Topic
Bulk Task Completion or Edits
Environment (Products involved such as e.g. hardware, software, network)
Computer, Salesforce
Resolution or Steps
Enrollment services staff, Recruiters and OneStop, are assigned a caseload of students in Salesforce. Recruiters are assigned prospects or prospective students and OneStop Navigators are assigned Contacts or students who have applied. We have campaigns built out to generate automated emails to students and create/assign tasks to the assigned Recruiter or Navigator. If there are staffing changes, automated phone campaigns that fulfill the call task requirements, or other changes to many tasks at one time, it is possible to bulk edit or complete tasks using the steps below.
Note: You cannot reassign tasks in bulk. Salesforce does not currently have that feature. You can reassign the contact or prospect records in bulk using the Bulk Prospect or Contact Reassignments article and that will reassign any open tasks to that user.
1. Log into Salesforce and click on the Apps Icon.
2. Type “Tasks” into the quick find box and click on Tasks.
3. This will open up the tasks app. From this app you can view all open or closed tasks and use the filters or pre-filtered lists to see certain groups of tasks. To view all the pre-filtered tasks click on the down arrow next to the default list.
4. For this step by step guide, we will start with All Open Tasks. Select Open Tasks from the list.
5. You can click on the pin to make this list your default. You can also filter this list to see just the tasks that you need by clicking on the filter icon.
6. For example, you can filter for texts assigned to a specific user and use a subject filter to find a specific type of tasks. Click on new filter and click the drop down for Field.
7. Select Assigned First Name for the Field drop down, Contains for the Operator drop down, and Type the first name of your user into the Value field. Click Done.
8. Click on Add Filter to add another filter and select Subject from the Field drop down, select Contains from the Operator drop down, and type part of your task title into the Value field. For this example, we typed “Text” into the Value field to filter for all text tasks. Click Done.
9. Click Save.
10. You can now select the tasks that you would like to edit. You can select tasks individually, or you can click on the checkbox at the very top left to select all the tasks.
11. Click on the field you would like to edit and click on the pencil icon.
Select the updated status or value from the drop down, check the ‘Update x selected items’ checkbox, and click Apply.
12. This will update all the selected tasks to that status. If you do not see the fields that you want to edit, you can add them in by clicking on the gear icon and clicking on select fields to display.
You can then select the fields you wish to add and click the arrow button to move them into the visible fields pane. When you are finished, click save.
Summary:
You have now successfully edited tasks in bulk. Again, to bulk reassign tasks, you have to reassign the contact or lead to the user, you cannot just reassign the tasks in bulk. Salesforce does not currently have that feature. For assigning contacts or prospects in bulk, please see the Bulk Prospect or Contact Reassignments article.