N occurrences
Option to create new tasks even if previous ones are overdue (prevents schedule drift)
Edit or delete individual instances or the entire series

Notes

Document call summaries, payment confirmations, client preferences, meeting outcomes, and handoff context
Notes are internal only, never visible to clients through portals or external communication
Rich text editor with formatting, bullet points, numbered lists, and hyperlinks
Search by keyword, filter by contact/opportunity/creator, sort by creation date
In Contacts: notes tie directly to the individual contact
In Opportunities: notes show primary contact by default, filter to include all related contacts
In Companies: notes aggregate across all company-associated contacts

Key Configuration Options

Create tasks: Click + Add Task in the task panel. Enter title (required, actionable and specific), add description (optional, for context and instructions), select due date and time via calendar picker, assign to a team member, then save. Click Save and Add Another to bulk-create tasks without closing the form.

Recurring tasks: Toggle Recurring task on when creating or editing. Set Repeats every by hours, days, weeks, months, or years. Choose Ends on: never (continues indefinitely), on (specific date), or after (N occurrences). Enable Create a new task even if the previous task is overdue to keep recurrence on schedule regardless of completion status, or disable to wait for completion before generating the next instance.

Filter and sort tasks: Filter by team member, status (open, completed, overdue), or record association. Sort by creation date or due date, ascending or descending. Filters stack for precise views like “my overdue tasks” or “all open tasks for this deal.”

Add notes: Navigate to the Notes tab in a record, click + Add Note, enter content using the rich text editor, then save. Notes are timestamped and attributed to the creator, providing a clear audit trail.

Search and filter notes: Use the search bar to find notes by keyword. Filter by contact, opportunity, or creator. Sort by creation date (ascending for full history, descending for latest updates).

Power Features

Workflow automation: Use the Create Task action in workflows to auto-generate tasks based on triggers like pipeline stage changes, form submissions, missed appointments, or custom field values. Configure task title, description, due date offset (e.g., “3 days from now”), and assignee. Tasks are created automatically when the workflow executes, ensuring consistent follow-up.

Edit or delete recurring tasks: When editing, choose to apply changes to all future occurrences or just the current instance. When deleting, remove the entire series or just one occurrence. Deleted and later restored tasks resume recurrence from the next scheduled occurrence; past instances are not recreated.

Centralized task view: Navigate to the main Tasks page from the left menu to view all tasks across contacts, opportunities, and companies. Filter by assignee, status, or date range to monitor team workload and identify bottlenecks.

Module-specific note behavior: In Contacts, notes tie to the individual. In Opportunities, notes show the primary contact by default but can filter to include all related contacts. In Companies, notes aggregate across all company-associated contacts for an organization-wide view.

Pro Tips

Be specific with task titles. Use actionable language: “Call Sarah to confirm project scope” instead of “Call client.” Clear titles improve scanning and prioritization.
Set realistic due dates. Overdue tasks create noise and reduce team trust. If deadlines slip consistently, recalibrate expectations or adjust workflows.
Use recurring tasks for routine activities. Automate weekly check-ins, monthly reviews, or quarterly planning to maintain consistency without manual task creation.
Document immediately after interactions. Capture details while fresh. Use notes for context, not just facts: “Called Sarah, discussed Q2 budget concerns, agreed to send revised proposal by Friday.”
Review notes before client interactions. Check the notes history before calls or meetings to refresh context and avoid repeating questions.

Common Questions

Can contacts see tasks or notes assigned to their record?

No. Tasks and Notes are for internal use only. Clients cannot view them through portals, emails, or any external communication. This makes them safe for internal planning, sensitive details, and team coordination.

Who on my team can view tasks and notes?

Any team member with access to the record (contact, opportunity, or company) can view associated tasks and notes. Visibility may depend on user roles and permissions configured at the account level.

Do recurring tasks work across all modules?

Yes. Recurring task functionality is available in the Contacts, Opportunities, and Companies modules. You can set up recurring tasks wherever the task panel is accessible.

What happens if I edit a recurring task?

When editing a recurring task, you’ll be prompted to apply changes to all future occurrences or just the current instance. Choose based on whether your change applies to the entire series or is specific to one occurrence.

Can I use tasks to trigger workflows?

Task completion can be used as a workflow trigger in some configurations. Check your workflow builder for available triggers related to task status changes. This allows you to automate follow-up actions based on task completion.

Can I use tasks to trigger workflows?

Are notes included in contact searches?

Note content may be indexed for search depending on your account configuration. Test by searching for a unique phrase from a note to confirm whether notes are included in your search results.

Can I attach files to tasks or notes?

Task and note capabilities vary by account type and configuration. Check the task and note creation interfaces for attachment options. If not available natively, consider using the Files section of the contact record and referencing the file in your task description or note.

How do I see all tasks across my account?

Navigate to the main Tasks page from your left menu to view all tasks across contacts, opportunities, and companies. Use filters to narrow by assignee, status, or date range. This centralized view helps managers monitor team workload and identify bottlenecks.

What’s the difference between tasks and appointments?

Tasks are to-do items with due dates that don’t require calendar time blocking. Appointments are scheduled events in the calendar that reserve specific time slots. Use tasks for activities like “review document” or “send email” and appointments for meetings, calls, or demos that require dedicated time.