Note: Collaborative Tasks is a feature of Signal by EverTrue. If you have questions about Signal, please reach out to your Customer Success Manager (CSM).

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What is Signal Collaborative Tasks?

Signal Collaborative Tasks offers the ability to create and track your tasks directly in our platform. Think of it as your digitized prospecting and segmenting to-do list! This feature provides a dedicated space for managing post-meeting work, making it easier than ever to build and maintain relationships with prospective donors.

Using Collaborative Tasks, you can link tasks to constituents, assign tasks to others on your team, and set up email notifications to ensure you never miss a due date. If your team is already taking advantage of EverTrue’s AI features, you can also add recommended to-dos with AI-Suggested Tasks!

Tasks can be added from multiple locations within the Signal platform:

• The + Add Task button of your Tasks tab.
• The checklist button of a constituent profile.
• The + Add Task button of a constituent profile’s Tasks tab.
• The + Add Task button found in the Upcoming section of your Home tab.

Below, we will take a look at how to add tasks from the Tasks tab and from a constituent profile, and how to use AI-Suggested Tasks. We’ll also cover how to set up Collaborative Task email alerts! Follow along with either our video tutorial or written steps. 

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Video Tutorial: Adding Tasks and Setting Email Alerts 

Note: While the video provides an overview of this feature, the steps outlined below are the most up-to-date. Be sure to reference the written guide for the latest instructions.

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Adding Tasks in the Tasks Tab

The Tasks tab located in your left-hand navigation bar is the primary location where you can use our Collaborative Tasks feature. When applicable, you’ll see a blue dot next to the tab’s name indicating that you have incomplete and/or overdue tasks due today. 

This tab displays comprehensive lists of both your tasks, and tasks assigned by you in table views. You can add and assign new tasks, set up email alerts, and use AI-Suggested Tasks within this page. Let's explore how to add tasks from this tab! 

Step 1. Click the + Add Task Button

To create a new task, navigate to your Tasks tab and click + Add Task in the upper-right corner. If you don't yet have any assigned tasks, you'll also find an + Add Task button in the middle of your page.

Step 2. Input and Save Task Details

An Add Task popup will appear where you can input the following information:

• Constituent - Use this field if you'd like to link the task to an individual constituent. Search constituents by name to find and link them. Tasks linked to constituents will also appear within their profiles. Tasks linked to a constituent will also appear within their profile’s Tasks tab.
• Task Name (REQUIRED) - Use this field to add a title to your task. Titles are limited to 120 characters. 
• Description - Use this field to add details associated with the task. Descriptions are limited to 250 characters.
• Action Type (REQUIRED): Use this dropdown to specify the type of action you are associating with the task. Call, Email, LinkedIn, Research, Print Mail (e.g., Pledgemine, other), Text, ThankView, and Other are available options. 
• Assignee - Use this dropdown to specify who is responsible for completing the task. Please note, your name will auto-populate as the task's assignee unless you select another team member from the dropdown.
• Due Date - Use this calendar selector to choose a due date for the task. The current date will auto-populate as the task’s due date unless you remove it or select another date.
• Add to Calendar: Use this toggle to enable or disable the option to add the task to your Google or Microsoft calendar after saving. If enabled, you’ll be prompted to add the task to your calendar after saving. Your preference is saved, so future tasks will follow the same process unless you adjust the toggle.  

Click Save to finish adding the task!  

Step 3. Add Task to Calendar

If the Add to Calendar toggle was turned on while creating the task, an Add to Calendar popup will appear after saving. This popup lets you choose to add the newly-created task to either your Google or Microsoft calendar using the Add to Google Calendar or Add to Microsoft Calendar buttons. 

 Note: If you prefer not to add the task to your calendar, no problem! Simply click the X in the popup’s upper-right corner or click outside of the popup to skip this step. 

Select the option matching the calendar your organization uses. A new tab will open with a pre-drafted event in your chosen calendar. The draft will include Task Name, Due Date, and Description (if added) details. The event’s time will default to All day, but you can adjust this and any other details as needed. 

When you’re ready, click Save to finish adding the task to your calendar! 

 Note: You can also add tasks to your calendar later, whether you close out of this step without adding them right away or if the Add to Calendar toggle was turned off when creating the task.

Step 4. Review Added Tasks

Once tasks have been added, you can review them within two different tables found in the Tasks tab:

1. Your Tasks - This table includes all tasks assigned to you.
2. Assigned by You - This table includes all tasks you assigned to others on your team.

For more information, check out our dedicated article on reviewing tasks in the Tasks tab!

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Adding Tasks in a Constituent Profile

In addition to the dedicated Tasks tab found in your left-hand navigation bar, you can add and assign new tasks within individual constituent profiles. Each profile is equipped with its own Tasks tab where a comprehensive list of tasks linked to the respective constituent is displayed. Let's explore how to add tasks from profiles!

Step 1. Click the Checklist Button

To create a new task within a constituent profile, click the checklist button that appears at the top-right of the profile. This icon will be visible no matter what profile tab you are using. You'll also find an + Add Task button near the top of the profile's Tasks tab, or in the middle of the tab if the constituent does not yet have any linked tasks.

Step 2. Input and Save Task Details

An Add Task popup automatically linked to the respective constituent will appear into which you can input the following information:  

• Task Name (REQUIRED) - Use this field to add a title to your task. Titles are limited to 120 characters. 
• Description - Use this field to add details associated with the task. Descriptions are limited to 250 characters.
• Action Type (REQUIRED): Use this dropdown to specify the type of action you are associating with the task. Call, Email, LinkedIn, Research, Print Mail (e.g., Pledgemine, other), Text, ThankView, and Other are available options. 
• Assignee - Use this dropdown to specify who is responsible for completing the task. Please note, your name will auto-populate as the task's assignee unless you select another team member from the dropdown.
• Due Date - Use this calendar selector to choose a due date for the task. The current date will auto-populate as the task’s due date unless you remove it or select another date. 
• Add to Calendar: Use this toggle to enable or disable the option to add the task to your Google or Microsoft calendar after saving. If enabled, you’ll be prompted to add the task to your calendar after saving. Your preference is saved, so future tasks will follow the same process unless you adjust the toggle.  

Click Save to finish adding the task! 

Step 3. Add Task to Calendar

If the Add to Calendar toggle was turned on while creating the task, an Add to Calendar popup will appear after saving. This popup lets you choose to add the newly-created task to either your Google or Microsoft calendar using the Add to Google Calendar or Add to Microsoft Calendar buttons. 

 Note: If you prefer not to add the task to your calendar, no problem! Simply click the X in the popup’s upper-right corner or click outside of the popup to skip this step. 

Select the option matching the calendar your organization uses. A new tab will open with a pre-drafted event in your chosen calendar. The draft will include Task Name, Due Date, and Description (if added) details. The event’s time will default to All day, but you can adjust this and any other details as needed.

When you’re ready, click Save to finish adding the task to your calendar! 

 Note: You can also add tasks to your calendar later, whether you close out of this step without adding them right away or if the Add to Calendar toggle was turned off when creating the task.

Step 4. Review Added Tasks

Once tasks linked to a constituent have been added, you can review them within a table found in their profile's Tasks tab. This table includes all tasks linked to a constituent, both those assigned by you and those assigned by your teammates. 

For more information, check out our dedicated article on reviewing tasks in a constituent profile!

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Using AI-Suggested Tasks

Signal’s AI-Suggested Tasks feature leverages AI to recommend follow-up tasks based on recent interactions tied to your assigned constituents. The interactions informing this feature include any created for assignments (either by you or by a teammate) in the last year. You can choose to add these suggestions as you see fit! 

Below, we’ll explore how to use AI-Suggested Tasks! 

 Note: AI-Suggested Tasks will only be accessible if you have already opted into using EverTrue’s AI features. If your organization is interested in activating this feature for your team, please reach out to your Customer Success Manager (CSM). 

Step 1. Open Your Tasks Tab’s AI Suggestions 

To access AI-Suggested Tasks, navigate to your Tasks tab and click on AI Suggestions near the top of the page. Here, you can view up to three tasks we recommend you take as part of your cultivation efforts. 

Each suggestion includes a task name, description, linked constituent, due date, and action type. By default, you will be the task’s assignee, though this can be edited if needed (a step we’ll cover next!).

Step 2. Review and Add an AI-Suggested Task

AI-Suggested Tasks require a review before being added. To review, either click on a task’s name or the + Review button found at the far-right of each task. A Review Task popup will appear in which you can edit any of the task’s details, such as Due Date or Assignee. Once you finish reviewing and making any modifications to the suggested task, click Save to add the suggestion! 

After adding, AI-Suggested Tasks will appear in the Your Tasks table of your Tasks tab (or the Assigned by You tab if you changed the task’s assignee). 

If you add all three tasks, you can return the following day to find three more suggestions populated. In the meantime, continue adding interactions for your assigned constituents to inform new daily suggestions!

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Setting up Collaborative Task Alerts

Implementing alerts for Signal Collaborative Tasks ensures you receive email notifications on days your tasks are due. Below, we'll review how to set these up and how you can expect these email notifications to look!  

Step 1. Click the Email Alerts Button

To set up alerts, navigate to your Tasks tab and click Email Alerts.  

Step 2. Input and Save Alert Preferences

An Email Alerts popup will appear in which you can select the frequency of your alerts, the time at which you would like to receive them, and your time zone. 

Click Save to set your preferences.

Step 3. Review Your Collaborative Tasks Email Alerts

Your Collaborative Tasks email alerts will include the following details when applicable: 

• Your Personal Daily Summary: Includes a count of your day’s tasks and overdue tasks in need of completion.
• Summary of Tasks You’ve Assigned: Includes a count of the day’s assigned tasks and overdue tasks in need of completion, as well as a team-wide count of tasks completed the day prior.
• Your Tasks Breakdown: Includes a detailed overview of your day’s tasks and overdue tasks in need of completion.

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For any other questions, reach out to EverTrue Support at genius@evertrue.com.