Predefined and Custom Task Views - New UI

Predefined and Custom Task Views

Task list views are used to group and display tasks that meet specific criteria. For example, you can see a list of tasks that have been completed, or a list of tasks that are due today. 
 
Zoho Desk provides a list of pre-defined task views and allows you to create custom task views according to your requirements. 
 
Administrators can create shared task views that can be accessed by all of the agents in your Help Desk.

In addition, Task Views can be used to:
  1. Change Owner
  2. Update two or more tasks
  3. Export the tasks list to a CSV file

Accessing task list views

 Task list views can be accessed from the home screen. The standard task list views available are:
  1. All Tasks
  2. Canceled Tasks
  3. Completed Tasks
  4. My Open Tasks
  5. My Overdue Tasks
  6. My Tasks
  7. My Team Tasks
  8. Next 7 Days + Overdue
  9. Open Tasks
  10. Overdue Tasks
  11. Spam Tasks
  12. Today + Overdue
  13. Todays's Tasks
  14. Tomorrow's Tasks

To access the task list

  1. Click the Activities module. 
  2. On the Activities Home page, click Tasks at the bottom of the left menu.
  3. Select a standard list view from the left menu to view the tasks underneath it.
  4. The 'All Tasks' view will be displayed during your first access. Going forward, the system will remember and display your most recent view.

Creating custom task list views

You can create custom list views by defining criteria of your own. The custom views created by an agent will be listed on the left menu, along with the standard views. 

To create a custom list view

  1. Click the Activities module. 
  2. On the Activities Home page, click Tasks at the bottom of the left menu.
  3. Click the Plus icon ( ) next to the Tasks.



  4. In the Create New View page, enter the custom View Name.
  5. Specify the criteria to filter the tasks. 
  6. Specify the visibility for this custom view.
    You can choose between Only me, All agents and Specific agents.
  7. Click Create.  

List view criteria

In the Filter Criteria section, you must specify the criteria based on which the tasks will be filtered under the view. 

Tips
  1. Age in Days option is very useful for the Date and DateTime fields. It can be used to filter tasks that were created within the last seven days or those that are overdue in the past 30 days.
  2. You cannot edit the standard task views that are provided in Zoho Desk. You may add a custom view to address any specific requirements.
  3. You can right click on a custom task view to open the view on a new tab.

Editing Custom Task Views

You can edit the custom task views that were added by your agents.

To edit a custom view

  1. Select the custom task view that you want to edit.
  2. Click Edit from the More option. 
  3. Make the necessary changes and click Save.

Deleting Custom Task Views

You can delete a custom task view that you think will no longer be required for your agents. 

To delete a custom view

  1. Select the custom task view that you want to delete.
  2. Click Delete from the More option.
  3. In the confirmation dialog box, click Delete

Sort, Filter, and Set Display Preferences for Views

 I. In the list view Tasks can be sorted using the following criteria:
  1. Subject
  2. Category
  3. Due Date
  4. Status
  5. Priority
  6. Created Time
  7. Modified Time
  8. Latest to Oldest and vice versa (by selecting either the Ascending or Descending option).


To sort the tasks in the list view

  1. Click the More (…) icon in the upper right corner of the Activities home page.
  2. Select the given options as per your sorting needs.
    Your list will refresh and display the associated tasks as per your selected sort by options.
II. Tasks can be filtered based on the following parameters:
  1. Agent
  2. Due Date

To filter the tasks in the list view

  1. Click the Filter () icon at the top of the page.
  2. Select the associated Agent and Due Date/Start Time as per your requirement.
    Your list will refresh and display the associated tasks according to your applied filter.

These filters will be useful when you've chosen some of the generic views like All Tasks, Open Tasks, Overdue Tasks, etc.,
 
Note: By default, Zoho Desk will display only ten records (tasks) per page. However, you can choose the number of records to be displayed on a single page. A maximum of 50 tasks can be viewed per page. The system will remember your selection, the next time you access task views. 

Mass Actions in Task Views

Users can perform various mass actions from the tasks view:
  1. Update 
  2. Delete 
  3. Assign To

I. To update task(s)

  1. Select the task(s).
  2. Click Update from the mass actions list.
  3. Select the field to be updated and specify the new values for it.
  4. Click Save.  

II. To delete task(s)

  1. Select the task(s).
  2. Click Delete from the mass actions list.
  3. In the confirmation dialog box, click Delete.

To permanently delete task(s)

  1. Go to Setup.
  2. Under Data Administration, select Recycle Bin.
  3. Select Tasks from the drop-down in the top bar.
  4. Select the desired task(s) and click Delete at the top of the page.
  5. Click OK to confirm the selection.
    Your selected task(s) will be permanently deleted.

To restore task(s)

  1. Go to Setup.
  2. Under Data Administration, select Recycle Bin.
  3. Select Tasks from the drop-down in the top bar.
  4. Select the desired task(s) and click Restore at the top of the page.
  5. Click Proceed to confirm the selection.
    Your selected task(s) will be restored.

Note:

1. Restoring the selected records will also restore their associated contacts and tickets.

2. Permanently deleted task(s) can't be restored.

 

Refer to our Using the Recycle Bin help documentation to learn about the Recycle Bin feature in detail.

III. To assign the owner for task(s)

  1. Select the task(s).
  2. Click Assign To from the mass actions list. 
  3. Select an agent or a team to assign the chosen tasks.
    You can use the search bar to find an agent or a team by their name quickly.




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