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Follow-ups and tasks

Track, filter and update your to-do list in Leadnote

Filter the to-do list, change status, assign in bulk, add notes and files, remind a teammate and export tasks from the Tasks and To-do screen.

Last updated 5 min read

On this page
  1. The three tabs
  2. Filters and search
  3. Change a to-do's status
  4. Work on several to-dos at once
  5. Open a to-do
  6. Remind a teammate
  7. Export
  8. Who sees which to-dos
  9. Related tools

The Tasks & To-do screen is where you track all to-dos in one list: switch between To-do, In Progress and Done, narrow the list with filters, change status in bulk, and open any row to read its notes and files. This article walks through each part. To create a to-do first, see How to create a to-do task.

The three tabs

Open Tasks & To-do in the sidebar. The tabs at the top are To-do, In Progress and Done, each with a count. The list underneath shows only the tab you are on, so a task disappears from one tab when you change its status and shows up in the next.

Columns on the To-do tab: To-do task, Lead / Customer, Assigned to, Due date, Created on, Status and Actions. On the other two tabs Created on is replaced by Time taken, which counts from the moment the task moved to In Progress. Small counters on a row open its notes and attachments. A Critical tag marks critical to-dos and a coloured due label shows urgency. The label reads "Today, 4:30 PM", "Tomorrow, 9:00 AM", "3 days ago" or a full date.

Click a column header to sort when the column is sortable.

Above the list you will find:

  • A search box ("Search to-dos").
  • Assigned To, Created By and Category, each defaulting to All.
  • Critical: All, Yes or No.
  • Due Date: Today, Tomorrow, Yesterday, Next 7 Days, Last 7 Days, Overdue or a Custom Range with From and To dates.

Every active filter becomes a chip such as "Assigned: Priya" or "Due: Overdue". Remove one chip with its x, or press Clear all. Day boundaries follow the organisation time zone.

Change a to-do's status

From the row menu (the three dots under Actions) choose one of:

  • Mark as In Progress
  • Mark as Done
  • Move to To-do

A short dialog confirms the change, for example "Task moved to Done successfully!" Press Got it. If a to-do repeats, marking it done also schedules the next occurrence and tells you the new date.

Work on several to-dos at once

Tick the checkbox on rows, or the box in the header to select all on the page. A bar shows "N selected" and offers:

  • Assign to... to hand the selected to-dos to another user
  • Mark as In Progress, Mark as Done or Move to To-do
  • Delete
  • Clear selection

Deleting asks you to confirm with Yes, Delete. Deletion is available only if your role allows it. The result is a confirmation such as "3 To-dos deleted successfully".

Open a to-do

Choose To-do Details from the row menu or click the task. A drawer opens with three tabs.

To-do Details shows the description, associated lead or customer (a link opens the lead), who it is assigned to, category, due date, critical flag, status, who created it and when, how long it was in progress, when it was completed, the time taken, the Completion Status (for instance "2 days early", "On time" or "Late by 1 day") and the Reminders recorded for it.

Notes is a comment thread. Type in the box ("Type your comment here or drag & drop files..."), attach files if needed and press the post button. A note or a file is required.

Attachments lists the files with size, uploader and a Download link. Total size must be 5 MB or less per post.

You can also link straight to a to-do from the lead page: the To-do tab on a lead lists its to-dos in To-Do, In Progress and Done groups, flags overdue ones, and has a Create To-do button.

Remind a teammate

If a to-do is assigned to somebody else and is not done, the row menu has Remind User. A dialog opens with a ready-made message you can edit, and two buttons: Remind via Email and Remind via WhatsApp. A button is disabled with "No email address on file" or "No phone number on file" when the person has none. Sending records the reminder in the to-do's Reminders list and queues the message on Leadnote's messaging system ("Reminder queued for ...").

For the automatic reminder every to-do gets before its due time, see Follow-up reminders.

Export

Press Export to download your to-dos as a CSV file. The export includes every status and respects the filters you have set. It needs the export permission, which owners and managers have.

Who sees which to-dos

Owners and managers see every to-do. L1 and L2 users see the to-dos assigned to them or created by them, plus colleagues' to-dos when the owner turns on team visibility. A to-do for a lead you cannot open stays visible to its assignee, but the lead name and company are hidden. The role table is in Assign follow-ups and to-dos to your team.

Frequently asked questions

How do I see only overdue to-dos?

On the Tasks and To-do screen open the Due Date filter and choose Overdue. A chip reading Due: Overdue appears and you can clear it with the x or Clear all.

Can I move a finished to-do back to open?

Yes. Use Move to To-do from the row menu or the bulk bar. Leadnote clears the started and completed times, and the to-do reappears in the To-do tab.

What does Time taken measure?

It is the time elapsed from the moment the to-do was marked In Progress. A to-do that never went through In Progress has no time taken.

Who can export the to-do list?

Owners and managers can use Export. If the button is disabled for you, your role does not include the export permission.

Can I attach a file to a to-do?

Yes. Open the to-do, go to Notes, attach files to a comment and post it. Total attachment size must be 5 MB or less per post.