Use tasks to keep track of important to-dos and follow-ups so customer communication doesn't fall through the cracks.
Automate task creation through sequences and rules to build workflows that help your team follow best practices. You can also create tasks manually if you need a reminder to complete a specific task, such as sending a follow-up email based on what was agreed upon during the call.
You can work through your tasks in the Mixmax web app, in your Gmail inbox, or even in Salesforce.
Types of tasks
To-Do tasks | To-do tasks are general to-do items that need action outside of Mixmax. You can use to-do tasks as a research step before calling a prospect, an offline action such as sending your client a thank-you card, or taking an action in another application. |
Call tasks | Adding a call task allows you to queue up call touchpoints within your Mixmax workflows. You can seamlessly make and log these calls using the Mixmax dialer. To learn more, see Mixmax Calling. |
Manual email tasks | Email tasks let you draft an email and choose to send it manually when appropriate. Email tasks include an editor where you can review, edit, and further personalize your email before sending. |
LinkedIn Connection or InMail requests | You can only create LinkedIn tasks through sequence stages. This lets you engage with a prospect by sending a templated InMail message or adding a connection based on your outreach strategy. |
Salesforce + Tasks
If you are connected to Salesforce, you can access your open To-do and Call tasks created by Salesforce directly in Mixmax. You can also access your Mixmax tasks in Salesforce. Updates to these tasks will sync back to Salesforce (Be sure to check the box next to Sync Mixmax Tasks in Salesforce).
If you use Salesforce, admins can surface additional Salesforce fields in the To-do and Call task window in the Admin Center under Roles > Salesforce.
Unlike other Call and To-do tasks, Email tasks won't sync to Salesforce when the task is created. Instead, when you send the email, the Email task syncs to Salesforce as a Sent event. Clicking Send on an Email Task will mark it as completed.
Task automation in Mixmax
Tasks with Sequences
Sequences do so much more than just automate emails. The most effective sequences typically include a variety of channels (email, call, LinkedIn) and the right balance of automated vs. human touchpoints. To create multi-touch sequences, you can add manual email, call, to-do task, and LinkedIn stages to your sequence.
When your recipient enters the corresponding stage, it will create a corresponding Task with a due date based on your sequence stage configuration.
Based on your sequence settings, the recipient will automatically move to the next stage when you complete the task, or you may move them regardless of task status. You can also manually skip the recipient to the next stage when executing the task.
When completing Call tasks created by a sequence, your sequence recipients' phone numbers should automatically be pulled into the Call task.
Add key talking points to the task description when creating the sequence. When you work on the Call task, these notes will be available during the call.
If you choose a manual email task, you can draft the email that will be included in the task. When your sequence reaches the Email Task stage, a new task will be queued up for you to send. This makes Email tasks great for manually approving a sequence stage before it's sent or adding a personal touch before sending it.
You can also leave the subject line blank in the stage and write it for each recipient when you complete the task. If the next stage is sent as a reply, it will use the subject line you sent. To learn more, see How to thread emails and edit subject lines in Sequences.
Automating your workflow using Tasks + Rules
Rules are extremely powerful for automating workflows, from data entry and follow-ups to reminders and hand-offs.
Here are a couple of powerful ways to use Rules to automate tasks:
When a recipient reads your email 3 times, create a call task to follow up.
When a meeting is confirmed, create a To-do task to prepare for it.
When a meeting is canceled, create an email task to follow up about rescheduling.
When someone answers my yes/no question (i.e., to request a demo) in an email, create an email task with a follow-up template.
When a task is completed, post to Slack to let the team know.
When a Contact is 30 days out from their renewal date, create an email task to follow up.
You can trigger actions based on Task activity:
A Mixmax task is created.
A Mixmax task is updated.
A Mixmax task is completed.
A Salesforce task is created or updated.
You can create tasks as a resulting action based on triggers you define:
Create a Mixmax task.
Create a new Salesforce task.
Managing your tasks in the Mixmax Tasks Dashboard
You can find all of your tasks in the Tasks Dashboard in the web app.
Create a new task by clicking New Task in the top left corner. Choose whether you want to create an Email task, a To-do task, or a Call task. In the task pop-up window, write a title for your task and fill in any required fields. Then, set the task due date by clicking the calendar icon. Finally, click Save in the upper-right corner of the task window.
Prioritizing your tasks
Make the most of your day with prioritization workflows that help you follow up with your most important recipients.
In the left panel, you can access quick task queues provided for you by default to make it easy to access relevant tasks with a single click.
Today | Assignee = myself Status = Open Due date = Today |
Most engaged | Assignee = myself Status = Open Due date = This month These tasks belong to a sequence and where the recipient has opened any emails in that sequence at least once. |
High priority | Assignee = myself Status = Open Due date = This month Priority = high |
All open tasks | Assignee = myself Status = Open Due date = All |
Completed tasks | Assignee = myself Status = Completed Due date = This month |
Task filters allow even more granular control for prioritization, better customized for your workflow:
View Tasks for - This is only available to workspace admins and will provide a list of assignees in your workspace. Myself, as the top result, filters tasks assigned to you. You can search for a specific user by typing in the drop-down Search for an assignee field.
Due Date - You can quickly refine your task list with preset date configurations, including “Overdue,” “Today,” “Today+Overdue,” “Tomorrow,” “Next 7 Days,” “Next 7 days + Overdue,” and “This Month.” You can also enter a custom date range for the due date by entering dates in the inputs under View tasks between.
Due dates are timezone dependent.
Task Type - By default, all task types are selected; however, you can deselect those that aren't relevant to you. You can filter by Call, Manual Email, To-do, LinkedIn connection request, and LinkedIn InMail task types.
Sequence - This will list all sequences you have access to that are not archived in your workspace. You can search for tasks related to the sequence of your choice by selecting Search for a Sequence and entering your sequence’s name.
Status - This lets you view your Open, Completed, or Skipped tasks. By default, we display your Open tasks.
Opens - This filter helps you identify your engaged recipients. You can view all tasks regardless of recipient engagement, only sequence tasks where the recipient opened any email in the sequence at least once, or only tasks where no associated email opens occurred.
Priority - This will allow you to view all tasks regardless of priority or focus only on tasks with a specific priority (high, normal, low).
Account - Users can search by specific accounts and view tasks associated with all related contacts and activities. (only available if you enabled the integration with Salesforce).
To utilize the Accounts filter, you must be connected to Salesforce. Please see how to connect to Salesforce.
You can sort tasks by:
Due date (this is the default setting)
Title
Opened
Opened represents the total # of times the recipient opened any email from the sequence related to the task. This filter option is a great way to determine your most interested or engaged prospects.
Bulk actions
You can also bulk-update To-do tasks using the checkboxes on the left-hand side of the Tasks page by marking them as complete or deleting them.
If a task is part of a sequence and is marked as Completed or Skipped, it will progress the recipient to the next sequence stage. If a task is part of a sequence and is deleted, it will remove the recipient from the sequence.
Completing tasks in the Tasks Workflow mode
Mixmax Tasks Workflow mode lets you power through your tasks in one view based on your specified task queue. You can use Tasks Workflow to efficiently make all your daily phone calls or send emails from your Email Tasks. Thanks to the Mixmax Sidebar, you can access relevant profile information and recipient activity history side by side with your tasks, so you don't need to jump between tabs for full context. See Tasks Workflow to learn more.
Please note that currently, the Mixmax Sidebar and Tasks Workflow in the Inbox are not supported for Outlook-based users. However, they are available in the Mixmax web app for both Gmail and Outlook users.
To complete a Call task, you must complete the call. After the call ends, you can finish filling out the call details; once you're all set, click Log and Complete.
To complete an Email task, send the email; it will automatically log the email activity and move on to the next task.
To mark a To-do task as completed, click the checkmark in the upper-left corner of the task window.
To delete a task, click the trash icon in the bottom-right corner of the task window.
Deleting a task related to a sequence will exit the recipient from the sequence. We do not recommend deleting sequence tasks.
Completed Tasks Reporting
Users can pull up a Completed Tasks report in Mixmax using the Report Builder.
This report will only display data for Completed Tasks from Mixmax Sequences. One-off Tasks created manually or by Rules will not be reflected in the Completed Tasks Report data. In the Report Builder, you can view the Completed Task report for either Users or Teams. After selecting the report subtype, you can use the Advanced Filters to refine your search.
Workspace Admins will be able to view all Teams and their Completed Tasks data in Report Builder regardless if they are part of a given Team.
After running a Users or Teams report, you can view the data for Completed Tasks per Task type (i.e., To-do Tasks).
FAQ
Can I use Tasks with Outlook?
Yes. If you use Outlook, you can work through your Tasks in the Mixmax web app. Tasks aren't available inside Outlook itself. To learn more about the Mixmax integration with Outlook, see How to use Outlook with Mixmax.