Tasks in Mixmax
Contents
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 create workflows that help your team follow best practices. Or create tasks manually as needed, if you need a reminder to complete something specific (send follow up email with updated numbers agreed upon during the call).
You can work through your tasks from the Mixmax web app, out of your Gmail inbox, or even in Salesforce.
Tasks are available on the Enterprise plan — contact sales to learn more.
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 touch points within your Mixmax workflows. You can seamlessly make and log these calls using the Mixmax dialer. Learn more about Mixmax Calling here. | |
| Manual email tasks | Email tasks allow you to draft an email that you can manually choose to send when appropriate. Email tasks include an editor where you can review, edit and further personalize your email before sending. |
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| LinkedIn Connection or InMail requests | LinkedIn tasks can only by created by sequence stages. This allows you to socially engage with a prospect by sending a templated InMail message or adding a connection according to 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 will also be able to 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 here).
If you are using Salesforce: Admins can surface additional Salesforce fields in To-do and Call task window in admin settings under the Role > Salesforce tab.
Unlike other Call and To-do tasks, Email tasks will not be synced to Salesforce when the task is created. Instead, the Email task will be synced to Salesforce as a Sent event when you send the email. Clicking Send on an Email Task will mark it as completed.
Task automation in Mixmax
Task 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 touch points. In order 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 be moved to the next stage when you complete the task or may be moved regardless of task status. You can also choose to 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.
💡 When creating the sequence, add key talking points into the task description. When working on the call task, these notes will be seamlessly available during the call.
If you choose a manual email task you will be able to 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 out your sequence stage.
Automate your workflow using Tasks + Rules
Rules are extremely powerful for automating workflows ranging from data entry, follow ups, reminders to hand-offs.
💡 Here are a couple powerful ways to use Rules to automate tasks:
- When a recipient reads my email 3 times, create a call task to follow up
- When a meeting is confirmed, create a To-do task to prepare for the meeting
- When a meeting is cancelled, 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 containing a template to follow up
- When a task is completed, post to Slack to let the team know
- When a contact is 30d out from their renewal date, create an email task to follow up
You can trigger actions based on Task activity:
- a Mixmax tasks is created
- a Mixmax task is update
- 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
Manage your tasks in the Mixmax Task Dashboard
In the web app, you can find all of your tasks in the Tasks Dashboard.
Create a new task by clicking New Task in the top left corner. Choose whether you want to create an Email task, 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 to save the task.
Prioritizing your tasks
Make the most of your day with prioritization workflows that help you follow up with your most important recipients.
On 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 which will filter tasks to those assigned to you. You can search for a specific user by typing in the drop down by selecting “Search for an assignee”
- Due Date - You have quick access to several preset date configurations for you to quickly refine your task list including, “Overdue”, “Today”, “Today+Overdue”, “Tomorrow”, “Next 7 Days”, “Next 7 days + Overdue”, “This Month”. Additionally you can enter a custom date range for the due date by entering dates into the inputs under “View tasks between”. Please note: Due dates are timezone dependent
- Task Type - By default all task types are selected however you can choose to deselect those which are not relevant to you. You can filter on: Call, Manual Email, To-do, Linkedin Connection, 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 will give you the option to view your Open, Completed or Skipped tasks. By default we display your Open tasks.
- Opens - This filter helps you identify your engaged recipients. You have the option to 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 give you the option to view all tasks regardless of priority, or focus on tasks with a specific priority (high, normal, low) at once.
- Account - Users can search by specific accounts and view tasks associated with all related contacts and activities. (only available if you are intergrated with Salesforce)
Please Note: In order to utilize the "Accounts" filter, you must be connected to Salesforce. Please see how to connect to Salesforce here.
You have the ability to 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. Using this sort option is a great way to engage your most interested or engaged prospects.
Bulk actions
You can also bulk update To-do tasks by using the checkboxes on the left hand of the Tasks page and either marking them as complete or delete them.
Note: If a task is a part of a sequence and is marked as Completed or Skipped, it will progress the recipient to the next stage of the sequence. If a task is a part of a sequence and it is deleted it will exit the recipient from the sequence
Complete tasks with Beast Mode
Beast Mode enables you to power through your tasks in one view based on your specified task queue. You can use Beast Mode to efficiently make all your phone calls for the day or send out emails from your Email Tasks. You can access relevant profile information and activity history related to the recipient side by side, without having to jump between tabs for full context. Learn more about Beast Mode.
To complete a call task, you must complete the call. After the call has ended, you can complete filling out details related to the call and once you're all set, click Log and Complete.
To complete an email task, you must send the email which will automatically log the email activity and move on to the next task.
To mark a to-do task as completed, click the check mark 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. Note: Deleting a task related to a sequence will exit the recipient from the sequence. We do not recommend deleting sequence tasks.
Completed Task Reporting
Users can pull a report on Completed Tasks in Mixmax using Report Builder.
Please Note: 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 Task Report data. In Report Builder, you can view the Completed Task report for either Users or Groups. After selecting the report subtype, you can used the Advanced Filters to refine your search.
Workspace Admins will be able to view all Groups and their Completed Task data in Report Builder regardless if they are part of a given Group.
After running a Users or Groups report, you can view the data for Completed Tasks per Task type (ie: To-do Tasks)
