A Simple Solution to Track & Manage Work To Be Done For All Your Deals.

Understanding Tasks Within Your Digital Workspace

Our Task Management feature works very similar to popular platforms like Asana, Monday or Salesforce. Think of it as your digital To-Do list for you, your team and clients.

You can create a list of items that need to get done for a deal. Then add the necessary details like due date, assignee, instructions on how to complete or attachments. Tasks can be grouped by milestones of the deal to help track the project progress and how much has been accomplished for a deal.

Then all tasks that have been assigned to you get added to the My Tasks page in your primary menu. This enables you to focus in on exactly what you need to accomplish.

Here's a breakdown of how Tasks work within your TransactIQ Workspace:

This guide provides all the most important information you need to know about how to create, share and manage tasks within your digital workspace.

Create & Organize Tasks

You can start creating tasks on Day One from the My Tasks page. Even before you create your first deal, TransactIQ can help you organize your work day and collaborate with your team.

Click on My Tasks in the left sidebar menu. This is where all tasks assigned to you or your private tasks will appear.

1. Create Tasks- Here you can add individual tasks by clicking the blue 'ADD TASK +' button. By default this task is set to your 'Personal Task' and is not associated with any deal.

2. Manage Task Details- Click into each task to select which deal the task is for, choose an assignee, add details or instructions to complete, attach resources, etc.

set a timeframe for completion which you can view visually in the 'Timeline' feature (gantt chart)

Organizing Your Tasks

To prioritize outstanding tasks & stay on top of your work, you can bump tasks to the top of your list by selecting the 'Top Priority' flag in the header of the task.

All your tasks are organized in to 3 sections within the My Tasks page:

Top Priority
Overdue
Upcoming

By default, we organize these tasks for you to help eliminate the need for manually organizing tasks. If you're looking for specific tasks, or want to filter your view, you can use the Search For Task or Filter options at the upper right.

🔥 Tip: Click the calendar icon to add a task to your external calendar. Great to use for critical date reminders.

Create Task Workflows

Think of this as a pre-saved list of tasks needed to be completed for a deal. Most CRE deals run through the same process every single time. Workflows are a great way to document and improve your unique process every deal.

🔥 Hot Tip: When you use a workflow, you can save significant time during onboarding, help client's gain a better understanding of your teams process and track progress along the way to a signed contract.

Template Task Workflows can be assigned directly to new deals at onset or applied at any time during the Search to Signed journey or assigned to be used only with a specific client.

1 | From your user Settings, select 'Templates'. This is where you can create, view and edit all the templates you have created or are shared with you.

There are several types of Task Workflow Templates:

Organization-Owned Templates (these are viewable, but not editable. Only the owner of a template can make edits to a template. Admins can manage org templates from the ManageIQ workspace)
Team Templates (only visible to the team specified)
Company Client-Specific Templates (these are only used with a specific client or deal type)
Personal Templates - these are your own templates. you can edit/manage these templates.

You can set any org or individually created template as a Default template for either Purchase, Lease or Prospect deals.

3 | Configure your new Workflow Template:

Give the template a unique & descriptive name.
Then create your list of tasks that need to get done.
Use Milestones to better organize and group tasks together.
Set the Teams visibility & if it's for a specific client, add the company. (not required)

Click in to the tasks to add additional details, description, attachments.

Note: Once a workflow is assigned to a specific transaction task functionality allows you to assign tasks to specific users, even clients.

Remember to SAVE the Task Workflow Template & return to the main templates page to view your newly saved template.

Visualize work to be done in a calendar/timeline view replacing third party tools.

Select Tasks from the navigation panel within the deal you're working. Then click on Timeline to gain better understanding of project deliverables throughout every stage/milestone of the deal.

Load a Task Workflow into a Deal and Begin Managing Tasks

Navigate back to your primary workspace. And select a deal.

In the deal's sub-menu, click Tasks
Click the arrow next to 'ADD TASK' button, to expand the dropdown and select 'Load Task Workflow'. This will display the list of workflows available for you to use.
Select the workflow you'd like to apply and it will populate in the deals tasks.
Customize the tasks for that deal. Click in to a task to expand the task window, add due dates, assignees and more details.

The more repeatable information you include in the Task Template, the less repetitive work you will have to do when setting up a new deal.

🏆 Over time creating and running new deals with your team & clients will feel extremely manageable because you have built and documented your process for getting a deal done up to your standards.

Timeline View For Project Management (Gantt Chart View)

When you add start and end dates to a task, they will appear in the 'Timeline' view.

From a Deals Tasks page, you can click 'Timeline' button in the top right side and you'll see a Gantt Chart style view of all the tasks.

From here you can drag/drop start/end times for each task, click in to the task to add more details or update information.

🔥 Hot Tip: This feature is a great asset to use when onboarding and having project kickoff meetings with clients or your internal team. Get everyone on the same page regarding working timelines, responsibilities and expectations.