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Tasks

View, complete, edit, or delete tasks

Last updated: January 20, 2023

Applies to:

All products and plans

Once you’ve created tasks, you can view, edit, complete, or delete your tasks from different places in your HubSpot account. On the index page, you can filter your tasks based on properties, save filters as views to revisit, and complete tasks back to back from any view. Users with Super admin permissions can manage which users have permission to view and edit tasks.

You can also opt to receive a summary of due tasks every weekday via email. If you're on a mobile device, learn how to use tasks in the HubSpot mobile app.

View and filter tasks

Filter tasks and save views

You can filter tasks based on specific criteria and save filters that you revisit often as views. 

  • In your HubSpot account, navigate to Sales > Tasks.
  • By default, the first time you navigate to tasks, your assigned tasks are shown. You can edit your default view. To open another view:
    • To access a pinned view, click the view's tab.

    • To open a view not shown as a tab, click + Add view, then select a view from the dropdown menu.

    • To create a view, click + Add view, then select Create new view. In the dialog box, enter a view name, select a visibility setting, then click Save.

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  • Click the default dropdown menus to quickly filter the tasks you want to view: 
    • Assignee: select the checkboxes next to the users' names. You can also select the No assignee checkbox to view tasks that have not been assigned to any HubSpot user. Depending on your user permissions, you may not be able to view other users' tasks.
    • Task type: select from Call, Email, or To Do.
    • Due date: select a time frame based on the current date (e.g.Tomorrow, Next month).
    • Queue: select from existing task queues.
  • To add or edit additional filters, click More filters. In the right panel:
    • To edit an existing filter, click the filter.
    • To add a new filter, click AND, then select a task property.
    • Set your criteria, then click Apply filter.

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    • To remove an existing filter, hover over the filter, then click delete Delete.
    • Once you're finished, click the X in the top right of the panel.
  • To save the current filters, on the right, click Save view. In the pop-up box:

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    • To update the filters and settings for the current view, click Save.

    • To save these filters and settings as a new view, click Save as new. In the dialog box, enter a view name, select a visibility setting, then click Save.

    • To reset the current view to its original saved filters, select Reset. This will remove any new filters you've applied to it.

Once tasks are organized into a view, you can complete those tasks back to back or export the tasks.

Manage task saved views

You can pin your views as tabs, reorder the tabs, and edit or delete views.

  • In your HubSpot account, navigate to Sales > Tasks.
  • To create a new view with no filters set, click + Add view to the right of your tabs, then click Create new view.

  • To open an existing saved view, click + Add view to the right of your tabs, then select a view from the dropdown menu.
  • To edit or delete a view:
    • For views shown as tabs, click the tab, then click the downCarat down carat. Select from the following options:
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      • Pin/Unpin: pin the view so that it always appears as a tab on the tasks index page, or if already pinned, remove the view as a pinned tab.
      • Make default view: set the view as default so it opens each time you navigate to the tasks index page. The view's tab will be moved to the left most position.
      • Rename: change the name of the view. In the dialog box, update the name, then click Save.
      • Delete: delete the view. In the dialog box, click Delete to confirm.
      • Clone: make a copy of the view with the same filters. In the dialog box, enter a name for the new view, then click Save.
      • Reorder views: change the order of your view tabs. In the right panel, drag a view to change its position, then click Save to confirm.
      • Manage sharing: update the visibility settings for the view. In the dialog box, select an option, then click Save.
    • For views that aren't shown as tabs, click Manage views. On the All task saved views screen:
manage-task-views
      • To rename, delete, clone, or manage sharing options for a view, hover over the view and click the Options dropdown menu, then select an option.
      • If a view is pinned as a tab, the pin pin icon is shown next to the view name. To unpin a view, click the pin pin icon. To pin a view, hover over the view and click the gray pin pin icon.

edit-view-from-manage-views-screen

Please note: you cannot rename, share, or delete the default task views (All, Completed, Due today, Most engaged, Overdue, and Upcoming).

Customize the properties shown in a view

You can edit the columns on the tasks index page to show certain properties for all tasks and within each individual view. To edit the columns:

  • In your HubSpot account, navigate to Sales > Tasks.
  • Navigate to the view you want to customize.
  • On the right, click Edit columns.

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  • In the dialog box, select the properties you want to view as columns. The task's Title and Status are included by default.
    • Title: the name of the task.
    • Status: the current status of the task, either Completed or Not Started.
    • Completion date: the date the task was completed.
    • Due date: the date the task is due. This will show a date in the past if the task is overdue.
    • Priority: the priority level of the task, including Low, Medium, or High.
    • Task type: the type of task, including Call, Email, or To-do.
    • Queue: the queue that the task is included in.
    • Assigned to: the HubSpot user the task is assigned to.
    • Notes: any notes you have included with the task.
    • Creation date: the date the task was created.
    • Last modified date: the last date the task was edited.
    • Owner assigned date: the date the tasks' owner was assigned.
  • In the right panel, click and drag the columns to change their order, or click X to remove any columns you don't want to view.
  • Click Apply.

Edit, complete, and delete tasks

You can edit, complete, or delete your tasks on the tasks index page, on a record associated with the task, or in your Gmail inbox.

Work with tasks on the tasks index page

  • To complete a task, click the checkmark to the left of the task.
complete-or-edit-task
  • To edit or delete a single task, hover over the task and click Edit. In the right panel:
    • To edit, make changes to the task details and click Save.
    • To delete, at the bottom of the panel, click Delete. In the dialog box, click Delete to confirm.
  • To complete, edit, delete, or move tasks to different queues in bulk:
    • Select the checkboxes next to the tasks. To select all of the tasks on your current page, select the Select all checkbox at the top left of the table. To select all of the records in the filter, select the Select all checkbox, then click the Select all [number] tasks link.

bulk-manage-tasks-updated

    • At the top of the table, select the action you want to take:
      • Start [x] tasks: complete the selected tasks consecutively.
      • Mark as completed: the selected tasks will be marked as complete.
      • Edit: in the dialog box, click the Property to update dropdown menu and select the property you want to edit. Enter or select the updated value and click Save
      • Delete: in the dialog box, click Delete. The selected tasks will be deleted.
      • Change queue: in the dialog box, click the Queue dropdown menu and select the queue you want to add these tasks to. Click Save.

Complete tasks consecutively in a view

You can complete the tasks back to back within each view.

  • In your HubSpot account, navigate to Sales > Tasks.
  • Navigate to the view that includes the tasks you want to work on.
  • To complete all tasks in a view back to back, click Start [x] tasks on the right. To complete a few specific tasks back to back, select the checkboxes next to the tasks, then click Start [x] tasks at the top of the table.

start-x-tasks-updated

  • You'll be redirected to the record associated with the first task. If you've specified a task type (e.g., Email, Call, or LinkedIn Sales Navigator), the corresponding activity editor will automatically open on the record. If you have tasks in the view that are not associated with any records, you'll be prompted to either add associations, complete the tasks, or skip the tasks. 

Please note: if you added message content to the Notes field when creating a LinkedIn Sales Navigator task, the InMail or connection request will not auto-populate with this content. You will need to manually enter the message content.

  • On each record, do one of the following to complete the task:
    • Complete the task in the activity editor, then click Complete to move on to the next task.
    • If you're sending an email to a contact while in a task view, choose whether or not to automatically complete the task when the email is sent:
      • At the bottom of the email editor, select the downCarat down carat
      • To send an email and complete the task, select Send and complete task.
      • To send an email but keep the task incomplete, select Send to send immediately or Send Later to schedule the email.

  • If you can't complete the task, do one of the following:
    • To skip the task and move on to the next one, in the upper right, click Skip. The task will remain incomplete.
    • To reschedule the due date to a later date, in the upper right, click Reschedule. Once rescheduled, click Next to move to the next task.
  • To exit the task view and remain on the record, in the upper right, click X.
  • To view upcoming tasks in the view, click the Progress dropdown menu.

You can click any associated records in the record's right panel and still remain in the task view. You can't delete a task on a record while working through the task view. To delete a task in a view, navigate back to the tasks index page.

Work with tasks on a record

  • Navigate to your records:
    • Contacts: In your HubSpot account, navigate to Contacts > Contacts.
    • Companies: In your HubSpot account, navigate to Contacts > Companies.
    • Deals: In your HubSpot account, navigate to Sales > Deals.
    • Tickets: In your HubSpot account, navigate to Service > Tickets.
    • Custom objects: In your HubSpot account, navigate to Contacts > [Custom object]. If your account has more than one custom object, hover over Custom Objects, then select the custom object you want to view.
  • Click the name of the record.
  • To view any tasks associated with the record, click Tasks in the middle panel.

tasks-tab

  • Locate the task you want to work with. If the task details are collapsed, click the rightright arrow in the top left of the task to expand it.
  • On the task, you can click each field or dropdown menu to edit the task details.

work-with-task-on-record

  • To complete the task, click the checkmark next to the task's title.
  • To delete the task, click the Actions dropdown menu at the top of the task, then select Delete. In the dialog box, click Delete to confirm.
  • To comment on the task, at the bottom, click Add comment.
  • For additional actions, click the Actions dropdown menu, then select one of the following:
    • Pin: click to pin the task to the top of the record.
    • History: click to view the property history associated with the task. 

Work with tasks in your Gmail inbox

  • Log in to Gmail.

sprocket-in-gmail-extension

  • On the right side of your Gmail inbox, click the sprocket sprocket icon.
  • Click the Tasks tab.tasks-tab-gmail-1
  • Click Filter to filter your tasks:
    • In the Filter by section, use the dropdown menus to filter by specific task types (All types, Calls, Emails, or To-dos) or the tasks' due dates (All dates, Due today, Due this week, or Overdue).
    • In the Sort by section, use the dropdown menu to sort your tasks based on the Due date or Task priority.
  • To complete a task, click the checkmark next to the task's title.
  • To edit a task, click the task and update its details. Once done, click Save.

edit-task-in-gmail

  • To view a task in your HubSpot account, hover over the task and click the Actions dropdown menu. Select View in HubSpot.
  • To delete a task, hover over the task and click the Actions dropdown menu. Select Delete.
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