Task

Task Management is where every actionable follow-up in GEMS CRM lives — whether it was created manually, generated automatically from a Lead, Ticket, or Deal, or added from a predefined Task Plan. It gives you one consistent place to track, assign, and close out work items, regardless of where they originated.

All Tasks List View

A unified workbench showing every task across the CRM, no matter its source.

What You’ll See

• Task Counter – total task count
• Search Bar – find a task by Task ID or Subject, in real time
• Status Filter – narrow by Open, In Progress, Completed, Closed, or Cancelled (multi-select supported)
• Tasks Grid – every task with its ownership, dates, and category details

Grid Columns

Column	Description
Task ID	Unique, system-generated reference (e.g., Task-1051)
Object / Related Object	The source this task came from — Lead, Ticket, Deal, Sub-Ticket, Account, Contact, Manual, or Meeting — and that record’s ID
Subject	The task’s title
Status	Open, In Progress, Completed, Closed, or Cancelled
Owner	The assigned user
Start Date / End Date	The task’s timeline
Account / Contact	Associated records, where applicable
Created By / Created On	Authorship and creation timestamp
Category Level 1–3	Task classification, drawn from your configured category hierarchy

Each row includes View, Edit, and Delete actions, based on your permissions.

Toolbar Actions

• + New – create a task manually (requires Create permission)
• Refresh

Good to Know

• A task can only be deleted if it has no active links to other objects — remove those relationships first

Creating a Task

Task Information

• Subject – the only mandatory field describing the task itself
• Task Owner – defaults to you, but can be reassigned
• Contact Name and Account Name – searchable dropdowns that auto-populate each other: pick a Contact and its linked Account fills in automatically, or pick an Account and its primary Contact fills in
• Task Type – Sales or Service
• Start Date – defaults to today
• End Date – defaults to two days after Start Date, and can never be set earlier than the Start Date

Category Information

Category Level 1, 2, and 3 follow a dependent hierarchy drawn from your Task Category configuration — Level 2 only becomes available once Level 1 is chosen, and Level 3 only after Level 2.

Notes

You can add an internal comment at creation time, useful for context that doesn’t belong in the Subject line.

Saving

Once saved, the task is created with Status locked to Open, and you’re taken straight to its Detailed View.

Creating Tasks from Other Records

Rather than always starting in the Task module itself, you can create a task directly from a Lead, Ticket, Deal, Sub-Ticket, Account, or Contact’s own Tasks tab — clicking New Task there automatically inherits context from that record:

Source	Auto-Populated
Lead	Object Type = Lead, Related Object = Lead ID, Account, Contact, Subject (derived from the Lead)
Ticket	Object Type = Ticket, Related Object = Ticket ID, Account, Contact, Subject (derived from the Ticket)
Deal	Object Type = Deal, Related Object = Deal ID, Account, Contact, Subject (derived from the Deal)
Sub-Ticket	Object Type = Sub-Ticket, Related Object = Sub-Ticket ID, Account, Contact, Subject (derived from the Sub-Ticket)
Account	Object Type = Account, Related Object = Account ID, Account, primary Contact, Subject (derived)
Contact	Object Type = Contact, Related Object = Contact ID, Account, Contact, Subject (derived)

The auto-derived Subject is editable, so you can adjust it before saving. Once created, the task appears in both the source record’s Tasks tab and the global Task list, and you can always navigate back to the source record from the task itself.

Adding Predefined Tasks

If your organization has configured Task Allocation rules, the Add Task button (available from a Lead, Ticket, Deal, or Sub-Ticket’s Tasks tab) offers a faster path than creating tasks from scratch.

• Clicking it evaluates the record’s conditions — category, priority, customer type, and so on — against your configured Task Plan
• Any matching predefined tasks are listed, each showing its name and whether it’s mandatory (visually flagged)
• Select one or more and click Add to create and link them all at once
• If nothing matches, you’ll see “No tasks available” instead

Task Detailed View

Every task opens into three tabs: Overview, Document Flow, and Change History — read-only by default, with a deliberate switch into Edit mode for changes.

Overview Tab

The landing tab, showing everything about the task.

• Status, Subject, Task Type, Start Date, and End Date are all editable
• Task ID, Task Owner, Created By, and Created On stay locked
• Account Name and Contact Name can be changed here too, with the same auto-population behavior as at creation
• The Category Level 1–3 hierarchy remains editable, following the same dependent structure

Notes

Add internal comments at any point in the task’s life — each note is stamped with its author and timestamp automatically.

Document Flow Tab

A visual, card-based map of the task and everything linked to it. The task itself sits at the root, with each linked object — a Lead, Ticket, Deal, Account, Contact, or Sub-Ticket — shown as its own card. Every card is clickable, taking you straight to that object’s own record.

This tab is always read-only — if nothing is linked yet, you’ll simply see the task card alone with a “No linked objects” message.

Change History Tab

A complete, read-only audit trail of every change made to the task — the field, its old and new values, who made the change, and when. This tab can never be edited or added to manually, in either View or Edit mode.