1. Practifi Success
  2. Sentir
  3. Activities, Tasks, & Work

Using Tasks in Sentir

Follow
Avatar
Learning Team

Overview

Tasks in Sentir help ensure that every client-facing activity, compliance requirement, and internal operation gets completed and documented. Whether you're managing quarterly reviews, tracking new account openings, or following up after client meetings, tasks provide your team with clear assignments, due dates, and accountability throughout your workflows.

This article explains how to create, view, and manage tasks to support your firm's operations. In Sentir, tasks are created through the Add Work action, the same one used to create processes and Projects. For a full overview of Add Work and its options, see Using Add Work in Sentir.

Creating a Task

Tasks can be created from multiple locations. When you create a task from a specific record page, the task is automatically related to that record, ensuring your work is connected to the right client, deal, or other entity. You can also create standalone personal tasks from the Global Actions menu.

Global Actions Menu

To create a task using the Global Actions menu:

  1. Click the Global Actions icon (the plus icon).

  2. From the Global Actions menu, select Add Work.

  3. In the Add Work window, click + New Task.

  4. Enter the task information in the displayed fields. The Subject field is required. To attach the task to a Client, Deal, or other record, search for the record name in the Related To field.

  5. Click Create to create the task.

Please note: If you leave the Related To field empty, the task will be created as a personal task that is not associated with any record.

From a Record

Creating tasks directly from a record page ensures they're automatically associated with that record, making it easier to track all work related to it. For example, you can create a task by clicking the Add Work button on a Deal record.

To create a task from a record:

  1. Navigate to the record where you want to create the task.

  2. Click the Add Work button in the button row on the record header.

  3. In the Add Work window, click + New Task.

  4. Because you clicked Add Work from a record, the Related To field is pre-populated.

  5. Enter the remaining task information in the displayed fields. The Subject field is required.
  6. Click Create to create the task.

Viewing Tasks

There are multiple ways to view tasks in Sentir to help you and your team stay organized and ensure nothing falls through the cracks.

On the Home Page

The At A Glance component on the Home page includes Overdue Tasks and Tasks Due Soon pills, which show the count of overdue and upcoming tasks assigned to you.

Click either pill to open the full list of tasks in a pop-up window. From there, click any task to open its complete record, including all details, checklist items, and history.

Viewing Tasks From Entity Records

The Tasks Due Soon component on an Entity record's Overview tab shows upcoming and overdue tasks associated with that record. Click any task in the component to open its full record.

Click the View All icon at the top of the Tasks Due Soon component to open the full list in a new subtab.

To access a list view of tasks on an Entity record, click the Records tab, then select the Tasks option under the Work heading in the left navigation rail.

Working With Checklists

Checklists provide structured steps within tasks, ensuring consistent execution and proper documentation of your firm's procedures. They're particularly valuable for complex workflows, such as account openings or annual reviews, where multiple steps must be completed in sequence.

Viewing and Completing Checklist Items

If a task includes pre-configured checklist items, they appear in the Checklist area on the right side of the Task record page. Check off items as you complete them to track your progress.

Please note: If a checklist item is marked as required, only the task owner can mark it complete. This ensures accountability for critical steps.

Adding Ad Hoc Checklist Items

You can add your own checklist items to any task as needed:

  1. In the Checklist area of the right panel, click into the + Add a checklist item... field.

  2. Enter a description for the item.

  3. Press <ENTER> to add the item to the list.
  4. Repeat steps 1-3 for as many items as you want to add.

Deleting Checklist Items

You can delete checklist items that were added while the task was open. Pre-configured checklist items from process tasks or task templates cannot be deleted and will not display a delete option.

To delete a checklist item, hover over it and click the trash can icon. It is removed from the list.

Please note: If your administrator modifies the pre-configured checklist items on a process task or task template, those changes will not apply to tasks that are already open.

Using Recurring Tasks

Recurring tasks are ideal for compliance-driven activities and regular reviews that must happen on a predictable calendar schedule.

Please note: The Feed feature in recurring tasks is affected by a known Salesforce limitation. To create a Feed post for a recurring task, navigate to the individual Task record.

Creating a Recurring Task

To create a recurring task:

  1. Click the Add Work button from the Home page or a record.
  2. In the Add Work window, click + New Task.
  3. Enter the task information in the displayed fields.

  4. In the Recurrence section, click the toggle to enable the recurrence options.

  5. With the recurrence section enabled, select a frequency. Additional fields appear based on your selections:
  • Daily
    • Repeat every: Enter a numeric value
    • Ends: Select Never, On, or After
      • Selecting On enables a date field where you can enter a date or click the calendar icon to select a date.
      • Selecting After enables a number field where you can enter the number of occurrences after which the series ends.
  • Weekly
    • Repeat every: Enter a numeric value
    • Repeat on: Select which day of the week the task should repeat on
    • Ends: Select Never, On, or After
      • Selecting Never means the task recurs indefinitely.
      • Selecting On enables a date field where you can enter a date or click the calendar icon to select a date.
      • Selecting After enables a number field where you can enter the number of occurrences after which the series ends.
  • Monthly
    • Repeat every: Enter a numeric value
    • A toggle presents two options based on the task's due date: one repeats on the same calendar date each month (On day [X]), and one repeats on the same weekday position (On the [ordinal] [day of the week]). Select the option that matches your intended schedule.
    • Ends: Select Never, On, or After
      • Selecting Never means the task recurs indefinitely.
      • Selecting On enables a date field where you can enter a date or click the calendar icon to select a date.
      • Selecting After enables a number field where you can enter the number of occurrences after which the series ends.
  • Yearly
    • Repeat every: Enter a numeric value
    • Month: Select the month the task should repeat in
    • A toggle presents two options based on the task's due date: one repeats on the same calendar date (On day [X]), and one repeats on the same weekday (On the [ordinal] [day of the week]). Select the option that matches your intended schedule.
    • Ends: Select Never, On, or After
      • Selecting Never means the task recurs indefinitely.
      • Selecting On enables a date field where you can enter a date or click the calendar icon to select a date.
      • Selecting After enables a number field where you can enter the number of occurrences after which the series ends.

  1. Click Create to create the recurring task series.

Deleting Recurring Tasks

You can delete individual recurring tasks or the entire series at once.

Deleting a Single Task

To delete a single recurring task from a record:

  1. Open the task's related record, then click the Records tab.

  2. In the left navigation rail under Work, select the Tasks option.

  3. In the Tasks list view, scroll to the right and click the caret for the task you want to remove, then select Delete.

  4. A pop-up message appears, asking you to confirm the action. Click Delete.

Deleting a Series of Tasks

Rather than deleting recurring tasks individually, you can create all tasks within a recurring series at once if they're no longer needed. To delete a recurring task series:

  1. From the Records tab, on the Tasks list view, click the name of any recurring task in the series.

  2. On the Task record, click the caret on the right side of the button bar, then click View Series.

  3. On the series record, click the caret, then click Delete Series.

  4. Click the Delete Series button in the confirmation message.

Editing Recurring Tasks

You can edit individual recurring tasks or the entire series. Keep these guidelines in mind:

  • Changes to a single recurring task do not affect other tasks in the series.
  • Changes to the Subject or Comments on the series record will update all tasks in the series.
  • Changing the Start Date, End Date, or Frequency on the series can delete other tasks and break links. Instead of editing these fields, we recommend deleting the series and creating a new one.

Editing a Single Task

To edit a single recurring task:

  1. Open the task's related record, then click the Records tab.

  2. In the left navigation rail under Work, select the Tasks option.

  3. In the Tasks list view, scroll to the right and click the caret for the task you want to remove, then select Edit.

  4. Make your changes in the edit window, then click Save.

Editing a Series of Tasks

To edit a recurring task series:

  1. From the Records tab, on the Tasks list view, click the name of any recurring task in the series.

  2. On the Task record, click the caret on the right side of the button bar, then click View Series.

  3. On the series record, click the Edit button.

  4. Make your changes in the edit window, then click Save.

Please note: Editing the Start Date, End Date, or Frequency of a recurring series can delete tasks and break links. We recommend deleting the series and creating a new one instead.

Using Task Templates

Task templates help your firm standardize common activities and ensure consistency across your team. When you need to perform a frequently repeated task, such as preparing for a client review or processing a new account, templates pre-populate task fields and checklist items, and can even trigger Active Forms to collect required information.

Task templates are configured by your System Administrator. They determine which fields, checklist items, and Active Forms each template includes, as well as which contexts the template is available in.

To create a task from a template, use the Add Work action from any of the locations described in Creating a Task above. Select a template from the list in the Add Work window to pre-populate the task's fields, make any needed adjustments, and create the task as usual. Task templates are indicated by a dark green checklist icon in the Add Work window.

For a full walkthrough of the Add Work window, including how templates appear and how to stage multiple items at once, see Using Add Work in Sentir.

Completing Tasks

When you finish a task, Sentir offers multiple options to mark it complete. The completion workflow can include time tracking, outcome selection, and reviewing Deliverables to ensure proper documentation of your work.

You can complete tasks from three main locations:

From the Home Page

Process tasks assigned to you are displayed on the Home page via the At A Glance component, which shows counts of Overdue Tasks and Tasks Due Soon.

  1. On the Home page, click the Overdue Tasks or Tasks Due Soon pill in the At A Glance component.

  2. A window opens showing a list of tasks with Subject, Due Date, Status, and Owner. Click the hyperlinked name of a task to open its record.

  3. In the Task record header, click the Mark as Complete button in the button bar.

  4. In the Mark as Complete window, you can complete any available Deliverables, fill out the task's Active Form, and select the appropriate task outcome if prompted.

  5. Log any time spent on the task if your firm uses time tracking.

  6. Click Finish to complete the task.

The task is marked as complete, and the completion information is recorded on the Task record, creating an audit trail.

From an Entity Record

To complete a task from an Entity record:

  1. Click the Records tab.

  2. In the left navigation rail under Work, select the Tasks option.

  3. In the Tasks list view, scroll to the right and click the caret for the task you want to complete, then select Mark As Complete.

From the Work Page

To complete a task from the Work page:

  1. Click the Navigation Menu and select Work.

  2. On the Work page, select a task page view.
  3. Click the Switch View icon and select List, if needed.

  4. Click the caret for the task you want to complete, then select Mark As Complete.

Understanding the Complete Task Workflow

When you mark a task as complete, Sentir displays a structured workflow to ensure proper documentation. The sections you see depend on how the task is configured:

Completion Details:

  • Time tracking functionality to record hours spent (if your firm uses time tracking)
  • Outcome selection picklist to categorize results
  • Preview of task actions that will be triggered

Review What's Been Done:

  • Active Form (if configured)
  • Checklist items showing completion status
  • Deliverables associated with the task

Once you've completed the required information, click Finish to complete the task. The system will execute any configured actions, such as creating follow-up tasks or updating record stages.

0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.

Articles in this section