Manage Your Tasks With Salesforce: The Ultimate Guide

Nikita R.

Media-savvy content creator, with a curiosity for all Salesforce experiences.

Updated: Jul 8th, 2024

“Align Everyone on Projects with Task Management in Salesforce“

When you use your Salesforce platform to manage team tasks, you get a host of features to support your projects. One of the features is adding essential fields to tasks to get the most information you can from colleagues when working on a project.

Fields for a Salesforce task can include a subject, due date, priority, status, and even comments. Are these enough task fields for your specific project? You could also add custom fields to collect further details about a project in Salesforce for task management.

For more information about working with tasks in Salesforce, join us in the article below.

Task Management in Salesforce: What You Need to Know

To start on a higher level, task management in your Salesforce CRM solution would optimize business processes and customer relationships. Now, let’s dive deeper and check out two pieces of knowledge that makeup task management in Salesforce.

1. Tasks & Events

When you work with Salesforce for task management, you need to understand that all your tasks and events are known as activities. It’s important to recognize this terminology so you can work confidently in Salesforce. So, your usual day-to-day tasks would be to-do items, and your events would be appointments or phone calls.

2. Creating Tasks

Now that you know what a task is in Salesforce, you can create one. You can choose to create tasks either manually or automatically. If you choose the manual method, you will need to create a workflow.

Alternatively, you can automate your task with Process or Flow Builder.

How to Create Salesforce Tasks

Salesforce tasks improve team productivity. For example, one reason a team might want to create a Salesforce task is to keep all colleague’s to-do lists in a central location. This means all work responsibilities can be found on one platform, so teammates and managers have clear visibility on:

• What work needs to be done.
• Who is responsible for a task.
• When is a task due.

Below, we will show you how to create Salesforce tasks manually. Keep reading as we cover options to automatically create tasks in Salesforce later if this is one of your task management goals. Let’s get started on the manual approach:

1. Go to the Tasks tab in Salesforce and click on the New Task button.

2. Enter the details of your task, which include a subject, due date, priority, status, and comments.

3. Now, you can assign the task to a specific person.

4. Remember to link the task to a record, such as contact, account, lead, or opportunity. You can also link the task to custom Salesforce objects.

5. Lastly, you need to click the Save button to create the task.

Task Management Workflow

If you prefer to create tasks in Salesforce automatically, you can do so. There are many methods to achieve your automation goals for task management. We will discuss how to do so using Workflow Rules.

Here is a general guide on how to get tasks created in Salesforce with workflow automation software:

1. Go to Setup in Salesforce, select Process Automation, and then Workflow Rules.
2. Click the New Rule button and select the Salesforce object for which you want to create a task.
3. Enter the criteria that will activate your workflow rule.
4. Now, select Immediate Workflow Actions and click on Add Workflow Action.
5. Choose New Task and set up your task details.
6. Click on the Save button to enable your workflow rule to create a task.

Task Management with Salesforce’s Slack

Slack is a top business app for communication in the workplace. So, a Slack integration into your Salesforce system makes total sense for task management and collaboration. With the powers of Slack and Salesforce combined, team members can leverage the features from both platforms.

This means your teams get to:

• Speed up decision-making through communication tools
• Automatically create tasks in Salesforce
• Manage tasks in Salesforce

Let’s dive deeper and take a look at two features from a Salesforce and Slack integration:

1. Receive Your Notifications in Real-Time

This feature is handy for keeping track of task updates. You will be able to get alerts from Slack in real-time related to your:

• Task Assignments
• Status Changes on Tasks
• Changes to Due Dates on Tasks

Slack can also give you reminders of any upcoming Salesforce tasks that need to be completed.

2. Create and Manage Your Tasks

Slack and Salesforce provide an alternative method to automatically creating tasks in your CRM platform. Team members can simply use Slack’s commands or interactive buttons to create tasks for workflow management goals.

Once created, team members can also view the task and its details directly in Slack. In this way, users do not need to leave Slack to view a Salesforce task.

Although, there are many more features from this powerful integration, these two task management examples, show that Slack and Salesforce together can speed up task management workflows.

How to Create Salesforce Tasks in Bulk

This is a common practice for many teams since it can greatly improve work productivity by removing manual tasks from a workday. It is extremely useful to know how to perform this operation when your team has colossal amounts of Salesforce tasks that are similar, and need to be linked to different records or team members.

Once again, there are many ways to create tasks in Salesforce. To make them in bulk batches, you could use data import tools like Salesforce Data Loader. Here is how that works:

1. First, you need to create a CSV file for your task management process. Remember to include all your tasks with their details.
2. Then, use the Data Loader to import your CSV file into Salesforce.
3. This action should create tasks in bulk for your teams.

Salesforce Tasks vs. Salesforce Activities

Although these two components in Salesforce are related, they have different purposes in the CRM platform. For example, Salesforce Activities contain your team’s tasks and events. You can use Activities in Salesforce to get a complete view of all actions associated with your records.

Salesforce Tasks, on the other hand, are just the specific to-do items for each colleague. Essentially, tasks will determine the actions that an employee needs to take in their role, such as:

• Following up with a client or colleague.
• Sending an email to a specific person.
• Attending a meeting.

Here are some characteristics to help you determine what are Activities or Tasks in your Salesforce integration.

If you are interested in signing up for these solutions, check the official Salesforce website. It can also be used to find information on Salesforce prices.

We hope to see you soon!

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