Todos Modify | Delete | Calendar A todo is a task that needs to be done. It can be associated with a prospect or client, a contact, a deal, or it can exist on its own. When you create a todo you can add a start date, and a due date. There is also a field to record the actual date the todo was completed. You can give the to do a priority rating, and record the its completeness status. If you are an Administrator, you can assign todos to other users. The to do list can be configured to display and filter on the user who created the to do; click the customize link at the bottom of the list to add this field. You can also configure the to do list to show a subset of to do's, based on their status, on who created them, to whom they are assigned, or a variety of other parameters. In Opportunities > To dos > All, use the advanced filter above and to the left of the list. Click on the dropdown arrow to Create/Edit a filter. To show only incomplete To do's, for example, select "Status (code)" as the column to filter on. Status codes are as follows: N = Not Started C = Completed W = Waiting D = Deferred A = Active. To display everything except completed To dos, configure the filter with "Status (code) does not contain C". To display all To dos that haven't been started and that are waiting, choose the radio button "[Include data that matches] All of the following" and then select: "Status (code) contains N" and "Status (code) contains W". Todos > Create a New todo 1. Click on the "ToDos" tab. 2. Click on the "Create..." drop-down menu and select "To do" from the list. 2. Fill out the "New ToDo" dialog. Enter the start date (this will default to the current date if no value is entered). Select a prospect, or client, and deal from the drop-down list if needed. You can then select a contact for the todo if you wish. You can add a priority for the todo. The range is 0-9, with 5 as the default. Select a status for the todo. The default status is "Not Started." The other options are "In Progress," "Completed," "Waiting," and "Deferred." *Note: If you are creating the todo from within a prospect, client, or deal record, the associated prospect, client, or deal will already be selected. 3. Click on the "Save" button. 4. Your to do will be added to your ToDos list. Note: The "Save and create another ToDo" button allows you to quickly create multiple deals by immediately loading a blank "New ToDo" form. Todos > Modify an existing todo record 1. On the Todos page, click on the name of the todo you wish to modify. 2. Click on the "Edit" link. 3. Make your changes to the todo in the "Edit ToDo" form. 4. Click on the "Save" button. 5. The message "Saved todo '[todo name]'" will appear at the top of the form. Note: You can view the deal and the client or prospect associated with the todo by selecting the appropriate option from the links that appear above the "Edit Todo" dialog box. Note: If you change the status of a todo to "Completed," and event will be created recording this fact. Todos > Delete an existing todo record 1. On the ToDos page, click on the name of the todo you wish to delete. 2. Click on the "Edit" link. 3. Click the "Delete" button at the bottom of the "Edit ToDo" form to permanently discard the record. Todos > Calendar The calendar view allows you to see all your associated todos. You will not see todos associated with other users in your calendar. There are three views available: daily, weekly, and monthly. To see the calendar, click on the Todos tab, and then on the "Calendar" link. Select "Daily View," "Weekly View," or "Monthly View" from the drop-down at the top right-hand corner of the calendar. You will see all your todos, regardless of their status. (Note: Todos are listed in the calendar according to their "Start date.") When you are in the weekly or monthly view, you can click on a date, and you will see the complete list of todos for that day. In the daily view, you can edit a todo directly from the calendar by clicking on the todo name. Once in the "Edit Todo" dialog box, you will also be able to edit any associated client/prospect, contact, and/or deal by clicking on the links above the dialog box. In the calendar daily view, if the todo is associated with a client or prospect, you can click on the link to the client or prospect provided in the details for the todo. You will be taken to the "View" page of the client or prospect record, from where you will also be able to link to the contacts, deals, estimates, proposals, todos, and events that are associated with the client or prospect.