Using To-Dos (Desktop)

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To-Dos are items that need to be done only once or not on a regular schedule, such as “Send this client a reminder letter” or “Follow-up with this client concerning data changes.” To-Dos can be created one at a time or in mass through the use of the To-Do Power Tool.

Tier Availability: Team, Core, Essential, Premium, Business

Security Rights: None

 

  Note:  Some items may not be available in all tiers.

 

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Accessing To-Dos

There are a number of places that To-Dos are located within the PensionPro system. Each user has access to the To-Dos dashboard. This is where a user can see any To-Do that is assigned to them and maintain their To-Dos. Should a user have the View Other Dashboards security right, that user can view To-Dos for other employees. For more information on the To-Dos dashboard, click here.

 

To-Dos can also be found in the To-Dos tab of Contact Details, Plan Details, and Projects. With the SalesPitch add-on, users can also find a To-Dos tab located in Opportunities, Proposals, and Prospects. The functionality of Adding, Editing, and Deleting a To-Do is the same within all of these areas. To-Dos can be created for the User or, with the correct security rights, the User can create To-Dos and assign them to other Users.

 

Adding To-Dos

  1. Click on Data > To-Dos > Add a To-Do in the Application Menu at the top of the screen. A To-Do can also be added in the To-Do Dashboard or from the To-Do tab within any of the areas listed above by clicking on the Add button.
  2. The Add To-Do slider menu will appear.
  3. Complete the desired fields on the slider menu. The Title is the only required field within this menu.
  4. If the Status is not listed, then one will need to be created in List Values.
  5. To set the priority, click on the dropdown and select either Critical or Normal. If Critical is chosen then the To-Do will appear on the top of the To-Do list with an "!" next to it.
  6. To-Dos can be a standalone item or linked to a Contact, Opportunity, Plan, Project, Proposal, or Prospect. After the Link to Type is selected another dropdown list will appear. Start typing the name and selections will appear.
  7. Click Save or Save and Open.
    • Clicking Save and Open will open to the To-Do > Home tab.
  8. Clicking on the Comments tab will allow the user to add a comment to the To-Do. To add a Comment, click on the Add button and the Add To-Do Comment slider menu will appear. Add the Comment and Save. Please note that Comments cannot be deleted.

 

Editing To-Dos

  1. In the To-Do Dashboard or in the any of the other areas listed above, highlight the To-Do and click on the Edit button.
  2. The Edit To-Do slider menu will appear.
  3. Edit the desired fields on the slider menu.
  4. Click Save.
  5. To add a comment to the To-Do, highlight the To-Do.
  6. Double click on the To-Do. This will open the To-Do Home tab.
  7. Click on the Comments tab add a comment to the To-Do. To add a Comment, click on the Add button and an Add To-Do Comment slider menu will appear. Add the Comment and Save. Please note that Comments cannot be deleted.

If a user has the Edit Other To-Dos security right, that user can edit another user's To-Dos.

 

Deleting To-Dos

To-Dos can only be deleted if the Allow Deletion of To-Dos preference is set to "Yes." For more information on editing preferences, please click here.

  1. From the To-Do Dashboard or from the To-Do tab of a Contact, Plan, Project, Opportunity, Prospect, or Proposal, click once on a To-Do record to highlight the To-Do.
  2. Click on the red Delete button.
    • The Delete button will only be active if the Allow Deletion of To-Dos preference is set to "Yes" in Maintenance > Preferences > PensionPro.
  3. A message asking “Are you sure? Yes No” will appear next to the delete button.
  4. Click on the Yes button to delete.

Note: If a To-Do has a comment entered on the Comments tab of the To-Do, The To-Do cannot be deleted.

 

Adding Multiple To-Dos Using Power Tools

Security Rights Required: Access Power Tools

  1. Click on Power Tools > To-Dos in the Application Menu at the top of the screen. The Select To-Do Tab will open.
  2. In this tab the User is required to enter the Title and either the Assigned to Employee Role field or the Assigned to Employee field. If the Assigned To Employee Role is chosen then select the Role from the drop-down list on the right. If Assigned to Employee is chosen, then start typing the Employees’ name and select the correct name from the list that appears.
  3. If the Status is not listed, then one will need to be created in List Values.
  4. To set the priority, click on the Dropdown and select either Critical or Normal. If Critical is chosen then the To-Do will appear on the top of the To-Do list with an "!" next to it.
  5. Next click on the Select Plans tab located to the right of the Select To-Do tab. Click on the Refresh button located in the right-hand corner of the List of Plans grid. To filter to the desired plan list, click on the Options button located above the right-hand corner of the List of Plans grid and select the fields that should be used in the filter. Then click on the refresh again. Select the Plans for which the To-Do should be created.
  6. To finish completing the To-Do, click on the Execute tab and then click on the Unlock button. A message will appear that will indicate how many To-Dos will be created.
  7. Click on the Execute button.
  8. The Completed and Failed Tabs, located on the left of the Execute grid will show the number of To-Dos that completed and/or failed. Click the Tabs to see a list of each.

For more information on adding multiple To-Dos with the Power Tool, click here.

 

Frequently Asked Questions

  • Is there a way to delete multiple To-Dos at one time? There currently is not a Power Tool to delete multiple To-Dos at one time.
  • I created a To-Do and linked it to the wrong plan. Can I relink a To-Do? Yes. Double-click on the To-Do to open it. On the General To-Do Information screen, click the Edit button. Click the Delete button to remove the link. Click the Dropdown to select the correct link and choose the record to link the To-Do to.
  • Is there a way to update who is assigned to a To-Do? There currently isn't a Field Update Power Tool available for To-Dos. Users have to make updates manually for each To-Do.
  • I have all rights and yet the Delete button is greyed out on the To-Do Dashboard for a few To-Dos. Why can't I delete these? If a To-Do has a comment entered on the Comments tab of the To-Do, The To-Do cannot be deleted.

 

 

 

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