What's in this Article
New tasks can be created within an email in the global inbox. Some of the task's information fields pre-fill using the information from the email, such as:
- Task Name
- Contact
- Email fields
Tasks created from an email in the global inbox will have the email attached so that users can quickly access the email while working on the task.
Only the owner of a specific email can work with the email overlay in the task workspace.
Create a Task From the Global Inbox
1. Navigate to the Global Inbox in Canopy and open a relevant email.
2. Click on the Create task icon in the top-right.
A dropdown menu shows how many tasks have been created for the selected email. You can click on each task to navigate to the created task from the email.
3. Fill out any relevant information for the new task. Some information will be pulled from the email to pre-populate the Create Task modal.
- If an email contains multiple contacts in the thread, the Contact field will be left blank.
- Emails can be attached to both new and existing tasks.
4. As needed, click Template to select a template for the new task.
Select a Template and click Apply.
5. After entering all relevant task information, click Create and manage to proceed to the task workspace.
Alternatively, click Create and Close to return to the global inbox.
Task Name Variables: Many firms, especially with a bookkeeping emphasis, like to use monthly tasks with the same name, which can get confusing. You can use Task Name Variables, which add unique details to task names for easy organization.
An example of a variable is {{clientname}} {{currentmonthandyearnum}}. When the task is created, the task name is replaced with the client name from the client record and the current month and year, in numerical form.
Attach an Email to an Existing Task
1. Within the Global Inbox, select an email.
2. Select the Attach to Task icon.
3. In the search bar that populates, start typing the task name you want to attach the email to.
You can also search by client name or keyword.
4. Select as many tasks as you'd like from the list.
Once you do this, a checkmark populates in line with the selected tasks.
5. Review attached tasks by clicking the dropdown arrow next to x Tasks attached.
6. To add the email to more tasks, click on the Attach to Task icon to scroll or search the list.
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.
Canopy Tip: To edit or archive a Scheduled Recurring Task, navigate to the Primary Recurring Task's workspace. A Primary Recurring Task's workspace looks like this:
If it is not the Primary Recurring Task's workspace when you try to edit recurring details, it will look like this:
This is where you can click the "here" hyperlink to go to the Primary Recurring Task.
4. Click the three stacked dots to Archive or Edit the task.
You can also see Edit and Archive options on the top right-hand side of the Task Workspace.
Note: You can easily see details of a recurring task on the top left-hand side of the workspace.
5. As needed, click Add a tool within the dropdown of a subtask in the Work tab.
- Tools available are Note, Reminder, Date, New file, and Existing file.
- To add a tool to the main task, simply select the Files, Notes, Reminders, or Automation tabs in the Task Workspace.
6. Add a File or a Note to a subtask by clicking the Add a tool button associated with the subtask.
To add a File or Note to a task, simply click the Files and Notes tabs.
7. Add subtasks or client requests to the task by clicking their respective buttons under the Work tab.
8. If the task was created from an email, the Email tab will be visible. Click on the Email to open the email in a new overlay.
9. Send an internal comment to your team on the right-hand side of the Task Workspace.
You can also attach files and images/GIFs to the comment thread of the task. Learn more about this in the Comment on a Task article.
Note: At this time, attaching a file to the comment thread will not make the file to be visible in the Files tab.