Updating and Managing Existing Task Details

You can update an existing task record to ensure its information stays accurate and up to date. This article explains how to edit task record’s fields, update owner, manage collaborators, update notes and manage files.

Updating the task details

You can edit an existing task if any information changes after it have been created.

1. Go to Activities > Tasks from the left sidebar.
2. Click on the task to open its detail page.
3. Update fields like Type, Status, Description or Priority.
4. To edit a field, place your cursor over it to display the pencil icon. Make the required updates, then click to apply the changes or to discard them.

Updating the owner

The Owner field indicates the user who is responsible for handling the task. Changing the owner helps you reassign responsibility for a task.

To update an owner:

1. Open the task’s detail page.
2. In the Owner field, click Edit.
3. Select the new owner from the dropdown list.
4. Click to apply the changes or to discard them.

Each task can only have one owner.

Updating collaborators

Collaborators allow multiple users to work on and track progress for a task record without changing the owner. You can add or remove collaborators at any time.

To add collaborators to a task for the first time:

1. Click on the task to open its details page.
2. Go to the Collaborators field and click Edit. The Add Collaborators dialog will appear.
3. Select the users to be added as collaborators.
4. Click to add the collaborator or to discard the action.

To update collaborators:

1. Click Edit under the Collaborators section. A dialog displaying the list of added collaborators will appear.
2. To remove a collaborator, click the Remove icon next to the collaborator and confirm action when prompted.
3. To add more collaborators, click Add collaborators at the bottom of the dialog, select the users and save.

Being a collaborator gives the user the same set of permissions as the owner of the task. To learn how the permission set works, visit:
Managing permissions to view, edit, and delete records

Updating notes

Notes are used to capture updates, discussions, or important information related to a task.

To create, view, edit, link records, edit tags and delete notes, refer Introduction to notes

The below image shows how to update notes.

Updating files

You can upload documents or supporting files to a task to keep all related information in one place.

To attach a file to a task:

1. Click on the task to open its detail page.
2. On the task detail page, click the Files tab.
3. Select Click to upload or drag and drop it into the upload area.
4. Once uploaded, the file will appear under the Files tab of the task.

Maximum file size is 20 Megabytes

The below image shows how to update files in tasks.

No specific permission is needed to upload files.

Linking records to a task

Linking records helps provide context for follow-ups and activity tracking by associating the task with the relevant Contacts, Companies and Pipeline records.

Steps to link a record:

1. Click on a task to open its details page.
2. Click Associate records.
3. The Associate Records dialog opens.

   • The Contacts module is selected by default.

   • To link a record from another module:**

     • Click the dropdown in the search bar.
     • Select Companies or the required pipeline (for example, Deals, Renewals, or Orders).
4. Use the search bar to find and select the record you want to link from the selected module.vIf it does not exist, click + Create to create a new record.
5. Click Update Association to save the association, or Cancel to discard the action.

You must have permission to create the selected record type.

Refer to the relevant guides for creation steps:

1. Contacts: Adding new contacts
2. Companies: Adding new companies
3. Pipeline records: Adding pipeline records

The associated task will appear in the Tasks tab on the contact’s details page, pipeline record’s details page or the linked company’s details page.

Timeline

The timeline captures historical activities, including what was changed, who made the change (user or system), and when it happened, with precise details and timestamps for every update.

For more information about timeline, refer to Viewing the task’s timeline.

Deleting a task

You can delete a task from multiple locations within the application as below:

1. From the task details page, click the three-dot (more options) menu and select Delete.
2. From the task listing page, click the task to open it in a minimized window, then click Delete.
3. From the side drawer, open the task and click the Delete (trash) icon.

If prompted, confirm the deletion to permanently remove the task. Once deleted, the task is removed from the system and cannot be recovered.