We all struggle to be productive sometimes, especially when we have a lot to do and no idea where to start. David Allen (time management expert and author of Getting Things Done: The Art of Stress-Free Productivity), writes that anyone with a full schedule and no structure will inevitably struggle to cope. A system is needed – and scribbled notes won’t cut it.
For those of us needing a system in place to boost productivity, Acumatica’s Tasks and Activities module is designed to do just that.
In today’s video training session will go into how to use the Acumatica Task module to set reminders for yourself and for your colleagues to keep you and your team efficient and effective.
Interested in learning more about Acumatica’s Customer Management Suite?
Check out our post: What is ERP – Customer Management.
Acumatica CRM Tasks
First, I want to drill down into Acumatica Tasks. Tasks is a system that is great for setting yourself reminders and keeping track of your opportunities and sales initiatives within Acumatica. You can also assign yourself tasks, even if you’re not in a sales role.
For example, if you’re running multiple projects, you can assign yourself tasks with due dates to stay up to date on your responsibilities. You can also assign tasks to other colleagues that are using this system, appearing in their task list.
How to Assign Tasks in Acumatica
Let’s start by opening up Acumatica Tasks. So when you look at your task list, in the due date column, anything red is considered overdue. Likewise, anything that appears in black is still within its timeline.
To show you an example of how to use Tasks, I’m going to go into the module and assign a task to one of my colleagues. Today I had lunch with Duane, a prospect who had a few technical questions. So what I’m going to do is drill down into the Business Accounts module and select the Opportunities tab, since the task I’m creating will be referencing an opportunity.
When I open the Opportunities tab, I can see my lunch with Duane listed, and the status of the task set to complete. I’m going to go ahead and select the Add Task button to assign a task to my colleague. Automatically, the start date sets to today, and then I will choose the due date for tomorrow. To assign it to someone else, I set the owner of the task as the person I want to complete it. In this case, it’s Eric since he’s the expert on what Duane is asking about. I can also set a reminder for my colleague, so he doesn’t forget about this task that I’m assigning him.
There is also the option to add notes to the task, so when Eric receives it, he knows what he needs to do and the context of it. In this case, I’m going to copy and paste the email from Duane, with the questions he has for Eric. After that, I just hit save, and now this task will appear under Eric’s task list.
Another functionality is you can categorize tasks by labelling them under different Activities like appointments or phone calls from the Add Activity dropdown. Also, when Eric goes into complete the task, he can create an email straight from the actual task list itself and send it through the Acumatica system.
So now, if I go back into my Task Menu, we’ll see that the task I set for myself to check in with Duane, is coming up in my list of tasks.
I hope with was insightful. If you have any questions, don’t hesitate to reach out.
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