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Manage Tasks: Quickly Create To Do's

The IMS Task button allows you to quickly add an email to your task list. Clicking Task will open a new Outlook task with the subject of the email and contents pasted into it and the original message attached. Set a due date and save to enter into your task list.

IMS User Guide: Convert Email to Tasks 

 

The Topic field in a task is pre-populated with the original email's topic. You can elect to change the topic from the task. IMS will ask whether you are changing for the entire conversation or just the given task. You can also set message processing options to file or delete the original message as you create the task. Once the task is created, it is associated with the email conversation and will appear in the original message conversation's RelatedView.

By default, IMS truncates the text of long emails and attaches a copy of the message when copying creating an appointment or task. Turn these features on/off via the miscellaneous IMS Preference tab - ClearContext > Options > Preferences > Misc.

IMS will query for a Topic assignment when creating an appointment.  This allows you to view this information by Topic in the IMS Dashboard.  Turn this feature on/off in the Topic Assignment on New Tasks and Appointments at ClearContext > Options > Preferences > Tasks/Appts.

Creating Custom Task Views that Include the Topic Name

Adding Topics to the Tasks View 

The Dashboard is the quickest way to view all To Do items, including Tasks and Appointments, by Topic name. If desired, the Topic name can be added to custom task views so that tasks within the native Outlook task pane can be sorted by Topic as well. To add Topic name to a Task view:

  1. Go to the task pane and click on the view that you want to alter.
  2. Right click the header on the tasks list (i.e. where it says Subject, Due Date, etc.) and select "Field Chooser."
  3. Select "Forms..." in the drop down where it says "Frequently Used Fields:"
  4. In the "Select Enterprise forms for this folder" dialog select Personal Forms (if it is not already selected).
  5. If Show Categories is checked, uncheck it.
  6. Highlight ClearContext and press Add...
  7. Close the current dialog.
  8. In the Field chooser, add CC-TopicName by clicking it and dragging it to the headers you initially right clicked.
  9. Exit out of the field chooser.
  10. If desired, change the name of the header on this field by right clicking “CC-TopicName”, selecting Format Columns, and changing the Label.
  11. Repeat for each view that you want to alter.

Custom Forms Support

If you would like to use a custom Outlook form for task generation when pressing the Task button, specify that form via ClearContext > Options > Preferences > Tasks/Appts.  Under Create Tasks and Appointments with Custom Forms, add the message class you wish to use.  For example, IPM.Task.MyTaskForm.

Creating a Single Task from Multiple Emails

If you have several emails that you want to convert to a single task, select one of the messages and click the Task button. Before you save the task, drag the additional messages you want to associate with the task from the Inbox onto the task. They will be automatically attached to the item.

Tutorial: For a video demonstration of the Task function, see our Task and Calendar Management Tutorial.
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