Task categories and how to import to-dos from CSV

Categories group your to-dos (for example Call, Proposal, Admin), and the to-do import lets you create hundreds of to-dos from a CSV file in one go. Manage categories from the gear next to the Category field or from the Manage Categories button, and start an import with Import To-do on the Tasks & To-do screen.

Task categories

A category is a plain label you attach to a to-do. It makes filtering simple: the Tasks screen has a Category filter, and the mobile app shows the category on each card.

Add, rename or delete a category

1. Open Tasks & To-do and press Manage Categories. The same dialog opens from the gear icon beside Category in the to-do form.
2. To add one, type a name in "Enter new category name" and press Add. You will see "Category created successfully".
3. To rename, use Rename beside a category, edit the name and confirm. Every to-do that used the old name is updated to the new one.
4. To remove one, press Delete and confirm "Delete Category?".

Names must be unique: two categories cannot differ only in capital letters. A deleted category does not disappear from old work. The dialog says it plainly: "Existing to-dos will keep their category text." So deleting a category only stops you choosing it for new to-dos.

Import to-dos from a CSV file

Use the import when you have a spreadsheet of tasks for existing leads, for example a call list after a trade show.

Before you start

Prepare a CSV file with one row per to-do. These columns are required:

Optional columns:

Good to know:

• To-dos can only be created for leads that already exist and that you can access.
• A to-do can only be assigned to an existing, verified user.
• Dates can be written as 2030-01-15 10:30, as 15-01-2030 or 15/01/2030 with an optional time (AM or PM allowed), or as 15-Jan-2030. A date without a time becomes 9:00 in the morning.
• The file must be a .csv, no larger than 10 MB, with at most 1000 rows.

Step 1: Upload

1. Open Tasks & To-do and press Import To-do. You see it when your role can create to-dos, which owners, managers and L1 and L2 users can by default.
2. Under Lead/ Customer Identifier choose how your file points at leads: Email, Mobile number or Lead ID.
3. Press Download template if you want the prepared column headers and date format.
4. Drop your file in the box or press Choose file. The box reminds you of the limits.
5. Press Upload and review.

If more than one lead matches an email or mobile number, the lead with the highest lead score is selected. If that is not what you want, import using Lead ID.

Step 2: Review

Leadnote shows Map fields. Each to-do field (Lead/ Customer Identifier, To-do Description, Assign To, Due Date & Time, Category, Critical Flag) is matched to a column of your file. Fix any required field that is not mapped, or set an optional one to Do not import.

Below the mapping you will see totals: Total rows, To-dos to create, Invalid and Warnings, plus a list called Rows needing attention with the row, the issue, the field, the file column and a sample value. Invalid rows are skipped; the rest can be imported. The button reads Import N To-dos, or No valid To-dos when nothing passes.

Step 3: Result

The import runs in the background and shows progress such as "40 of 120 rows processed". You can leave the screen open. When it finishes you see Created, Already imported and Failed. If some rows failed, press Download failed rows to get a file with a failure reason on each, fix them and import again. View To-do list takes you back to the list and Import another starts over.

Importing the same file twice is safe: rows that were already imported are reported and not created again.

Troubleshooting

• "Please choose a .csv file." means the file has another extension.
• "The file is larger than 10 MB." means you need to split it.
• A row marked invalid for the assignee usually means the email does not belong to an active, verified user.
• A row marked invalid for the lead means no lead matched the identifier, or you cannot access that lead.
• Times look an hour or two off? Remember the file is read in the organisation time zone, not your computer's.

For importing leads rather than to-dos, see How to import leads.