Overview
Once a task has been created, you have the ability to add a Task Subscriber. Task Subscribers are other internal users who want or need updates on specific tasks but are not directly responsible for their completion.
How Does it Work?
Once added as a Task Subscriber, the user will receive email notifications when:
Changes are made to a task's status or priority.
A task is marked complete.
New notes are added to a task.
Task Assignees are treated as subscribers. As such, they receive notifications when their assigned tasks are updated by others.
Adding a Task Subscriber
Navigate to Contacts > Tasks.
From the Task listing, locate the task you want to add a Subscriber.
Click on the task name to open the task editor.
Scroll down to the bottom and find the Subscribers section.
Click the 'Select Subscribers' box.
A dropdown of all internal users will appear. Select the colleagues who need to be updated about the task’s progress.
Subscribers, once added, are saved automatically. You can then close out of the side sheet.
Removing a Task Subscriber
Navigate to Contacts > Tasks.
From the Task listing, locate the task you want to add a Subscriber.
Click on the task name to open the task editor.
Scroll down to the bottom and find the Subscribers section.
Click on any one subscriber listed. This will open the dropdown of users.
Click the X next to the subscriber's name you wish to remove.
Notification Management
While the Task Subscriber feature ensures you stay updated on task progress by sending email notifications, we understand your inbox can get crowded. Consider leveraging your email provider's rules or filters to keep your notifications organized.
Outlook and Gmail have built-in features that:
Mark task notification emails as read automatically.
Skip the inbox, directing these emails straight to a specific folder.
Ensure your focus remains on what's immediate without losing track of updates.
If you want more information on configuring rules and filters, visit your email provider's help center.