47.1 Task Collaboration Tools

AIUNIFY CRM provides several tools inside a Task for organizing and documenting the work, including Checklist Items, Comments, Attachments, Reminders, and Tags.

47.2 Task Checklists

Checklist Items break a Task into smaller steps without requiring a separate full CRM Task for every minor action.

Use a Checklist when multiple small steps are necessary to complete the Task.

47.3 Adding Checklist Items

1. Open the Task.
2. Open the Checklist area.
3. Add a clear Checklist Item.
4. Repeat for additional required steps.
5. Review the sequence.
6. Complete each item as the corresponding work is finished.

47.4 Checklist Completion

Mark a Checklist Item complete only when that specific step is finished.

Checklist completion does not automatically mean the overall Task should be marked complete if other work remains.

47.5 Task Comments

Comments allow Task participants to maintain discussion directly on the Task.

Use comments for:

• Progress updates.
• Questions.
• Clarification.
• Handoff information.
• Relevant working context.

47.6 Keeping Communication on the Task

When information directly affects a Task, recording it in Task Comments makes the context available with the work itself.

This is generally more useful than leaving important Task decisions only in disconnected private messages.

47.7 Task Attachments

Task Attachments store files that belong to the Task.

Before uploading, verify that the file:

• Belongs to this Task.
• Is the intended version.
• Does not contain unrelated confidential information.
• Is appropriate for the people who can access the Task.

47.8 Task Reminders

Task reminder functionality helps prompt follow-up at a future date.

Use Reminders when the Task itself exists but a specific future follow-up point needs attention.

47.9 Reminder Information

When setting a Reminder, review the fields presented by the CRM, including the reminder description, date, and applicable staff recipient.

Use a meaningful description so the recipient understands what should happen when the Reminder is received.

47.10 Tags

Tasks can contain Tags.

Tags provide additional classification and can appear in Task tables and filtering/search contexts.

Use existing Tags consistently rather than creating unnecessary near-duplicate labels.

47.11 Checklist vs. Separate Task

Use a Checklist Item when the work is a small step within one Task.

Create a separate Task when the work requires its own:

• Assignees.
• Dates.
• Status.
• Priority.
• Time tracking.
• Comments.
• Attachments.
• Related record.

47.12 Recommended Collaboration Workflow

1. Open the Task.
2. Review existing comments and activity.
3. Use Checklist Items for smaller steps.
4. Add a Comment when collaboration context is needed.
5. Add files to Attachments when they belong to the Task.
6. Set a Reminder for future follow-up.
7. Use applicable Tags for classification.
8. Update the actual Task status when the work state changes.

47.13 Best Practices

• Do not duplicate Tasks just to add another Checklist step.
• Keep comments relevant to the work.
• Attach files to the correct Task.
• Use meaningful Reminder descriptions.
• Use Tags consistently.
• Preserve useful Task history.