The Ultimate Guide: Create & Manage Salesforce Tasks to Get More Done

By
Weflow
·
August 30, 2022

Salesforce has wide-ranging capabilities for every kind of sales business use-case imaginable. This is also why it can get overwhelming (and out of control) for already overworked Sales teams.

That's what Salesforce tasks are there for. Keeping track of everything for a structured and organized workforce (talking about keeping track of everything, we also have an article on "must-track" Salesforce KPIs you might want to check out).

However, to get there, there are a bunch of things to consider while setting up, creating, and managing Salesforce tasks.

This is exactly what we'll cover in this guide. Let's get going.

What are Salesforce Tasks?

Salesforce tasks provide to-do items that need to be completed by a Salesforce user to whom the task is assigned. Those tasks can be easily related to leads, contacts, campaigns, and contracts.

How could that look like?

Example 1:

  • Task subject: Follow-up
  • Task due date: 21 October 2022
  • Task comments: Prospect is on vacation and back in the office in October

Example 2:

  • Task subject: Book a team-wide demo
  • Task due date: July 14, 2022
  • Task comments: Send a calendar invite to prospect and their team for the week of July 10-15

You get the idea.

However, before moving on and looking at how to create Salesforce tasks in Salesforce Lightning, here's a small side note to set the definitory ground.

Salesforce Tasks vs. Salesforce Activities

Most people use Salesforce tasks vs activities interchangeably - and wrongly so. Here's the main difference between the two:

Activities is the term for both, Tasks and Events. That's also why there is no "Activities" object but only individual "Task" and "Event" objects in Salesforce.

In short, you can think of Tasks and Events as "Types of Activities", which are tracked in the Salesforce activity timeline.

Now as we got this covered, let's move on and look at how to create tasks in Salesforce Lightning.

How to Create Salesforce tasks

There are three general things about Salesforce tasks to keep in mind:

  1. You can create a task from any Salesforce object.
  2. In Salesforce Lightning, the activity feature is usually located on the right-hand side of the page. Here, you can view, create, and manage tasks (and activities).
  3. You need to have the corresponding user permission to create tasks.

Now let's finally dive in. In our example, we create a task for a contact.

Example: Add a task to a contact

Step 1: In the Activity section of the contact record page, click on 'create a task' or the blue Add button, which will reveal the task dialog.

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Step 2: The task is automatically assigned to the person creating it. However, you can assign it to anyone on the staff. You can also do this in bulk (which we explain in a section further down).

Step 3: Fill in the Subject details (what is the task about?).

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Step 4: Set a Due Date

Step 5: Relate your task to an object. You can choose an object such as an opportunity, account, contact, etc. to relate the task to.

Since, in our example, we are creating a task for a contact, that field is populated in the name field.

Step 6: Select the task status. Remember that it is set to not started by default but you can select the appropriate choice as demonstrated below:

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Step 7: Once the details are filled in, click Save.

Side note: You will receive a reminder in the notification section of Salesforce when a task with a due date in the future is created. Additionally, you can view all your upcoming, past, and overdue tasks on the home page under Today’s Task:

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That's about it!

However, while it's good to know how to create a task, why not creating multiple tasks at once?

Create Salesforce Tasks in Bulk

If you are looking to create bulk tasks for multiple people (for up to 100 coworkers) in Salesforce, this section is for you.

Here are some examples of bulk tasks worth considering:

  • Example: Say, as a Sales Manager, you wish to assign a task to everyone in the Sales team, asking them to update their pipeline.
  • Example 2: You may also want to create bulk tasks to monitor your team’s performance by asking them to fill in their daily to-dos. 

You can do these with bulk tasks, without breaking a sweat.

In these instances, know that you can add multiple assignees only when creating a task. You can’t add assignees to an existing task.

Let's look at an example to understand this better.

Example:
Creating bulk tasks asking AEs to update their pipeline

Say you want to create a task “Update pipeline” with the corresponding due date and assign it to a team of account executives.

Follow these steps to do so:

Step 1: First, make sure you have the required user permissions to do so.

Step 2: When creating a new task, click the lookup icon next to the Assigned To field.

Step 3: In the lookup window, select the Multiple Users tab.

Step 4: Add up to 100 people (including members of groups) to Selected Members.

Pro tip: Personal groups are a convenient way to organize users into meaningful groupings.


Step 5:
Click Done. The New Task page will display your selections and the total number of tasks next to the Assigned To field.

Step 6: Save the task.

That's it. You’ve now assigned copies of the task to the Salesforce users you selected.

Remember that those users can edit, reassign, or delete their tasks as needed.

Things to Consider When Creating Salesforce Tasks for Groups and Multiple People

As we just covered the bulk task creation for groups and multiple people at once, there are some pointers to keep in mind:

  • You can create up to 200 tasks - each assigned to a user.
  • When editing a task, you can’t create more tasks by adding new users to the assigned to field.
  • People who are listed individually and are in one or more groups get only one copy of the task.
  • You can’t bulk create recurring tasks.
  • To find the people who have been assigned a copy of the task, you can use the Delegated Tasks list view.
  • Tasks created from quick actions can be assigned to users only.

Create Recurring Salesforce Tasks

Next, let's look at how to enable recurring Salesforce tasks. If you have tasks that need to be repeated at a specified interval, this feature can come in handy. For instance:

  • Example 1: Making weekly updates to the sales pipeline by sales reps.
  • Example 2: Retiring qualified leads that haven't been updated for a long time.

Again, you'll first need to ensure you have the required editions and user permissions.

Then, follow these steps:

  1. Start by creating a new or viewing an existing task.
  2. For Repeat This Task, you can choose After due date or After date completed. If you don’t see the repeating tasks option, you can ask your Salesforce administrator to add repeating tasks to a page layout.
  3. For Recurrence Interval, you’ll need to enter the number of days post the task’s due date or completed date (i.e., the date when you want the next task to be due).
  4. If Repeat This Task on an existing task is set to 'Task closed', remember that this means that the task was closed as part of a repeating series. This information becomes useful when distinguishing repeating tasks from other tasks for reporting purposes.

Pro tip: If you use Salesforce for Outlook to sync tasks, individual tasks in a repeating series are synced as they’re created.

Lastly, please note that there's a limit to how many recurring tasks (and the latest end date) you can create:

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Create Follow-up Tasks in Salesforce

Sales teams often use follow-up tasks to help win more deals. In sales, persistence is key. Thus, routine follow-ups help optimize the sales process. Also, they serve as timely reminders, ensuring no deals fall through the gaps. 

Note that follow-up tasks pull information from the original task’s Subject, Assigned to, Name, and Related To fields. That said, the due date is blank but will default to today when the user taps the field.

Managing Salesforce Task Reminders and Notifications

Task reminders and notifications can actually help sales people stay on top of their burgeoning work (and help improving data quality in Salesforce).

They can get reminders of crucial meetings.

They can keep up with work updates.

They can also get important real-time alerts about following up with a critical prospect or get insights into a deal’s status.

They can monitor a sales agent’s performance by getting notifications once the agent’s activity is completed.

In essence, you need to remember the following points:

  • Make sure that task notifications are enabled. Here's a helpful article on how to do this.
  • A user receives a notification when they are assigned a task.
  • This notification appears in the notification bell in Salesforce Lightning.
  • When members of a group are assigned, each group member gets a notification.

Limitations of Salesforce Tasks

Here's a quick run-through of major Salesforce tasks limitations:

  • Validation and workflow rules: If a task is created when you send an email, validation and workflow rules for that task aren’t triggered. This means that you’ll need to manually add them. 
  • Due date display: Due dates are displayed in the time zone you’ve selected in your personal settings. So, if you’ve got a more dispersed and global Sales team, you’ll need to be more mindful of the time zone your team members are in.
  • Feeds: On cases, feeds don’t include email tasks or call logging tasks. So, make sure to keep tabs on your email and call logging tasks–and not solely rely on your feeds to get you up to speed. You may end up missing out on important leads or forget about critical deadlines, costing you profitable prospects.
  • Shared Activities: If Shared Activities isn’t enabled, custom reports based on activity relationships don’t include event organizers along with invitees. Custom reports also don’t show events to which no one has been invited. However, if Shared Activities is enabled:
  • Task relation: You can relate a task to only up to 50 contacts or one lead using the Name field.
  • Recurring tasks: You can’t relate multiple contacts to a recurring task series.

Aside from the limitations mentioned above, make a note of the following restrictions when creating tasks for People and Groups in Lightning Experience:

  • You can create and assign only up to 200 tasks for every user. So, keep tabs on the number of tasks you’ve assigned.
  • When editing a task, you can’t create more tasks by adding new users to the Assigned to field. 
  • You can’t bulk create recurring tasks.
  • Creating bulk tasks for people and groups isn’t supported in Lightning Experience quick actions.
  • Tasks can be created only for the active members in public groups.

Bottom-line

A sales rep's day is textbook manic. From handling calls and emails to connecting with prospects on social touchpoints and conducting meetings/video calls, there's plenty of ground to cover. To make things easier and augment every salesperson's potential, leveraging a robust sales tool makes logical and business sense.

This is where Weflow comes into the big picture. Weflow is a Salesforce productivity workspace. It enables sales teams to efficiently manage their sales processes and perform fast pipeline, notes, and task updates. With Weflow, get on the productive side of your sales funnel. Use for free.