Mixmax Tasks will help you keep track of important follow-ups and tasks so that no correspondence with your clients ever falls through the cracks again.
You are already familiar with how to access Tasks in the Mixmax Sidebar. Now, let's learn what you can do in the Tasks dashboard section of the Mixmax web app.
Tasks in the Mixmax Tasks dashboard
All of your existing tasks are easy to find in the Tasks section of the Mixmax web app.
To create a new task, simply click +New Task in the top right corner. Select whether you'd like to make an Email task, a To-do task, or a Phone Call task by clicking the corresponding icon.
The Task pop-up window will open; next, enter a title for your task and fill in the required fields (which vary depending on the task type). Then, click the calendar icon and set the task due date.
Click Save in the upper-right corner of the window to save the task.
Prioritizing the tasks
Mixmax tasks prioritization workflows ensure you can make the most of your day and follow up with your most important customers.
On the left panel, there are several default quick task queues that make it easier to access relevant tasks with a single click.
To customize task prioritization for your own workflow, you can use the Task filters for more granular control:
View Tasks for - This filter, available only to Workspace admins, provides a list of your Workspace members. 'Myself' as the top result lets you view only the tasks assigned to you. To search for a specific user, start typing their name in the Search for an assignee field in the drop-down menu.
Due Date - There are several preset date configurations for you to quickly filter your task list, including “Today,” “Overdue,” “Today+Overdue,” “Tomorrow,” “Next 7 Days,” “Next 7 days + Overdue,” “This Month.” Additionally, you can use the View tasks between date pickers to enter a custom due date range.
Due dates for Tasks are time zone-dependent.
Task Type - You can filter the tasks by types, including Call, To-do, Manual Email, LinkedIn connection request, and LinkedIn InMail. By default, the All task types option is selected; however, you can only check the boxes next to those types that are relevant to you.
Sequence - In this list, you will see all sequences to which you have access in your Workspace if they are not archived. You can select specific sequences to view the tasks related to them. Type the name of the sequence in the Search for a Sequence field to look for the sequence you need.
Status - Use this filter to view your Open, Completed, or Skipped tasks. By default, your Open tasks are displayed.
Opens - This filter helps you identify your most engaged recipients. You can choose to view all tasks regardless of recipients' engagement, only those sequence tasks where the recipient opened any of the emails in the sequence at least once, or only the tasks with no associated email opens.
Priority - You can view all tasks regardless of priority or focus only on the tasks with a high, normal, or low priority.
Account - Select a Salesforce Account to view the tasks associated with all Contacts and activities related to this Account.
To use the Accounts filter, your Mixmax account must be connected to Salesforce. For more details, see how to connect to Salesforce.
Bulk actions
You can update the status of To-do tasks in bulk using the checkboxes on the left side of the Tasks list. After you check the box next to at least one task, you will see the options to mark the selected tasks as complete or delete them.
If you mark a task in a sequence as Completed or Skipped, the recipient will automatically move to the next sequence stage. If you delete a task that is a part of a sequence, the recipient will be exited from the sequence.
Tasks Workflow mode
Using the Mixmax Tasks Workflow mode, available on the Mixmax Enterprise plan, you can power through your tasks in a single view based on your selected task queue.
Tasks Workflow helps you to efficiently complete a batch of tasks, such as sending emails from your Email Tasks or making all your daily phone calls.
Starting the Tasks Workflow
There are three ways you can start the Tasks Workflow:
Mixmax Sidebar in Gmail — As you already know, you can start the Tasks Workflow from Gmail by expanding the Sidebar, then selecting the Tasks tab and clicking the green Start X Tasks button or a specific task.
Sequences — If there are available tasks for a sequence, you will see the Start my tasks button next to it in the Sequences section of the Mixmax dashboard. You can choose to complete the tasks for a single stage or all the tasks in the sequence.
Tasks section of the Mixmax web app — You can start the Tasks Workflow by clicking Start X tasks directly on the Tasks page. Click a preset due date on the left to filter by the due date. You can also find specific tasks by assignee, status, or due date and then complete the selected batch of tasks.
Completing Tasks in the Tasks Workflow
The following options are available in the Tasks Workflow:
To complete a Call type task, you need to complete the call. After you end the call, fill in the call details, then click Log and Complete.
To mark an Email task as completed, you need to send the email, which automatically logs the email activity and moves you on to the next task.
To complete a To-do task, just click the checkmark in the upper-left corner of the task window.
To delete a task, click the trash can icon at the bottom right of the window.
When an open task is associated with a specific Contact, the Mixmax Sidebar opens automatically on the left side of the Tasks Workflow window. Click the arrow at the top of the Sidebar to quickly collapse or expand it, as shown below:
Tasks in Sequences
Tasks can also be generated automatically through the powerful automation featured in Mixmax Sequences or Rules. You will learn more about how Sequences and Rules work in the following lessons.
With Sequences, you can automate workflows that include a variety of channels (call, email, LinkedIn) to ensure the right balance of human vs. automated touchpoints.
To create a multi-touch sequence, you can add Call, To-Do, or manual Email tasks, as well as LinkedIn stages. Simply select the necessary task type when you add a new stage to your sequence:
When your recipient enters the Task stage in a sequence, Mixmax will create a corresponding Task with a due date according to your sequence stage configuration.
The Task stages include:
To-do tasks | Perform any task | To-do tasks are general tasks that require some action outside of Mixmax. To-do tasks can be used, e.g., to conduct research before an important meeting or to perform an offline task. |
Call tasks | Call recipient | Call tasks allow you to include call touchpoints in your Mixmax workflows. You will learn how to use the Mixmax Dialer in the next lesson. |
Manual email tasks | Send email manually | With an Email task, you can draft an email that you can later choose to send manually whenever appropriate. Email tasks include a visual editor so you can conveniently review and then personalize your email before it is sent. |
LinkedIn Connection or InMail requests | Send connection request/InMail | You can create LinkedIn tasks exclusively by sequence stage. These tasks allow you, e.g., to send an InMail message based on a template. |
As soon as you complete the Task, the recipient will automatically be moved to the next sequence stage, based on your sequence's settings. It is also possible to manually skip the recipient to the following sequence stage when you execute the task. You will learn more about how Tasks work in general in a future lesson.
When you open Call tasks created by a sequence, the recipients' phone numbers are automatically pulled into the Call task.
When you set up the sequence, add some key talking points directly to the task description. These notes will be displayed to you during the call when you are executing the Call task.
When adding a manual Email Task, you can create a draft of the email and include it in the task. As soon as your sequence reaches the manual Email Task stage, the email will be queued up for you to review and send. This makes manual Email tasks great for approving the stage content or adding personal touches before it's sent.
Now that you know how to manage your Tasks with Mixmax, let's learn more about making calls with Mixmax Dialer. Click Next to go on.