How to Filter Tasks by Status

This article describes the task status filtering feature within the FORTH CRM. It was developed for users with standard CRM access permissions who manage contact follow-ups and need to filter task records by status. The article is organized into the following sections:

• Overview
• Prerequisites
• How to Access
• How it Works
• Troubleshooting / FAQ
• Assistance

Overview

Managing contact follow-ups requires fast access to actionable items without sorting through historical records. The task status filter lets you isolate open, in-progress, or completed tasks directly within the contact dashboard. By defaulting to open tasks with a completion rate under 100%, the system eliminates manual searching and helps you focus on immediate priorities. This update reduces administrative time and prevents missed client follow-ups across your accounts.

Prerequisites

Standard user access to the FORTH CRM.

How to Access

1. Log in to the FORTH CRM.
2. Click the Contacts tab and then select the target contact record.
3. Click the Tasks nested tab (i.e., subtab).

How it Works

Review Open Tasks

1. Review the All Tasks header count, which updates in real time to show only the number of tasks currently visible.
   
2. Click Export Tasks if you need a file copy. The downloaded file only contains the tasks currently visible in the user interface based on your active filters.

3. Click the Open link next to the Task Status field. This action filters the view to show only open, actionable tasks.
   
4. Review the displayed tasks. The list displays records with a completion rate under 100% that are not crossed out.
5. Completed tasks that have a 100% completion rate and a strikethrough line across the task name are hidden automatically from this default view.

[INSERT SCREENSHOT: Contact dashboard nested Tasks tab displaying the view of open, actionable task records with completion rates under 100%.]

Filter by Specific Task Statuses

You can adjust the view to show specific task statuses or view historical completed records.

1. Locate the Task Status dropdown field above the task records on the nested Tasks tab.
2. Click the Task Status dropdown field to display the statuses configured for your account.
   
3. Choose your filtering criteria:

• Select an individual status (such as Low Priority, In Progress, or Past Due) to view only records matching that status. See the top of the image above for an example.
• Select multiple statuses to display tasks matching any of the chosen categories.
• Select All to display all task records linked to the contact, regardless of status or completion percentage.

4. Review the refreshed task table. The system dynamically updates the list immediately upon selection without requiring a manual page refresh.

[INSERT SCREENSHOT: Nested Tasks tab showing the Task Status dropdown expanded with multiple statuses selected and dynamically updated results.]

Troubleshooting / FAQ

Q: Why does the task list display "There are no Results. Adjust Your Filters on the Left Panel"?

A: This message appears when no task records match your selected filter criteria or when the contact record contains no tasks. Adjust your selections in the Task Status dropdown or select All to view all records.

Q: Why do the status options in the dropdown look different across different accounts?

A: Task statuses are account-specific. The Task Status dropdown dynamically populates only the statuses configured within the active account.

How does the system classify tasks into these filters?

Tasks automatically qualify for only one filter category at a time based on the following rules:

• Overdue: Tasks that are less than 100% complete and the due date has passed.
• Open: Tasks that are exactly 0% complete and the due date is today or in the future.
• In-Progress: Tasks that are between 1% and 99% complete and the due date is today or in the future.
• Completed: Tasks that are exactly 100% complete, regardless of the due date.

Q: Why are tasks with partial completion visible in the default view?

A: The default view includes any task with a completion rate below 100% (such as 15%, 50%, or 80%) that does not have strikethrough formatting. These represent open, actionable work items.

Q: Does filtering affect task creation, assignments, or table sorting?

A: No. Existing task creation, assignment workflows, completion progress indicators, and column header sorting operate without changes.

Assistance

For further assistance, reach out to support@setforth.com.

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