With this streamlined process, you can assign a task to a contact and add any number of team members to each task. You can also associate a task with a specific engagement and provide a detailed explanation of what needs to be done in the description field.
What's in this Article
- Create a Task
- Manage a Task on the Task Workspace
- Roles: Any
- Permissions: Create, Edit, and Assign Work; Generic Tasks
- Licenses: Workflow
You can create a task anywhere in Canopy. To get started, click the Global add button which is depicted as a blue plus sign on the navigation bar.
1. Click Create Task on the slide-in panel.
Alternatively, navigate to the Contacts List to create a bulk task for several clients at once.
Canopy Tip: You can also create a task from the Tasks tab in the contact record or from the Tasks List.
2. Add a Task name in the provided field.
3. Click Template to apply a template to the task.
4. Use the Status dropdown to apply a status to the task.
5. Using the Contact dropdown, select a contact to assign to the task.
6. Assign the task to an engagement by using the Engagement dropdown.
This field will only appear if you have assigned a contact to the task.
7. Using the Assignee(s) dropdown, assign team members to the task.
You can also assign the assignees to all subtasks on the task by clicking the Assign to all subtasks box.
8. Set a time budget in the Budget hours box.
9. Set a Priority status for the task by clicking on the provided pill.
You can choose between low, medium, high, or no priority.
10. Add a description for the task, as needed.
11. Use the Repeat dropdown to set the task to repeat on the specified cadence.
- Tasks can be set to repeat daily, weekly, monthly, yearly, or not at all.
- In the Repeat every box, input a number to set the repeat cadence.
Tip: You may notice that Quarterly is not a repeat option. You can set a quarterly cadence by selecting Monthly, and then specifying that you want the task to Repeat every 3 months. You can enter any number in the repeat box, allowing you to specify a semi-yearly repetition schedule as well.
12. If needed, switch Tax preparation fields on.
As a tax practitioner, you may want to filter tasks by tax year or return type for quick access and easy reference. The best way to use this feature is to enter data in the Tax Year and Return Type fields when creating tasks.
13. In the Date well, add a Start date or Due date as needed.
You can also add a Custom Date Type by clicking Add a date.
14. As needed, set up a Reminder by clicking Add reminder in the reminder well.
15. In the File well, click Add file to attach any relevant files to the task.
16. Add automation to tasks and subtasks by clicking the Add automation button.
For more directions on creating automation, review this article!
17. Add a Client request to the tasks by clicking the Add a client request button.
If you need a refresher on client requests please refer to the Create a New Client Request article.
Please Note: Client's who do not have access to the client portal will have Client Requests created as drafts. They cannot be sent to the client until they have been invited to the client portal.
18. Click Add a subtask to add subtasks to the tasks.
Subtasks: Subtasks utilize much of the same information as we covered above. Refer to the above instructions if you get stuck.
19. Verify that all of the information is correct and accurate and click Create and Manage to proceed to the task workspace.
You can also click Create and close to return to the page you created the task from.
Manage a Task on the Task Workspace
1. Start a timer for the task by clicking the Timer icon (a watch).
2. Set a task's priority by clicking the priority tag.
Select from High, Medium, Low, or No Priority.
3. Change the Status of a task by clicking on the status dropdown.
Select a preset status, or add a custom status.
4. As needed, click Add a tool to add a tool to the task.
5. Add a File or a Note to the task by clicking the Add icon (+) in their associated box.
6. Add subtasks or client requests to the task by clicking their respective buttons in the Subtasks box.