Creating Tasks in Bulk

Overview

Occasionally you may need to create multiple tasks with the same information related to separate Key Entity or Service records in your Practifi instance. Bulk task creation allows you to create multiple Task records in your organization efficiently. This article outlines considerations around bulk task creation and the steps to create Task records in bulk. For additional information about Practifi tasks, please consult our Understanding Tasks and Processes and Using Tasks articles.

• Understanding 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 multiple Key Entity or Service records in your Practifi instance in a single workflow. Tasks created in bulk should contain the same information, such as Subject and Due Date, regardless of their related Key Entity or Service records. When the workflow is completed, the same task will be created for each Key Entity or Service record selected in the creation process. If specific information is needed on a single Task record, it can be edited after the bulk creation process to reflect the details needed. 

Bulk task creation is available on the following pages:

• Directory
• Clients
• Pipeline
• Influence
• Services

When creating tasks in bulk, you can either create a standalone task for each Key Entity record or create tasks from a task template available in your organization. The following sections outline the steps for both options.

Creating Standalone Tasks in Bulk

To create standalone tasks in bulk in your Practifi organization: 

1. Use the Navigation Menu to navigate to the page with the relevant records that the tasks will be related to. For example, select the Clients option from the Navigation Menu. 
   • Please note: Bulk task creation is available only on the pages listed in the above section. You will not have access to this functionality if you select another page from the Navigation Menu. 
2. Select the Key Entity or Service records you want to create tasks for by checking the boxes in the furthest left column beside their record names. 
   
3. Once all necessary Key Entity or Service records are selected, click the Create Tasks button above the record table. A Create Tasks pop-up will open on the screen. 
   
4. Enter the necessary task information. This information will be the same for all records created in this process. The fields available are as follows: 
   • Subject
   • Due Date
   • Assigned To
   • Status
   • Comments
5. Once the information is entered, click Next. A success message confirms that the system will create the tasks in bulk in your Practifi organization.
   

Using Task Templates in Bulk

To create Task records in bulk using a task template in your Practifi organization: 

1. Use the Navigation Menu to navigate to the page with the relevant records that the templated tasks will be related to. For example, select the Clients option from the Navigation Menu. 
   • Please note: Bulk templated task creation is available only on the pages listed in the above section. You will not have access to this functionality if you select another page from the Navigation Menu. 
2. Select the Key Entity or Service records you want to create tasks for by checking the boxes in the furthest left column beside their record names. 
   
3. Once all necessary Key Entity or Service records are selected, click the New Task (from template) button above the record table. A New Task (from template) pop-up will open on the screen.
   
4. Select the relevant task group from the Task Group drop-down and then select the template from the Task Template drop-down.
5. Once the template is selected, click Next to proceed. 
   
6. Enter the necessary task information. This information will be the same for all records created in this process. The fields available are as follows: 
   
   • Subject
   • Status
   • Task Type
   • Assigned To
   • Due Date
   • Priority
   • Description
   • Reminder Set
7. Once the information is entered, click Next. 
   
8. If your firm uses Active Forms in its templated tasks, you will be prompted to enter the information necessary in the Active Form. Enter this information and click Next to proceed. A success message confirms that the system will create the tasks in bulk in your Practifi organization. If the templated task does not have an associated Active Form, you will not need to complete this step and will instead just see the success message.