Overview
Users can create and track the tasks related to an agreement within the LinkSquares Finalize integration in Salesforce.
Tasks configured or updated within the Finalize web app will be reflected within Salesforce Finalize and vice versa.
To learn more about tasks in Finalize, reference our articles on Tasks.
Process
Creating Tasks
To create a task within Salesforce Finalize, navigate to the Tasks tab within the relevant Finalize agreement record.
Note:
- Tasks can only be created when an agreement has a status of Request Pending, Internal Review, or Counterparty Review.
- Active tasks may prevent agreements from entering subsequent statuses.
- Users cannot create Standalone tasks (i.e., tasks not associated with a specific agreement) in Salesforce. All tasks created in Salesforce must be associated with an agreement. Relevant Standalone tasks created in the Finalize web app will be reflected in Salesforce.
Within the Tasks tab, click the + icon next to the Approvals or To-Dos sections to initiate configuration for a new task.
Approval Tasks
To configure an Approval task, determine whether the assignee is approving the latest version, certain text from within the version, or an attachment.
Note: Text formatting including bulleted and numbered lists is supported within the task description.
Determine the assignee(s) and select a due date if applicable.
The task name can be edited by selecting the task header.
Click Save once complete.
Note: Approval tasks cannot be configured on Request forms.
To-Do Tasks
To configure To-do tasks, fill out a description for the task, add relevant attachments, determine the assignee(s), and select a due date if applicable.
Note: Text formatting including bulleted and numbered lists is supported within the task description.
The task name can be edited by selecting the task header.
Click Save once complete.
If either an Approval or To-do task is configured to include attachments, users can add agreement attachments that are already saved within Salesforce directly from the drop-down.
Alternatively, users can click New Attachment to browse or drag and drop files that are saved locally.
When an attachment is added to a task, you can download the attachment or click the drop-down to preview or delete the attachment.
Clicking Preview will open the attachment in a new browser tab.
Clicking Delete will remove the attachment from the task.
Ordered vs. Unordered Workflows
Tasks can be configured in an ordered or unordered workflow.
- An unordered workflow means that the tasks can be completed in any order.
- An ordered workflow means that the tasks must be completed in a certain order. Subsequent tasks cannot be actioned upon until the preceding tasks are completed.
By default, tasks will be configured in an unordered workflow. To configure tasks in an ordered workflow, click the Ordered toggle.
To adjust the order, hover over a task's number and leverage the drag handle icon to move the task into the appropriate spot.
Editing and Deleting Tasks
To edit or delete an existing task, click the drop-down arrow next to the task.
Note: Only tasks that have not been completed can be edited or deleted.
Selecting Edit will open up the modal for the task's configuration.
Make the necessary changes to the task. Click Save once complete.
Tasks can be reassigned to another user using the task editing functionality. When a task is reassigned, the original assignee will receive an email notifying them that they have been removed from the task. The new assignee will receive an email notifying them that they have been assigned to a task.
Selecting Delete will remove the task from the agreement. This cannot be undone.
Viewing and Completing Tasks
Users can view and complete tasks in two ways:
Note: Currently, users cannot reopen tasks from within Salesforce Finalize. Tasks that are reopened from within the Finalize web app will be available to act upon from within Salesforce Finalize.
Finalize Agreement Record
Select a task within the Tasks tab of the Finalize agreement record. A modal will open that provides more details about the task.
Completing Tasks
To complete an Approval task, click the Approve button.
To complete a To-do task, click the Mark as Done button.
If there are multiple assignees on a task, any one of these assignees can complete the task.
When tasks are completed, they will become grayed out and a green check mark will appear to the left of the task.
Tasks that are grayed out but do not have a green check mark are ordered tasks. These tasks will remain grayed out to indicate that they are not yet actionable. When all prior tasks in the ordered list have been completed, these tasks will become enabled and actionable.
Note: Salesforce will automatically pull data from Finalize every 15 minutes to ensure the metadata reflected within the CRM is continually refreshed with the most up-to-date information. Alternatively, users can click the Sync from Finalize button in the upper right-hand corner of the Finalize agreement record or on the Settings tab to manually initiate a sync between Finalize and Salesforce at any point. Clicking this button on the Finalize agreement record initiates a sync for only that agreement. Clicking the button on the Settings tab initiates a global sync.
Finalize Tasks Object
The Finalize Tasks object contains an aggregate view of all tasks relevant to your user role.
- Administrators can view all tasks within Salesforce Finalize.
- Reviewers, Approvers, Drafters, and agreement collaborators can view all tasks created by them or assigned to them.
- Agreement owners can see any task within the agreements they own.
This aggregate view allows users to track the tasks they have assigned or been assigned to without having to remember the agreements with which these tasks are associated.
Note: Users cannot create tasks from the Finalize Tasks object. Tasks must be created from the Finalize agreement record. To learn more about creating tasks within Salesforce Finalize, reference the section above on Creating Tasks.
Finalize Tasks Object Overview
The table within the Finalize Tasks object contains key information about each task including the task name, assignee(s), and a link to the associated Finalize agreement record.
Note:
- If you are a Finalize user, the Finalize Tasks table will show every task you have created or been assigned both within Finalize and Salesforce.
- If a task is associated with an agreement within Finalize, the Linked Agreement column will contain a link to the Finalize web app. These agreements are indicated with a
icon.
To customize which columns are included on this page and their order, click the table settings icon in the upper right-hand corner of the table.
Ensure the checkbox for every desired column is marked. Optionally, leverage the drag handle icon to rearrange the order of the columns.
Click Submit once complete.
Filtering and Sorting
Users can filter the overall Finalize Tasks table as well as individual columns.
Use the Status drop-down in the upper right-hand corner to filter the entire table by the task status.
- Ready: This status shows tasks that are ready to be actioned upon.
- Completed: This status shows tasks that have already been actioned upon.
- Inactive: This status shows tasks that are associated with an agreement that has been moved to the Paused agreement status. If work on this agreement resumes, these tasks will be reactivated.
Click the filter icon on the following columns to customize the information that appears:
- Agreement Owner
- Task Creator
- Task Type
- Assignees
Mark the checkbox for every option you want to use to filter the column. Click Submit once complete.
The Creation Date and Due Date columns can be sorted in ascending or descending order by clicking the column header.
Completing Tasks
To complete a task from the Finalize Tasks object, click on the relevant task in the Name column.
To complete an Approval task, click the Approve button.
To complete a To-do task, click the Mark as Done button.
If there are multiple assignees on a task, any one of these assignees can complete the task.
When tasks are completed, they will be removed from the Ready view of the Finalize Tasks object and stored on the Completed view.
Nudges
Collaborators can use the nudge feature to remind someone of an outstanding task.
To nudge the assignee(s) of a task, select the task from the Finalize agreement record or the Finalize Tasks object and click the Send Nudge button.
Nudging will send the task assignee(s) an email notification that they have outstanding action items to complete.
Note: Tasks can only be nudged once per user. If users need to communicate about a task that has already been nudged, they can tag the task assignee(s) within the Activity tab.
To learn more about the Activity tab, reference our article on Salesforce Finalize: Drafting and Executing Agreements.
Overdue Tasks
An email will automatically be sent to the task assignee(s) on the first day that a task with a due date becomes overdue. Only one email reminder is sent for each overdue task. If more than one task becomes overdue on the same day, all reminders will be consolidated into one email.