Tasks are “to-do” items that you wish to accomplish. There are different types of tasks in Daylite: To Do, Inbound Call, Outbound Call, Fax, Email, Mail, and Print. You can create tasks to maintain a record of what work needs to be completed within a certain time frame. For example, 'a report that should be completed by friday' is appropriate for a task. Tasks can also have sub-tasks.
When you create a new task, you can record a multitude of information such as keywords, type, location, priority, and many others. Just as with appointments, tasks can have reminders to notify you about an upcoming task. They can be linked to any other Daylite object such as people, companies, projects, opportunities, groups, and notes.
The sidebar for tasks in Daylite displays the following:
• Worklist. This list is useful for collecting all tasks that require your attention now. Across all your responsibilities, the Worklist gathers tasks you can complete now from the ones that have to wait, helping you to focus and get things done. Tasks from other lists can be added to Worklist by dragging and dropping. Alternatively, you can select the task and click the Add to worklist icon. Newly created tasks marked for adding to Worklist are added to Worklist and Miscellaneous.
• Not Done. This list comprises of Inbox, Miscellaneous, and tasks linked to objectives (if any). All newly created tasks, when not linked to a project or opportunity, are added to Inbox. Tasks stay in the Inbox until they are organized into a project or opportunity, or moved into Miscellaneous. The Miscellaneous list is useful for collecting tasks that don't have a project/opportunity to be associated with. Tasks that are linked to objectives are displayed at the bottom of the Not Done list and are grouped by the project/
opportunity. Tasks can be moved between Inbox, Miscellaneous, or to a specific project/ opportunity by simple drag and drop. If an incomplete task is linked to an objective that is completed or cancelled, it will no longer be displayed on this list.
• Delegated. This list displays all tasks delegated to you (i.e., the user you are logged in as) and all tasks delegated by you to other Daylite users.
• Done. This list shows all tasks you have marked as Completed.
• All Tasks. This list displays all tasks you have created in this database.
• Due in next 7 days. This list displays all the tasks that are due in the next 7 days for the user you are logged in as.
• Overdue Tasks. This list displays all tasks that have surpassed their due date and remained incomplete for the user you are logged in as.
For tasks that don’t have a specific due date, you can set their due date as “Someday.” These tasks are called as Someday tasks. By creating Someday tasks, important to-do’s are saved in the database and you can review them during some downtime.
You can create tasks and delegate them to other Daylite users while staying abreast with the changes happening. This gives you the benefit of sharing workload in a fast paced
environment.
New for version 4.2 is the ability to see a visual representation of the task status within the checkbox area. You will see different visual states for the following status’:
• Open - Identified by a blank checkbox • In Progress - Identified by half filled shading • Deferred & Pending - Identified by repeated dots • Done - Identified by a checkmark
• Cancelled - Identified by an X
Note: Tasks can also be displayed on the calendar using the option in the gear drop down menu (must have a due-date). As of version 4.3 completed tasks will be automatically removed from the calendar.
Notes
A note is a brief record of information that can be created on its own or linked to a person, company, project, opportunity, group, task, and appointment in your database. This allows you to attach the full power of Daylite's linking and tracking capability to your small bits of information. Notes are perfect for those little bits and pieces of information that don’t fit anywhere, but can’t be lost—for example, meeting minutes for your weekly meeting, reference information for your project, etc.
Emails
The Email section displays all emails stored in the database via Daylite Mail Assistant (DMA). Daylite Mail Assistant has to be installed and Apple Mail must be configured to be able to use this feature. If you have imported IMAP emails into Daylite, then those emails are also listed here.
Forms
A form is a collection of fields. A form in Daylite works just like a paper form. They are useful for collecting and managing information about people, companies, projects, opportunities, and groups. You can have an unlimited number of forms in Daylite and typically it is
recommended that each form have between 10 and 30 fields for manageability. Forms are completely customizable.
Forms have a List view. You can select a form name in the sidebar and see all the forms of that type that have been created. Select a form type and the header will display all the fields within that form. You can sort by any column as well as print these using a custom layout, or export them to text files.
Groups
A group is a collection of people, companies, projects, and/or opportunities that have something in common, as defined by the user. They are ideal for managing new business or
marketing campaigns, because you can track a large number of contacts as you qualify them into solid prospective clients.
If you want to send out bulk mail to a specific set of people or companies, then groups are a useful tool. Groups can have any number of sub-groups. For example, you could use sub- groups for organizing responses from those you have campaigned to.