Taino's task management system helps you stay organized, delegate work effectively, and ensure nothing falls through the cracks. Create detailed tasks with rich context, assign them to team members, track progress, and keep everything connected to your customers and policies.

How to Access Tasks

There are multiple ways to access tasks in Taino, depending on whether you want to see all tasks or tasks filtered by a specific customer or policy.

Option 1: View All Tasks (Global Task List)

1. Click on Tasks in the left sidebar menu
2. This opens the main Tasks page showing all tasks across all customers and policies
3. You'll see two sub-menu options:
   • Assigned To Me - View only tasks assigned to you
   • All Tasks - View all tasks in the system (requires permissions)
4. Click + Create Task button (purple button, top-right corner) to create a new task

Option 2: View Tasks for a Specific Customer

1. Navigate to Customers in the left sidebar
2. Open a customer record by clicking on the customer name
3. In the customer details page, click on the Activity tab at the top
4. From the Activity dropdown menu, select Tasks
5. This shows all tasks associated with this specific customer
6. Click + Create Task (green button, top-right) to create a task automatically linked to this customer

Option 3: View Tasks for a Specific Policy

1. Navigate to Policies in the left sidebar
2. Open a policy record by clicking on the policy
3. In the policy details page, click on the Activity tab at the top
4. From the Activity dropdown menu, select Tasks
5. This shows all tasks associated with this specific policy
6. Click + Create Task to create a task automatically linked to this policy

Key Difference:

• Global Tasks (from left menu): See all tasks, can filter and search across all customers. Must manually select customer/policy when creating.
• Customer/Policy Tasks (from Activity menu): Pre-filtered to show only tasks for that specific customer or policy. New tasks automatically link to the current customer/policy.

Task List Features

Whether viewing all tasks or filtered tasks, you'll see a comprehensive table with:

• Title: Task name (click to open and edit)
• Status: Current state (In Progress, Not Started, Done, etc.)
• Priority: High (red arrow), Medium (orange), Low (green)
• Assigned To: Team member responsible for the task
• Created By: Who created the task
• Supervisor: Person overseeing the task (if assigned)
• Due Date: Task deadline
• Completion: Progress bar showing percentage complete

Creating a Task - Understanding the Form

When you click + Create Task, a dialog opens with two main sections: General (left side) and Administration (right side).

General Section (Left Side):

• Título (Title): Required field - Enter a clear, concise name for your task
• Descripción (Description): Rich text editor with formatting toolbar (bold, italic, underline, lists, links, images, code, etc.)
  • Look for the purple Newton magic button in the bottom-right corner of the description editor
  • Newton can help you structure and format your task description automatically
• Cliente (Customer/Client): Search field to link the task to a specific customer
  • Click the search icon and type the customer name
  • Auto-populates when creating from a customer's Activity tab
• Póliza (Policy): Search field to link the task to a specific policy
  • Optional - you can link to customer only, policy only, or both
  • Auto-populates when creating from a policy's Activity tab

Administration Section (Right Side):

• Vence el (Due Date): Calendar picker to set the task deadline
  • Click the calendar icon to open date picker
  • Format: MM/DD/YYYY
• Estado (Status): Dropdown to select current task state
  • Options include: Not Started, In Progress, Done, Cancelled, etc.
  • Defaults to "- Elegir -" (Choose)
• Prioridad (Priority): Dropdown to set task importance
  • Options: High (red arrow), Medium (orange), Low (green)
  • Helps team prioritize their work
• Progreso (Progress): Visual slider to track completion percentage
  • Drag the slider from 0% to 100%
  • Shows real-time percentage as you adjust
  • Great for tracking incremental progress on long-term tasks
• Asignado a (Assigned To): Search field to select the team member responsible
  • Click to search and select from your agency's users
  • This person will see the task in their "Assigned To Me" view
• Supervisor: Search field to designate an oversight person
  • Optional - useful for management oversight
  • Supervisor can monitor progress and provide guidance

Action Buttons:

• Crear Tarea (Create Task): Purple button at bottom-left to save the task
• Cancelar (Cancel): Button to close without saving

Creating Powerful, Context-Rich Tasks

Every task in Taino can include comprehensive information to ensure clarity and proper execution:

• Title & Rich Description: Use the built-in text editor with formatting options (bold, bullets, lists, links) to create clear, detailed task descriptions
• Customer Association: Link tasks directly to specific customers so all related work is connected and easily accessible from the customer record
• Policy Association: Attach tasks to specific policies for policy-related work like renewals, endorsements, or claims follow-ups
• Dual Context: Associate a task with both a customer AND a policy when needed - perfect for policy-specific work that requires customer interaction
• Assignment & Supervision: Assign tasks to team members and designate supervisors for oversight and accountability
• Status Tracking: Track progress through customizable statuses (Not Started, In Progress, Completed, etc.)
• Priority Levels: Set priority (High, Medium, Low) to help your team focus on what matters most
• Due Dates: Add deadlines to ensure timely completion
• Completion Tracking: Use the visual percentage slider to track progress from 0% to 100%
• File Attachments: Attach relevant documents, forms, or files directly to tasks for easy reference

Newton's Magic Button - AI-Powered Task Creation

Notice the purple magic button in the task description editor? That's Newton, your AI assistant, ready to help you create better tasks faster.

Simply describe what needs to be done in your own words, then click Newton's magic button. Newton will:

• Structure your ideas: Transform rough notes into clear, well-formatted task descriptions
• Add bullet points: Break down complex tasks into organized action items
• Improve clarity: Enhance your language to make tasks easier to understand and execute
• Save time: No need to worry about formatting - Newton handles it for you

This means better task delegation, clearer expectations, and less time spent on administrative work.

Why Task Context Matters

Linking tasks to customers and policies isn't just about organization - it creates a complete picture of your agency's work:

• Visibility: See all tasks related to a customer or policy at a glance
• History: Build a complete activity record showing all work performed
• Accountability: Know who's responsible for what, with supervisor oversight
• Efficiency: Access all relevant information (customer details, policy info, task description, attachments) in one place
• Follow-through: Nothing gets lost when tasks are properly documented and tracked

Best Practices for Task Management

• Use Newton: Let the AI help you create clear, actionable task descriptions with proper structure
• Always link context: Associate tasks with customers and/or policies whenever relevant
• Set realistic due dates: Help your team prioritize and plan their work
• Use priorities wisely: Reserve "High" priority for truly urgent items
• Attach files: Include forms, documents, or reference materials needed to complete the task
• Update progress: Keep the completion percentage and status current so everyone knows where things stand
• Be specific: The more detail you provide, the easier it is for others to execute the task correctly