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Administrators can create shared task views that can be accessed by all of the agents in your Help Desk.
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Accessing task list views

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

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.
   
   

Types of tasks list views

Classic View

Compact View

The Compact View displays tasks in a condensed list format that displays key details such as subject, start time, contact name, and status in a smaller, space-efficient layout. This view is ideal for agents who prefer to see more task records visible on a single screen.

Table View

The Table View for Tasks displays task information in a grid format, where each row represents an individual task and each column shows specific properties, such as task name, owner, due date, status, and priority. This layout enables agents to review efficiently and manage tasks without opening individual records.

Note: The Task subject field is mandatory and cannot be removed.

To customize the columns in table view

1. Navigate to the Activities tab and select Tasks in the bottom of the left panel.
2. Click the Select Columns icon located next to the column header (i.e., Task Subject).
3. In the Select Columns window, choose the fields you want to display, uncheck the unwanted columns, and drag & drop the columns to reorder them.
   
4. Click Save to apply the changes.
   

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Points to remember

1. Customizations made to the Table View apply to all users with access to the view.
2. Fields with blank or null values are displayed as a dash ("-").
3. Multi-line or text area fields cannot be added to the Table 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

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:

2. Subject
3. Category
4. Due Date
5. Status
6. Priority
7. Created Time
8. Modified Time
9. 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 > Data Administration > Recycle Bin.

2. Select Tasks from the drop-down in the top bar.
   
3. Select the desired task(s) and click Delete at the top of the page.
   
4. Click OK to confirm the selection.
   Your selected task(s) will be permanently deleted.

To restore task(s)

1. Go to Setup > Data Administration > Recycle Bin.

2. Select Tasks from the drop-down in the top bar.
   
3. Select the desired task(s) and click Restore at the top of the page.
   
4. Click Proceed to confirm the selection.
   Your selected task(s) will be restored.
   
   

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.