Creating and Managing Tasks in Bigin | Mobile App

Creating and Managing Tasks in Android

A task is an activity that helps businesses plan, assign, and track actionable work associated with their records. It enables users to organize follow-ups, set priorities, assign ownership, and ensure that important actions are completed on time.

Different businesses can create tasks to suit their unique processes and operational requirements. For example, a sales team can create tasks to follow up with prospects, send proposals, or negotiate deals, while a service team can create tasks to investigate customer issues, perform maintenance, or follow up on support requests.

Users can create and assign tasks, set reminders, due dates and priorities, update task status, and mark tasks as completed. They can also associate tasks with records such as leads, contacts, companies, deals, or other modules, allowing all related activities to be tracked in one place. This helps users stay organized, monitor pending and completed work, collaborate effectively, and maintain a clear history of actions taken throughout the lifecycle of a record.

Creating a task

Users can create a task from the following places:
  1. Calendar view in Activities module 
  2. Tasks tab in Activities module
  3. Contact detail page
  4. Account detail page
  5. Pipeline record detail page
  6. Product detail page

To create a task

  1. In any of the above mentioned places, tap the Add icon. 
  2. Fill in details like Task Name, Due Date, Reminder date, Description, and if the task has to be Repeated, etc. 
  3. Tap in the Tick icon in the top-right corner of the page to save the task. 

Views in tasks

Bigin has system-defined standard filtered views which categorize the tasks based on the user's activity as:
  1. All tasks
  2. My open tasks
  3. Closed tasks
  4. Open tasks
  5. Overdue tasks
  6. Today's tasks
  7. Tomorrow's tasks
  8. Today + Overdue tasks
  9. Next 7 days + Overdue tasks
In the tasks view, the users can star or unstar views by tapping the Star icon. They can also search for the desired views in the search tab. 

Filtering tasks

Users may find it difficult to locate specific tasks quickly if there are a lot of tasks. To simplify record management, Bigin provides filtering options that help users narrow down and view only the tasks that are relevant to them.
Users can apply filters based on various attributes such as task name, task owner, closed time, description, due date, priority, etc. They can also search for specific filter criteria from the Filters page for faster access. When the filters are no longer required, users can easily clear them and return to the complete task view.
Notes
 Only five filters can be applied at a time. 

To filter tasks

  1. Open the Bigin app. 
  2. Tap the Activities module in the bottom navigation bar and go to the Tasks tab. 
  3. Tap the Filter  icon in the Tasks View bar. 
  4. Choose the appropriate filter and enter the criteria. 
  5. Tap Apply. 
Notes
Users can also see the number of tasks they have in the Filters page.

Sorting tasks

Users can sort their tasks to access them in an organized manner. They can sort in ascending or descending order based on fields like task owner, task name, created time, modified time, last activity time, etc,. They can also search for the fields they want to sort their tasks by in the Sort page. 

To sort tasks

  1. Open the Bigin app. 
  2. Tap the Activities module in the bottom navigation bar and go to the Tasks tab. 
  3. Tap the Sort  icon in theTasks View tab. 
  4. Choose the necessary field and ascending or descending based on your preference. 
  5. Tap the Tick  icon to reflect the chosen preferences. 

Customizing the list view using dynamic display

Users can customize the list view in the tasks tab by choosing the fields that should be displayed in the list view to make it more dynamic, presenting all relevant information directly within it. 
Users can also customize the appearance of each card in the module.
  1. Images - The initial alphabets of the first and last names of the task owner will be displayed in the image tab.The display image can be positioned on the left or right, and the shape can be square or circle. 
  2. Style - Users can choose the display style of the record in the list view as list or card. They can also choose if they want to show the icons on the record card. 
  3. Action - Users can choose to have a task completion toggle button mark tasks as closed from the list view. 

Searching tasks

Users can search for specific tasks using the search icon in the top bar. 

Managing the task detail page

Users can view their task details, related contacts, notes and files related to the task in the task detail page. They can also add appropriate tags to the task, edit, and delete a task. 

Info 

This tab provides the users with the task information like the task owner, subject, description, due date, priority, status, related to, reminder, if the task should be repeated or not, created time, created by, modified by and modified time. They can also call the related contact from the task detail page. 

Users can add appropriate tags for the task.
Notes
Tags is available only for the paid editions. 

Notes

Users can add notes to record and organize important task-specific information that doesn't fit into the main task details. Under the notes tab, apart from the notes added for the tasks, users can also see all the notes added in the related contact's module. They can also add attachments to these notes, use the scribble pad to take the notes, and delete the note if deemed unnecessary. 

Files 

Users can add and view attachments that are specific to that task. The attachments can be added in the form of an image, audio recording, links, and files. They can share the said attachment directly through the messenger of their choice, save it or delete it. 

Editing a task

Users can edit a task to change, add or delete details about the task by tapping the edit icon on the top navigation bar. 

Deleting a task

Users can delete tasks that they no longer need by tapping the delete icon in the top navigation bar.