User Guide: Task Management 2.0 on GTG CRM

What will you be able to do after following this guide?

Quickly view task lists by status/deadline color and "Today" board → create a task with checklist, start time, multiple reviewers, and stakeholders → attach files from the Library and insert internal links → divide into subtasks and view cumulative progress → link tasks to Deals/Orders → comment and mention teammates (@mention) → complete the task → view the Analytics tab and track Activity 360 → enable task automation.

Not yet familiar with the features? Check out the Task Management 2.0 preview.

Prepare in advance

1. Log in to GTG CRM, access the CRM module → Tasks. — This is where you create and manage tasks.

2. (Required) A Deal/Order/Invoice is already available to link to. — To use the related object linking feature.

3. (Recommended) Have a few teammates in the workspace. — To assign reviewers, relevant people, and mention names in comments.

Step 1 — Quickly scan the to-do list: status/deadline color + "Today" tab

1. Go to CRM → Tasks .
2. Observe the workflows: each status has a different color tone; tasks that are nearing their deadline are colored amber, while those that are overdue are colored red.
3. At the top of the page, see the "Today" table : click on the groups "Overdue / Due Today / Soon Due / High Priority / My Tasks" to filter quickly.

✅ Expected result : The list displays colors according to status and deadline; clicking on a group in the "Today" table will filter the list to that specific group.

💡 Click "AI Suggestion" to receive a prioritized plan for the day (this feature uses credits).

Step 2 — Create tasks with checklists, start times, approvers, and relevant parties.

1. Click to create a new job.
2. Enter Title, Description, Deadline, Priority, and Responsible Person .
3. Set the start time and add the relevant people (those who need to monitor the task).
4. In the roles section, assign one or more Reviewers and Reporters if the process requires approval/monitoring.
5. Add a checklist of steps to take during the creation process.

✅ Expected outcome : The task is created with a checklist, start time, a list of reviewers (multiple people), and relevant parties fully displayed.

Step 3 — Attach files from the Library & insert internal links

1. In your workspace, open the Attachments section → select the "Choose from Library" tab to retrieve files/images already available in your workspace.
2. Open the Links section → select "Insert internal link" to attach your workspace website, landing page, or post.

✅ Expected result : Files from the Library and internal links are attached to the job without having to re-upload or manually paste URLs.

Step 4 — Divide into subtasks and watch the progress automatically accumulate.

1. Open the newly created task and add sub-tasks —up to two levels can be created; each sub-task has its own person in charge, deadline, and status.
2. Complete the sub-tasks gradually.

✅ Expected result : The progress bar of the parent task will automatically accumulate based on the number of completed child tasks — you don't need to manually enter the percentage.

Step 5 — Connect the task to the Deal, Product, Order, or Invoice

1. In your work, open the related objects section.
2. Attach the corresponding Deal / Product / Order / Invoice.

✅ Expected result : The task will display the linked objects; from that Deal/Order, you will also see the related tasks.

Step 6 — Comment & mention (@mention) your teammates

1. Open the Job Comments tab and enter your comment.
2. Type @ and then select a teammate's name to mention ; post a comment.

✅ Expected outcome : The name being mentioned is displayed in blue ; the person being mentioned receives a notification in the app (and email if email reminder automation is enabled — see Step 10).

Step 7 — Complete the task

1. Mark the task as completed.

✅ Expected results : The status and completion time are recorded by the system (not based on personal clocks), ensuring consistent data for comparison and reporting.

Step 8 — View the Analysis tab: volume by individual

1. In the Tasks menu, open the Analytics tab.
2. View overview cards and charts; click on a member to see in detail what that person is doing.

✅ Expected results : The Analytics tab displays total tasks / ongoing tasks / completed tasks / overdue tasks / completion rate + trend, and a volume chart by individual .

Step 9 — Monitor the developments in Activity 360

1. Open the Activity 360 tab of the job.

✅ Expected outcome : An easy-to-read timeline showing everything that happened around the task (created, updated, completed, linked, commented on) — who did what, and when.

Step 10 — Enable task automation

1. In the Tasks menu, open the Automation tab (or go to the Automation repository , Tasks cluster).
2. Enable appropriate scenarios: notifications when a new task is assigned , when the task changes status , when a task is completed , and emails when mentioned in comments .

✅ Expected outcome : Relevant notifications are sent automatically; when name-mentioning emails are enabled, the person being @mentioned receives additional emails beyond in-app notifications.

Quick lookup table for expected results

Open the Tasks list — Tasks are color-coded by status/deadline; the "Today" tab groups tasks that need to be processed.

Create task + checklist + approvers — Task with checklist, multiple approvers, start time, involved people

Attach from Library / Internal Links — Attach files and internal links without uploading/pasting URLs.

Add subtasks — Progress of parent tasks accumulates automatically.

Attach related objects — Deals/Products/Orders/Invoices linked in both directions

Comment + @mention — Name highlighted in blue; the person being reminded receives notifications (and email if enabled).

Task completed — Completion time recorded by the system

Open the Analysis tab — Volume by individual + completed trend

Open Activity 360 — Timeline of task progress

Enable automation — Task assignment/status change/completion notifications + email reminders

Note

• The sub-tasks support a maximum of two levels — enough to break them down without getting complicated.
• The progress of the parent task is automatically accumulated from the child tasks — adjust the status of the child tasks, do not manually adjust the percentage of the parent task.
• The reviewer may be multiple people ; the person making the report remains the same.
• Email when mentioned is an on/off option for the entire workspace; in-app notifications are always sent to the person @mentioned.
• Attachments from the Library retrieve files within the entire workspace; internal links only suggest published websites/landing pages/articles.
• Automation can still create/assign tasks to you as before (for example, when a deal transitions to a new phase).