Welcome to Midaxo Tasks and Task Management. In this tutorial , we are going to guide you through the steps needed to get your tasks set up so you can effectively manage your daily work.
The two most common use cases for task management is Due Diligence and Integration, but you can expand this to match your own project management activities.
Before you begin configuring your task section, we strongly encourage you to have read 'Getting Started with Midaxo and Pipeline CRM' so the elements can be explained.
Watch the video below for an overview of the steps we are about to take. Then, follow Steps 1- 4 below.
Step 1: Importing your Task lists
To get started importing your tasks, log into Midaxo and click on the project card which you'd like to set up a task list(s) > click on Tasks in the upper right corner.
This will take you to the Get Started with Task Management page where you will be presented with 4 options to import tasks into a project:
- Import from Excel: Using this option means you already have your desired task list ready for upload
- Use Midaxo Best Practice Template
- Enter tasks one-by-one
- Not sure where to start? Download our Excel template
Step 2: Navigating the Task View
Let's begin our review at a high level covering each column in the task view left to right:
- Task: All the individual tasks come together in what we call the task tree. These are organized in parent (or root level) and child relationships representing each segment of your business units.
- Status: The task status can be one of several options. As a best practice, we recommend the following:
- Use Not Started, In Progress, Delayed, Postponed, and Completed regularly to show the current status
- Use ready for Review, In Progress, Further Action Required, Guidance and Completed during Due Diligence to communicate to third parties via the VDR
- Use Ignored or N/A to identify tasks which can be skipped
- Responsible: In this field you will enter the name of the internal contact responsible for that specific task. When you click into the field, it will allow you to choose from contacts already in Midaxo, or directly create a new one. You can have more than one Responsible.
- Do Not use this field for VDR Guests
- Start Date: This is the date in which the task is to be started
- Due Date: This is the date in which the task is due
- Summary: A brief explanation of what the task entails
Once your tasks have been created, simply click on the task row to go into the full details of that task. Inside each task, you will find these additional sections:
- Notes & Comments: This section is used for discussion, timeline of action or other details
- Guide: Instructions or clarification related to the specific task and actions needed
- Documents: Add documents to each task just as you would within a project.
- Dependencies: These can be set ensure tasks are completed in a specific order
There are tabs located across the top of the task window which allow access to Q&A, the Activity Log, Issues and User Permissions at the Task Level
Step 3: Keep your Task List clean
You can make edits to tasks individually or in bulk updates. In this section we are going to dive a little deeper into the options available so you can keep your task view current and relevant- starting left to right:
- Use the arrow to the left of your task to roll subtasks up or down
- Reorder tasks by dragging
- Rename tasks by pressing the pencil icon
- Add another sub-task or milestone by clicking on the +
- Bulk update task details by clicking in the box and choosing the update needed from the dropdown
- Archive a task by pressing the trash can
- Add root level, also called parent level, tasks by clicking the green +Task button
While in the task view, you also have access to perform the following:
- Search in tasks, documents or document content
- Export the project task tree, Index or Data Room
- Import additional tasks from Excel file
- Switch to the Gantt chart view
- Switch to the Dashboard view
- Access Archived Tasks
- Review the Root Level Permissions
Step 4: Creating Task Templates
Within Midaxo, you have the option for a task list to be used once within a specific project card, or turn that task list into a template. By turning the task list into a task template, this will allow you to pre-set all the necessary information such as documents, permissions, specific user assignments, etc. The template can then be applied at any time to any project card allowing for simple repeatability.
Templates can be created in 2 ways:
- As part of an existing project card
- Create a new project template from scratch
As part of an existing project card- If you have a project card already in use and decide the task list it contains would make a great template, simply click on Actions located at the top of the Project card> select Copy as Template. Performing this action will prompt you to create a new project where the existing task list will then be applied to the new project.
Create a new project template from scratch- Begin by clicking on Settings > Process Settings> then select Project templates from the column on left.
Click the green +Template button. From there you will be prompted to create a new project. We recommended the project name be the name you intend to have for the task list (Diligence List, Post-Merger checklist, etc). A new project card will then be created. Any additions or changes you make to the task list from within the project template will be applied anytime this template is applied.