Creating Tasks in Bulk

Overview

When you need to assign the same task to multiple clients, prospects, or services, Practifi's bulk task creation feature helps you maintain consistency while saving significant time. Rather than creating individual Task records one by one, you can create multiple tasks with identical information across different Key Entity or Service records in a single workflow. This capability is particularly valuable when rolling out firm-wide initiatives, executing seasonal client service activities, or ensuring uniform follow-up across your book of business.

This article outlines how to create Task records in bulk within your Practifi organization. For additional information about Practifi tasks, please consult our Understanding Tasks and Processes and Using Tasks articles.

• Understanding Bulk Task Creation
  • Where Bulk Task Creation Is Available
  • Two Approaches to Bulk Task Creation
• Creating Standalone Tasks in Bulk
• Using Task Templates in Bulk

Understanding Bulk Task Creation

Bulk task creation allows you to create multiple Task records related to different Key Entity or Service records simultaneously. All tasks created in a single bulk workflow will contain the same core information, including Subject, Due Date, Assigned To, and other standard task fields. This ensures consistency in your client service delivery and reduces the administrative burden on your team.

Once created, each task serves as an independent record that can be edited as needed to add or modify specific information for a particular client or service relationship.

Where Bulk Task Creation Is Available

You can create tasks in bulk from the following pages in your Practifi organization:

• Directory: Create tasks across multiple contacts and organizations
• Clients: Create tasks for multiple client relationships
• Pipeline: Create tasks for multiple prospects
• Influence: Create tasks for centers of influence
• Services: Create tasks related to multiple service relationships

Two Approaches to Bulk Task Creation

Practifi offers two methods for creating tasks in bulk:

1. Standalone tasks: Create individual tasks by manually entering task details during the bulk creation process.
2. Template-based tasks: Use predefined task templates to ensure tasks include standardized information, workflows, and Active Forms when applicable.

The following sections outline the steps for both approaches.

Creating Standalone Tasks in Bulk

Use this method when you need to create simple tasks that don’t require a template’s structure. This approach is ideal for one-time assignments or situations where you need flexibility in the task details.

To create standalone tasks in bulk:

1. Use the Navigation Menu to navigate to the page containing the records you want to create tasks for (e.g., Clients, Pipeline, or Services).

   Please note: Bulk task creation is available only on the pages listed in the Understanding Bulk Task Creation section above. This functionality will not be available if you navigate to other pages in your organization.

2. Select the Key Entity or Service records by checking the boxes in the leftmost column beside each record name.

3. Click the Create Tasks button above the record table. The Create Tasks window opens.

   

4. Enter the task information in the available fields. This information will apply to all tasks created in this workflow:
   • Subject: The task title
   • Due Date: When the task should be completed
   • Assigned To: The team member responsible for completing the task
   • Status: The current task status

   • Comments: Any additional context or instructions

     

5. Click Next to complete the process. A success message will confirm that the system is creating your tasks.

The tasks will be created and associated with each selected record in your organization. Team members assigned to these tasks will receive notifications according to your organization’s notification settings.

Using Task Templates in Bulk

Task templates provide a powerful way to standardize recurring workflows across your organization. When you create tasks from templates in bulk, you ensure that each task includes the appropriate structure, fields, and Active Forms that your firm has defined for specific service activities or processes.

This approach is particularly effective for:

• Annual compliance activities
• Quarterly review processes
• Onboarding workflows
• Standard service deliverables

To create tasks in bulk using a task template:

1. Use the Navigation Menu to navigate to the page containing the records you want to create templated tasks for (e.g., Clients, Pipeline, or Services).

   Please note: Bulk templated task creation is available only on the pages listed in the Understanding Bulk Task Creation section above. This functionality will not be available if you navigate to other pages in your organization.

2. Select the Key Entity or Service records by checking the boxes in the leftmost column beside each record name.

3. Click the New Task (from template) button above the record table. The New Task (from template) window opens.

   

4. Click the Task Group dropdown menu and select the appropriate task group.

   

5. Click the Task Template drop-down menu and select the desired task template.
6. Click Next to proceed to the task details.
7. Enter or review the task information. The template will pre-populate certain fields, but you can modify them as needed. Available fields include:
   • Subject: The task title (often pre-populated from the template)
   • Status: The current task status
   • Task Type: The category of task
   • Assigned To: The team member responsible for completing the task
   • Due Date: When the task should be completed
   • Priority: The task priority level
   • Description: Additional context or instructions

   • Reminder Set: Whether reminders are configured for this task

     

8. Click Next to continue.
9. If your template includes an Active Form, you will be prompted to complete the form fields. Enter the required information, then click Next. If the template does not include an Active Form, you will skip this step and proceed directly to the confirmation message.
10. A success message will confirm that the system is creating your templated tasks.

The templated tasks will be created and associated with each selected record. Each task will include the structure, workflow, and Active Forms defined in your template, ensuring consistency across your organization’s service delivery.