Last updated: 2025-12-02
SmartCalendar - Mass Task Creation
SmartCalendar - Mass Task Creation
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- Overview
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Overview
Mass Task Creation (known as Mass Activity Creation in earlier versions
of SmartOffice) streamlines the process of creating the same calendar
task for multiple records in a list.
This feature can be used from any list containing these record types:
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Contacts
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Businesses
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Advisors
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Agencies
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Candidates
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Opportunities
Requirements
The user must have the Mass Activity Creation [user
right](/help/pro/user/accounts/user/rights/content/link) enabled to use this feature.
Creating Mass Tasks
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Tag one or more records in a list.
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Select Menu
> Activity Options >
Mass Task Creation to open
the Mass Task Creation dialog box.
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Select an option from the User Participants
drop-down list. This option determines how users in the office are
assigned to the created tasks as participants. The options are:
Add
selected participant(s) to all tasks: This option simply
adds all tagged users as participants to every task created.
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Divide
tasks among selected participants: When this option is
selected, SmartOffice adds the first tagged user as a participant
to the first selected record's task, the second tagged user as
a participant to the second selected record's task, and so on.
If there are more selected records than there are tagged users,
SmartOffice returns to the first tagged user and continues distributing
tasks to each tagged user until all tasks have been assigned.
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Create
participant(s) from the user assignment of task's linked contact:
When this option is selected, the User Participants list becomes
unavailable, and users are assigned to the created tasks based
on their assignments to the selected contacts.
For more information, see User
Assignment/-/user/assignment).
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Specify the appropriate options in
the Task Distribution section. These options specify how the tasks
should be scheduled and tracked. The options are:
Create
Tasks After _ day(s): Normally, mass tasks are scheduled
beginning on the current day. To schedule the tasks for a future
date, enter the number of days after the current day.
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of days between tasks: When multiple tasks are created,
they are all scheduled on the same day by default. This can be
problematic, for example, if a user is assigned tasks for a large
number of contacts; in this case, the system would create a task
for each contact and schedule them all for the same day. To spread
out the assignment of tasks over several days, enter the number
of days between tasks in this field. A value of 1 creates tasks
every other day, while a value of 0 creates tasks on successive
days.
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Max
tasks per day: To limit the number of tasks any user can
be assigned per day, enter a maximum value in this field. If the
number of tasks exceeds this limit, any remaining tasks are scheduled
either for the following day or for the next day as calculated
by the value entered in the # of days between tasks field.
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Skip
Saturday/Sunday: Select one or both of these options to
prevent tasks from being scheduled on those days. If the day on
which a task is to be created falls on a Saturday or Sunday, the
system creates the task on the next available day.
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Track
Activity Outcome: This option is the same as the Track
Activity Outcome option in the [Activity
dialog box](/help/pro/smartcalendar/-/activity/dialog/box). Selecting this option for Personal-type activities
has no effect, because SmartCalendar does not track outcomes for
such activities.
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Call
Script: This field is the same as the Call Script field
in the [Activity
dialog box](/help/pro/smartcalendar/-/activity/dialog/box). The field is available only for Call-type tasks.
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In the Detail section, enter the subject,
type, description and other basic information about the task. Click
the Recurrence hyperlink to
create a recurring task. For more information about recurrence options,
see [Activity Dialog
Box](/help/pro/smartcalendar/-/activity/dialog/box).
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Click the Create
Tasks button.
For all tasks created using Mass Task Creation, the priority is set
to Normal by default.
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