How To Manage Outreach Tasks

Objective

Learn how to create, edit, delete, and complete tasks in Outreach as an Outreach User.

Applies To

• Outreach Users

Before You Begin

There are four types of tasks Users can manage in Outreach: 

• Email - Tasks for emailing a Prospect
• Call - Tasks for calling a Prospect
• Meet in Person - Tasks for creating meetings
• Action Item/Generic Task - Additional, non-specified tasks such as Add on LinkedIn. For more information regarding LinkedIn tasks, refer to LinkedIn Tasks Using the LinkedIn Sales Navigator Integration. 

The procedures below cover tasks that are NOT specifically opportunity tasks, associated with LinkedIn, or related to sequence steps. For more on these types of activities, see the Additional Information.

Procedures

Create a Task in Outreach

1. Access the Outreach Platform.
2. Click the Actions button in the top right corner.
3. From the Quick Actions menu, select Task.
   Note: Alternatively, Users have the ability to add tasks to a specific Prospect or Account by accessing the applicable Profile page and clicking the New Task icon (to-do list).

4. Configure the task as outlined in the table below.

   Option	Description
   Prospects	Users can add Prospects to be included in the Task. A separate Task will be created for each Prospect if multiple Prospects are added.
   Priority	Users can select from the following priority levels: No Priority Urgent - Users are prompted with a notification to complete Urgent Tasks when they are due. Urgent Tasks can an be created as a one-off or as part of a sequence. For more information regarding Urgent Tasks, refer to Urgent Task Alerts. High Normal Low
   Task	Users can select from the following Tasks: Email Call Meet in Person Action Item View LinkedIn Profile LinkedIn General Send Message on LinkedIn Send LinkedIn Connection Request Interact with LinkedIn Post
   Assigned To	The User responsible for executing and completing the task.
   Due Date	The User-defined date the task is to be completed by.
   Due Time	The User-defined time the task is to be completed by.
   Note	Users can add information about the task.

5. Click Create.

   The Task will execute as configured when due. 

Access and Organize the Tasks List

1. Access the Outreach Platform.
2. Click the Tasks under the Activity tab in the navigation sidebar.
3. Sort and filter the task list as needed. 

You can now further customize your Task List View with additional filter options, keyword-based search, sorting, and column management to focus on the most relevant tasks.

Updated Filter Options

The following filter options enhance the ability to precisely narrow down tasks:

• Category: Filters tasks to its high level categories such as Action Item, Email, Call, Meet in Person, LinkedIn. Applying the category filter achieves the same function as clicking on the pipeline metrics above the task list.
• Type: Filters tasks to its granular types such as Action Item, Email, Call, Meet in Person, LinkedIn: View Profile, LinkedIn: Send Message, etc.
• Task Origin: Filters task by its creation origin such as Sequence, One-off, Reminder, Email Open, Email Click, Triggers.

• Prospect:  Filter tasks by associated Prospect.

• Task Note: Filter tasks by content in the task note.

• Created Date, Scheduled Date, Engagement Date, Last Updated Date: These allow filtering tasks based on different date-based criteria.

The below 2 filter options comprised the former Assigned to filter. They allow users to filter by owner and team simultaneously.

• Owner: Filtering by Owner results in all tasks owned by specific user(s). Users can apply the filter by selecting from a list of users in their organization or by selecting one of the presets: You, Current user, Your peers, and Your reports.
• Team: Filtering by Team results in all the tasks owned by users on the selected team. Users can apply the filter by selecting from a list of teams in their organization or by selecting the preset Your team.

Note: The legacy Local time sort option has been deprecated. We recommend using the updated local time filter to refine the task list to the desired local time.

Search Bar

Users can now perform full keyword-based search across all Task List Views (Activity > Tasks, Account > Task Tab, Opportunity > Task Tab). The search bar helps users quickly locate tasks, especially when managing large volumes.

Search supports:

• Object names (Prospect, Account, Opportunity)

• Task Note

• Task IDs and timestamps

• Task metadata (type, origin, priority, state)

• Tags

• Salesforce id

• Custom fields on the Prospect

Sort Options

Users can now sort tasks using a broader set of attributes, enabling more efficient prioritization based on relevance, recency, or context.

New sorting options include:

• Last Created

• Last Updated

• Scheduled Date

• Account Name

• Prospect Name

• Opportunity Name

• Existing options like Due Date, Priority, and Engagement still apply

Note: Sorting by Account is not supported in the Account > Task Tab view. Sorting by Opportunity is not supported in the Opportunity > Task Tab

Manage Column Settings

Users can now fully customize their Task List Views by choosing which columns to display. This gives users more flexibility to tailor their views based on what matters most to their workflow. 

Available columns include:

• Account

• Prospect

• Prospect Tags

• Sequence

• Custom Fields of Prospect

Modify or Delete a Task in Outreach

After accessing, filtering, and sorting tasks as needed: 

1. Click the More Options icon (ellipses) to the right of the applicable record.
2. Select Edit from the More Options dropdown menu.
3. Update the Task as applicable and click Save. The Task is saved as configured. 

Important Notes:

• Users also have the ability to remove the Task from the record completely by selecting Delete. This will not remove the record—it only removes the task from being executed. Once a task is deleted, it cannot be restored
• Only Admins have permission to Delete tasks that they do not own. This is native to the Admin profile, so it cannot be assigned to other profiles to allow the deletion of non-owned tasks.
• Deleting a sequence task will pause the prospect in the sequence. 

Complete a Task in Outreach

After accessing, filtering, and sorting tasks as needed: 

1. Find and click to select the applicable record.
2. Click Mark Complete option for the Task.

Depending on the Task, the complete option may prompt additional input from the User, such as Send & Complete for Email Tasks, or Log Call & Complete for Call Tasks. (For more information on logging a call and marking it as complete, see How To Initiate and Log a Call.)

Note: Call Tasks are not counted as completed unless a disposition has been assigned.

Re-Assign Tasks

To re-assign a task to a different user:

1. Select the tasks in question by clicking the checkbox next to them.
2. Click the Assign button on the top.
3. From the new window, select the user to assign the task to.
4. Click Assign. 

Reschedule a Task 

1. Click the More Options icon (ellipses) to the right of the applicable record.
2. Click Reschedule.
3. Select the appropriate time.
   
4. Click Reschedule. 

Additional Information

LinkedIn Tasks Using the LinkedIn Sales Navigator Integration

Opportunity Tasks

Urgent Task Alerts

How To Initiate and Log a Call

Smart View Filter Options

How To Create a Sequence