Apex knowledge base

Tasks and team

Apex lines up every task by deadline, however many companies it's open across. This page shows you how to ask for your own agenda, how to give a task to a colleague, how to close a case, and what you can do across your team at once.

A group leader's day: their own agenda, the team's, and one closure.

Who can ask what?

Apex only does what the person asking is authorised to do. Which companies you see is decided by your group.

Click your own role, and only the example prompts you can ask Apex for stay on the page. The filter only rearranges this page; it changes nothing in your account or your permissions.

Several requests at once

You can put several task-related requests into one sentence. Apex works through them in order and reports back in one go. Where approval is needed, it shows that on a card.

What happens
Apex closes the task and immediately adds the next step with the deadline you gave it.
Where it shows
The next step appears as a new task on the Tasks page and on the record's Summary tab, in the 'Next' section.
Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex closes the case as won, then shows the handover of the other open tasks to Anna Clarke on a card. It only carries out both after approval.
Where it shows
On two approval cards in the chat, then on Anna Clarke's agenda.
Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
What happens
Apex adds the task for Anna Clarke with the given deadline, then closes your task, because there's no further step to wait for.
Where it shows
The new task appears on Anna Clarke's Tasks page and on the record's Summary tab, and the closed task in the 'Closed' view of your Tasks page.
Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex checks the mandates you're handling at other companies, and closes the right one with the note you give it.
Where it shows
In the chat; the mandate then drops off the open ones.
Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex picks out the matching companies, tells you how many it found, and shows the bulk closure on one approval card. After approval it runs in the background, and lets you know when it's done.
Where it shows
On the approval card in the chat; the selected companies are on the panel on the right.
Who can askSalespersonGroup leaderCompany leadAccount managerWith approval

Your own agenda

Apex always sorts open tasks by deadline: what's already overdue, what's due today, what's this week, and what's later or has no deadline at all.

Tell me what's waiting for me, by deadline.
What happens
Apex arranges your open tasks into bands: in progress, overdue, due today, due this week, due later and no deadline. The order is also a hint: the more urgent ones come first.
Where it shows
In the chat, broken down by band.
Who can askSalespersonGroup leaderCompany leadAccount manager
In detail: Tasks and deadlines
Why can't I start one of them right now?
What happens
Apex tells you which task is waiting on another task to close, and which one you've already started.
Where it shows
In the chat, next to the task.

Tasks with no deadline don't count as overdue, they just sit further back in the order.

Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex tells you if it found more than it showed at once, and sends the next batch on request too.
Where it shows
In the chat.
Who can askSalespersonGroup leaderCompany leadAccount manager

Mandates at other companies

If you've taken on a task at another company, it stays part of your agenda there too, even if you're not working in that company right now.

What tasks have I taken on at other companies?
What happens
Apex sets out the mandates open for you at other companies: which company, under what title, since when, and whether a record already exists for it.
Where it shows
In the chat. To open a mandate, you first need to switch to that company.
Who can askSalespersonGroup leaderCompany leadAccount manager
The mandate I took on at Sample Ltd can be closed too, it's resolved.
What happens
Apex asks what you did, if you haven't said, and closes the mandate with that note.
Where it shows
In the chat; the mandate then drops off the open ones.

The note is required, at least one short sentence. Only your own mandate can be closed this way.

Who can askSalespersonGroup leaderCompany leadAccount manager

Adding a task, for a colleague too

Apex puts the task it adds on the owner's agenda the same way, whether you're the owner or a colleague is.

Add a reminder for me to contact them again in two weeks.
What happens
Apex adds the task to the given company and makes you the owner. If you don't say by when, it suggests the usual deadline.
Where it shows
On your Tasks page and on the record's Summary tab, in the 'Next' section.
Who can askSalespersonGroup leaderCompany leadAccount manager
Peter Walsh should take this forward, give him a task for it.
What happens
Apex makes Anna Clarke the owner, and it appears on her agenda, not yours.
Where it shows
On the named colleague's Tasks page and on the record's Summary tab, in the 'Next' section.

If more than one colleague matches the name, or none does, Apex asks back rather than guessing.

Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
If none of the defined types fits, Apex adds a custom task with its own title.
Where it shows
On the Tasks page and on the record's Summary tab, in the 'Next' section.
Who can askSalespersonGroup leaderCompany leadAccount manager

Correcting an existing task

Whatever you don't mention stays on the task exactly as it was.

Add a note that this is now a video call, not an in-person meeting.
What happens
Apex only changes what you tell it to; the other fields stay as they were.
Where it shows
On the Tasks page and on the record's Summary tab, in the 'Next' section.
Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex changes the task on Anna Clarke's behalf.
Where it shows
On Anna Clarke's Tasks page and on the record's Summary tab, in the 'Next' section.

A task can be edited by whoever added it, plus the company lead and the account manager. Otherwise Apex says so, and doesn't look for a workaround.

Who can askCompany leadAccount manager

Five ways to close a task

Apex never guesses how a task should close: it asks in one sentence what happened, and picks the branch accordingly.

This one's done, but let's call them back in two weeks, add that afterwards.
What happens
Apex closes the task and immediately adds the next step you name. It goes through without approval, because the follow-up has already been spelled out.
Where it shows
The next step appears as a new task on the Tasks page and on the record's Summary tab, in the 'Next' section.
Who can askSalespersonGroup leaderCompany leadAccount manager
This one's gone, we were too expensive for them, close it as lost.
What happens
Apex closes the task, and with it closes the company as won or lost too. It asks for approval for this, because the level of interest won't change again after that.
Where it shows
On the approval card in the chat, then on the record's Summary tab.

The level of interest has five degrees, from cold to hot. Once a company is won or lost, it no longer changes after closing.

Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
Let's put Sample Ltd back into a campaign, close the task with that.
What happens
Apex asks which upcoming campaign you mean for the company, and closes the task with that reason. This doesn't put the company into the campaign yet, loading it in is a separate step. It asks for approval.
Where it shows
On the approval card in the chat.
Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
What happens
Apex closes the task with no further step. In this case the company may end up with no open work on it at all.
Where it shows
In the chat. You'll find the closed task in the 'Closed' view of the Tasks page.

This is the only branch where Apex specifically flags that the company is left with no open task.

Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex always asks back what happened: it asks for the reason in one sentence, and suggests the most likely branch based on your answer.
Where it shows
In the chat.

The reason for closing is always yours; it needs at least one short sentence, a single word isn't enough.

Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex closes the task on Anna Clarke's behalf.
Where it shows
On the approval card in the chat.

The task can be closed by its owner, and by the company lead and the account manager.

Who can askCompany leadAccount managerWith approval

The team's tasks

A group leader sees every task in their own group; a salesperson only sees those of colleagues at their own level.

What happens
Apex picks out the matching ones from Anna Clarke's tasks, and tells you how many there are.
Where it shows
In the chat; the matches are on the panel on the right.

A group leader sees every colleague in their group; a salesperson only sees those at the same level, not the group leader.

Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex picks out the companies that have no owner, and tells you how many open tasks are on them.
Where it shows
In the chat; the matches are on the panel on the right.

This selection doesn't return a full agenda, only as much as is needed for a bulk decision.

Who can askGroup leaderCompany leadAccount manager

One action across many companies

From one sentence Apex handles all the companies involved together: it selects first, then puts a single plan up for approval.

Check how many companies from the Spring campaign have an open call-back.
What happens
Apex tells you how many companies and how many matching tasks fit, and how many of those belong to someone else, so can't be closed from here.
Where it shows
In the chat; the selected companies are on the panel on the right.
Who can askSalespersonGroup leaderCompany leadAccount manager
Close every open task on the selected companies, because we're wrapping up this round.
What happens
Apex shows the closure on one approval card with the real numbers. After approval it runs in the background, and lets you know when it's done.
Where it shows
On the approval card in the chat.
Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
Add a task for them, to find out who's in charge there from now on.
What happens
If you don't say who the new task should go to, Apex asks before it puts up the card: a named colleague, you, or always the given company's owner.
Where it shows
On the approval card in the chat.

The new task is always created first, so the closed tasks can point to it.

Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
Tag the ones with an overdue call-back as 'urgent', and if that tag doesn't exist yet, create it.
What happens
Apex adds or removes the named tags. If a tag doesn't exist yet, it shows on the approval card that it will create a new one.
Where it shows
On the approval card in the chat, then on the records.

You can tag, give tasks and close tasks in bulk. A won or lost case has to be closed one at a time.

Who can askSalespersonGroup leaderCompany leadAccount managerWith approval

Handing over work

On leave or a team change, the open work moves to the colleague in one go, with a single approval.

Hand over to Peter Walsh everything due for me over the next two weeks.
What happens
Apex works out how many tasks fall in the period, and shows the handover on one card with the real numbers.
Where it shows
On the approval card in the chat, then on Anna Clarke's agenda.
Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
I'm leaving, hand everything of mine over to Peter Walsh.
What happens
Apex hands over the companies and the open tasks on them together. On the card you can choose whether the tasks go too, or just the companies.
Where it shows
On the approval card in the chat, then among Anna Clarke's records.

By default the tasks go with the companies too, because a company changing hands usually takes its work with it.

Who can askSalespersonGroup leaderCompany leadAccount managerWith approval
What happens
Apex hands over her work to Peter Walsh on Anna Clarke's behalf.
Where it shows
On the approval card in the chat.

Anyone can hand over their own work. Another colleague's work can only be handed over by the company lead, the account manager, or Trendizz.

Who can askCompany leadAccount managerWith approval
What happens
Apex only hands over the work that exists now. Who a future task goes to is decided by the automation, which Trendizz sets up. If you'd like this changed, let your account manager know.
Where it shows
In the chat.

There's no separate rule for this: a future task always gets whoever the automation assigns as owner.

Who can askSalespersonGroup leaderCompany leadAccount manager

Notification about a new task

A new task and a handover also leave a notification behind, not just an entry on the agenda.

Show me what I haven't had feedback on yet.
What happens
Apex runs through the unread notifications: how many are new tasks, how many are waiting for approval, and what's what.
Where it shows
Under the bell icon above the message box, and in the chat, if you ask.
Who can askSalespersonGroup leaderCompany leadAccount manager
What happens
Apex marks as read whatever you tell it to, or all of them if you ask for that.
Where it shows
Under the bell icon.
Who can askSalespersonGroup leaderCompany leadAccount manager

Good to know

The decision is always yours

Wherever approval is needed, Apex shows the card, and only carries it out after you click.

It only works from what it has

Apex tells you what's on the record and in the correspondence. If there's no data on something, it says so.

Another team's company

If another team within your company is working with a company, Apex flags it as taken, and doesn't say who's handling it.

In your own words

You can write to Apex in your own words. The example prompts work verbatim too, but it understands your own phrasing just as well.

A closed system.

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