Using the Playbook Task Board

The Playbook Task Board enables you to view, edit, and add playbook tasks in a task board view. The task board columns sort the tasks by playbook task status, and the swimlanes sort the tasks by the playbook's stage. This enables you to have a clear view of your task's status alongside its playbook's stage.

We recommend that your administrator adds the CSC Playbook Task Board to the Customer Success workspace. Your administrator can configure the size and enable swimlane sorting from the Lightning App Builder. For more information, see Customer Success Cloud Lightning Components, Playbook Task Board Lightning Component Fields and Playbook Task Board Lightning Component Properties.

Tips:
  • To select multiple tasks, hold down Command (Mac), Ctrl (PC) while selecting the tasks.
  • Click and drag your cursor over the tasks you want to select.

Viewing, Editing, and Deleting Tasks

The status and stage values displayed in the column and swimlane headings (for example, Draft, Planned), reflect the picklist values that are set on the Status or Stage field on the Playbook Task and Playbook objects.

Note:

Your expanded and collapsed column selections are retained each time you use the Playbook Task Board on the same computer, using the same browser.

The following color-coding is used for tasks displayed on the Project Task Board:

  • Red: Overdue (the task end date has passed)
  • Gray: All other tasks
Note:

You need the appropriate permissions on the Playbook Task object for the colors to work in this way. If colors are not displayed, contact your administrator.

The following details are displayed on a playbook task:

  • A badge, showing the task date for overdue tasks
  • Playbook task name
  • Name of the associated playbook
  • Assigned resources' avatars, if available, so you can see at a glance who is assigned to a task:
    • Up to three avatars can be displayed on one project task. If there are more than three resources assigned, a Plus icon is also displayed.
    • If an avatar is not available for an assigned resource, the resource's initials are displayed.
    • If there is no resource assigned but there is a role assignment, the initials of the role are displayed. For example, if the role is project manager, PM is displayed.
    • If you hover over an avatar or any initials, the resource's name is displayed.
  • A Pinned on tasks marked as pinned
  • A Flagged on tasks marked as flagged

You can hover over a task's date to view the following information:

  • For tasks that have not reached their end date, how long before the task is due to end. For example, in 11 days.
  • For tasks that have passed their end date, when the task ended. For example, two months ago.
Note:

Avatars show the profile image of the user referenced in the Salesforce User field of the resource’s contact record, provided you have the required permissions.

To refresh the data displayed on the Playbook Task Board, click Refresh.

To expand the columns or swimlanes, click Expand or Expand.

To collapse the columns or swimlanes, click Collapse or Collapse.

To filter the tasks that are displayed, click Filter.

To edit a task, do one of the following:

  • Double-click the relevant task card.
  • Right-click the relevant task card, then click Edit.
  • On the relevant task card, click Options| Edit.
Tip:

You can hover over the task card to view further task details.

Note:

To prevent a playbook's stage updating due to a single task, you cannot drag-and-drop a task between stage swimlanes. You can only drag-and-drop a task between columns to change its status.

To delete a task from a playbook, do one of the following:

  • Select the relevant task card and click Delete Tasks | Delete.
  • Right-click the relevant task card, then click Delete.
  • On the relevant task card click Options| Delete.
Note:

The Delete Tasks button is disabled if you do not have permissions to delete a playbook task. Contact your administrator.

Adding Tasks

To add a new task:

  1. Click Add task. The Edit Task window opens.
  2. Enter a playbook task name.
  3. Populate the remaining fields. You must search for and select any non-team members you want to assign to a task. Only a list of assigned team members displays in the Resources picklist before searching.
  4. Click Save.
Notes:

  • If a playbook is associated with the task, the task's start and end date must be within the playbook's date range.
  • To search team members, enter one character to search the assigned list. To view and assign non-team members to a task, type two or more characters of their name or role into the Resources search box.

Flagging Tasks

You can flag a task to indicate to all users that a task requires attention. If a task is flagged, a Flagged is displayed on the task card.

To flag a task, do one of the following:

  • Select the task that you want to flag, then click Flag.
  • Double-click a task and select the Flagged checkbox. When you have completed your changes, click Save.
  • Right-click the task and click Edit. Select the Flagged checkbox, then click Save.
  • On the relevant task card click Options| Edit. Select the Flagged checkbox, then click Save.

To remove a flag from a task, do one of the following:

  • Select the task that you want to remove the flag from, then click Flag.
  • Double-click a task and deselect the Flagged checkbox. When you have completed your changes, click Save.
  • Right-click the task and click Edit. Deselect the Flagged checkbox, then click Save.
  • On the relevant task card click Options| Edit. Deselect the Flagged checkbox, then click Save.
Notes:

  • You can add or remove flags from multiple tasks at once by selecting all the tasks and clicking Flag. If you select some tasks that are flagged and some that aren't, clicking Flag flags them all.
  • The Flag button is disabled if you do not have permission to flag a task. Contact your administrator.

Pinning Tasks

You can pin a task as a personal reminder that it requires further attention. If a task is pinned, a Pinned is displayed on the task card. Pinned tasks automatically sort to the top of the swimlane.

To pin a task:

  1. Select the task that you want to pin.
  2. Click Pin.

To remove a pin from a task:

  1. Select the task that you want to remove the pin from.
  2. Click Pin.
Notes:

  • You can add or remove pins from multiple tasks at once by selecting all the tasks and clicking Pin. If you select some tasks that are pinned and some that aren't, clicking Pin pins them all.
  • Pinned tasks are retained using local storage and will display each time you access the components on the same computer, using the same browser.
  • When you remove the pin from a task, the task moves back to the position determined by the applied sort order.

Filtering Tasks

Filters enable you to focus the tasks displayed in the Playbook Task Board so that only the tasks you want to view are displayed.

To filter the data:

  1. Click Filter to show the Filters panel.
  2. [Optional] Select a start and end date for the date range you want to filter by. Tasks that are active during any time of the date range selected display. The default date range is auto-populated to one month before and after today's date.
  3. [Optional] To include tasks that have no start and end date, select Include Tasks With No Start and End Date.
  4. [Optional] Search for and select the playbook owners you want to filter by. This is automatically populated with the current logged in user when there are no filters to apply from local storage. When you click Reset, the field is also populated with the current logged in user.
  5. [Optional] Search for and select the accounts, playbooks, CS Cloud resources, and teams you want to filter by.
  6. [Optional] Select the task status you want to filter by.
  7. [Optional] Specify if you want to filter by tasks marked as flagged. You can select No Preference to filter by all tasks regardless of their flagged status.
  8. Click Apply.
  9. [Optional] To reset the selected filters to their default values, click Reset.
  10. Click Filter to hide the Filters panel.
Notes:

  • If you click Refresh, the filters remain applied.

  • Your last selected filter criteria displays when you access the component on the same computer, using the same browser.

  • Tasks that have a start date before or within the selected date range, but no end date, display. Similarly, tasks that have an end date that is after or within the selected date range display.

  • If you don't have the appropriate permissions for the fields in the filter panel, you will not see the corresponding field. Contact your administrator.

Set Preferences

The Preferences panel enables you to configure how tasks are displayed in the Playbook Task Board so that you can view the tasks in a format that is best suited to you.

To specify a preference:

  1. Click Open preferences panel to open the Preferences panel.
  2. [Optional] Select a playbook field to group by. The tasks in the board display in swimlanes from the selected field's picklist values. For example, when you group by Playbook Status, the tasks are sorted into green, yellow, and red swimlanes.
  3. Click Apply.
  4. [Optional] To reset the selected filters to their default values, click Reset.
  5. Click Open preferences panel to close the Preferences panel.
Notes:

  • If you click Refresh, the filters remain applied.
  • Your last selected preference criteria display when you access the component on the same device, using the same browser.
  • The option to display tasks grouped by playbook is always available to select in the Group By field.
  • If you do not have the appropriate permissions for the fields in the Preferences panel, you will not see the corresponding field. Contact your administrator.