How To: Bulk Task Completion or Edits

 

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 Applications Icon.

“A gray 3×3 grid icon made of nine evenly spaced dots.”
“A Salesforce App Launcher menu is open. The App Launcher icon, a 3×3 grid of gray dots, is outlined with a red box at the top left. Below it is a search bar labeled ‘Search apps and items…’. The menu lists several apps, including Service, Marketing, Salesforce Chatter, Community, EDA (Classic), HTC, and Sales Console. A ‘View All’ link appears at the bottom of the menu.”

2. Type “Tasks” into the quick find box and click on Tasks.

“Windows Start menu open. A red arrow labeled ‘1’ points to the Start button. Another red arrow labeled ‘2’ points to the search box with the text ‘software Center.’ The search result ‘Software Center – App’ is highlighted, with a red arrow labeled ‘3’ pointing to it. On the right panel, the Software Center app details appear with options: ‘Open,’ ‘Open file location,’ ‘Pin to Start,’ and ‘Pin to taskbar.’”

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.

“A Salesforce Tasks page showing the list view titled ‘All Open Tasks.’ Next to the list‑view name, a dropdown arrow is outlined with a red box. The expanded list‑view menu is displayed below, containing a search bar at the top and several list‑view options including ‘All Open Day 14 Calls,’ ‘All Open Day 30 Phone Calls,’ ‘All Open Tasks (unread),’ ‘Due This Week,’ ‘Delegated Tasks,’ ‘Open Tasks,’ and ‘Recently Viewed.’ The dropdown menu is outlined with a large red box.”

4. For this step by step guide, we will start with All Open Tasks. Select Open Tasks from the list.

“A Salesforce Tasks page showing the list view titled ‘All Open Tasks.’ A small dropdown arrow next to the list‑view name is outlined with a red box. The expanded list‑view menu is open below it. Inside the menu, the option ‘Open Tasks’ is highlighted with a red box.”

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.

“A Salesforce Tasks page showing the list view titled ‘Open Tasks.’ At the top right of the tasks table, the ‘Edit’ (pencil) icon is outlined with a red box. Near the list‑view name, the dropdown arrow is outlined with a red box. The table displays task fields including Type, Name, Subject, Priority, Due Date, Created Date, and Assigned To, with multiple task rows visible.”

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.

“A Salesforce Tasks page shows the filter editor open. On the left, a filter dialog displays ‘Field’ set to ‘Assigned User,’ outlined with a red box. Below it are dropdowns for ‘Operator’ and ‘Value.’ On the right, the Filters panel lists ‘Filter by Owner: All tasks’ and shows one yellow box labeled ‘New Filter.’ A blue link labeled ‘Add Filter Logic’ appears at the bottom of the panel.”

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.

“A Salesforce Tasks filter editor is open. On the left, a dialog shows the Field dropdown set to ‘Assigned First Name,’ outlined with a red box. Below it, the Operator dropdown is set to ‘contains,’ also outlined with a red box. The Value field contains the text ‘Turner,’ outlined with a red box. A ‘Done’ button appears at the bottom right of the dialog. On the right, the Filters panel displays ‘Filter by Owner: All tasks’ and shows a yellow box labeled ‘New Filter.’ Links for ‘Add Filter,’ ‘Remove All,’ and ‘Add Filter Logic’ appear beneath the filter list.”

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.

“A Salesforce Tasks page shows the filter editor open. On the left, a dialog displays the Field dropdown set to ‘Subject,’ outlined with a red box. Below it, the Operator dropdown is set to ‘contains,’ also outlined with a red box. The Value field contains the text ‘Test,’ outlined with a red box. A ‘Done’ button appears at the bottom right of the dialog. On the right, the Filters panel shows two filters in yellow boxes: ‘Assigned First Name contains Turner’ and ‘New Filter.’ Links for ‘Add Filter,’ ‘Remove All,’ and ‘Add Filter Logic’ appear below the filter list.”

9. Click Save.

“A Salesforce Tasks page with the Filters panel open. The panel lists three filters: ‘Closed equals False,’ ‘Assigned First Name contains Turner,’ and ‘Subject contains Test,’ with the third filter highlighted in yellow. At the top of the panel, the blue ‘Save’ button is outlined with a red box, next to a ‘Cancel’ button. The underlying task list is partially visible on the left.”

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.

“A Salesforce Tasks page displaying the list view titled ‘Open Tasks.’ In the Name column, several task links are visible. A checkbox column appears on the far left. One checkbox near the top of the list is outlined with a red box. Another checkbox further down the list is outlined with a second red box. Other task details shown include Subject, Status, Priority, Due Date, and Assigned To.”

11. Click on the field you would like to edit and click on the pencil icon.

“A Salesforce Tasks page showing the list view titled ‘Open Tasks.’ One task row is selected. In that row, under the Status column, a blue ‘In Progress’ status pill is visible. To the right of the status pill, an Edit (pencil) icon is outlined with a red box. Other columns shown include Subject, Name, Priority, Due Date, and Assigned To.”

Select the updated status or value from the drop down, check the ‘Update x selected items’ checkbox, and click Apply.

“A Salesforce Tasks list view titled ‘Open Tasks.’ One task row shows the Status field in edit mode. The Status dropdown is expanded and outlined with a red box, displaying options such as ‘Completed,’ with ‘Completed’ highlighted. Below the dropdown is a blue ‘Save’ button outlined with a red box.”

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.

“A Salesforce Tasks page showing the list‑view controls menu open. The gear icon for ‘List View Controls’ is outlined with a red box. The dropdown menu displays options including New, Clone, Rename, Sharing Settings, Edit List Filters, and the option ‘Select Fields to Display,’ which is outlined with a red box.”

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.

“A Salesforce dialog titled ‘Select Fields to Display.’ On the left, the ‘Available Fields’ list shows ‘Assigned First Name’ highlighted in blue. To its right, an arrow button for adding the field is outlined with a red box. On the right, the ‘Visible Fields’ list shows fields including Subject, Name, Related To, Due Date, Status, and Priority. At the bottom right, a blue ‘Save’ button is outlined with a red box.”

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.

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