Create & Assign Tasks

A task is a general action item within the portal that a user or group must complete by a specified deadline.

Create A Task

1. Navigate to Portals on the navigation panel and select "Tasks" at the top of the page.
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2. Select the blue "Add Task" button and complete the following fields:
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   1. Task: Label the task so the portal user will know what action to complete.

   2. Task Type:

      1. People = Speakers or Contacts

      2. Groups = Sponsors or Exhibitors

      3. Portals (Pro) ONLY | Sessions = Sessions

   3. Portals (Legacy) ONLY | Mark task as complete: The task can be marked as completed in one of two ways:

      • When the user clicks on the task (Clicking on the task will mark the task as complete)

        

      • When the user manually marks the task as complete (Clicking the button Mark as Complete will mark the task as complete)
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   4. Description: By adding a description, you can provide additional information that the portal user may need to complete the task.

      1. Enter Description: With this option, the same task description will be visible to all contacts.

      2. Use Field: With this option, the admin can select a pre-created contact or session field to show as the task description. The task description will be unique for each contact, showcasing the data for the field selected.

   5. Task Link: Include a link to associate with the task (i.e. link to register for the event)

      1. Enter Task URL: With this option, the same URL will be associated with this task for all contacts.

      2. Use Field: With this option, the admin can select a pre-created field to use as the task URL. The task URL will be unique for each contact, redirecting the contact to their specific link when selected.

         • NOTE: Links should be formatted with the http:// or https:// prefix (Ex: https://www.sessionboard.com/)

Assign Task To A Portal

Now that you have created your task, it is time to assign it to the respective portal.

1. Within the Portals module, select the three ellipse dots to the right of the portal you would like to assign the task to and select Edit Tasks.
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2. Within the Assign Tasks widget, select the button Assign tasks to open a pop-up window. This will show any tasks you have created to select and assign to your portal.
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3. Once the tasks have been assigned, you can edit additional settings by selecting the pencil under "Actions".
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   1. Alias: Adjust the name of what the task will be listed as in the portal

   2. Required: Tasks can be marked as required by toggling ON this button. This action can also be done from the portal main menu.

   3. Due Date: Assign a due date to each task that the portal user can track.

   4. Portals (Pro) ONLY | Make Completed Tasks View-Only: Tasks will be set as closed after they are completed. This will not allow contacts/groups to change their task to "Incomplete" after it is completed. 

   5. Portals (Pro) ONLY | Assign By Filter (Session Tasks Only): Apply a filter to a session task so that that task is only visible for sessions that match the filter(s) applied. 
      
      NOTE: A maximum of three (3) filters can be applied to a session task.
      
      1. EXAMPLE: Tags is CPOI Credit Eligible > contacts/groups who are associated with a session and the session tag is CPOI Credit Eligible will see this task.
         

4. Once complete, ensure to click the blue Update button in the bottom right-hand corner.

View who has completed the task(s)

Within your module (speaker, sponsor, or exhibitor), edit your dashboard view by adding the task reporting field(s). This will inform you of who has completed the task and who hasn't. Don't forget to save the view when you are done😊