Step by step process for creating and assigning tasks in Sugarcrm

If you’re knee-deep in client work or managing a sales team, you know that keeping track of tasks in your CRM can mean the difference between closing a deal and dropping the ball. This guide is for folks who actually need Sugarcrm to help them get stuff done—not just check a compliance box.

Let’s cut through the noise and walk step-by-step through creating and assigning tasks in Sugarcrm. I’ll call out what actually matters, what’s just window dressing, and how to avoid common trip-ups.

Why Use Tasks in Sugarcrm?

You might be tempted to skip CRM tasks and just stick with sticky notes or email reminders. But tasks in Sugarcrm are more than to-dos—they’re tracked, visible to your team, and (if you set them up right) actually help you stay organized. They also:

  • Keep everyone on the same page, especially if you’re juggling multiple deals.
  • Let managers see what’s moving and what’s stuck.
  • Tie directly to contacts, accounts, and opportunities—so you’re not hunting for context.

Of course, if your team never checks Sugarcrm, no tool will save you. But used properly, tasks beat spreadsheets or random emails any day.

Step 1: Log in and Find the Tasks Module

First things first: log in to your Sugarcrm dashboard. The layout can vary depending on your version or how much your admin has customized it, but the basic process is the same.

  1. Locate the Navigation Bar.
    Look for the menu at the top or side of your screen. You want “Tasks.” If it’s not visible, check under “More” or the “All” menu.

  2. Pin It (Optional).
    If you’re going to use Tasks a lot, pin it to your main navigation. Saves clicks later.

Pro Tip:
If your Sugarcrm admin has renamed modules (e.g., “To-Dos” instead of “Tasks”), go by the icon—a small checkbox or clipboard is usually the one.

Step 2: Create a New Task

Once you’re in the Tasks module, it’s time to add a new one.

  1. Click “Create” or “+” Button.
    Usually top right corner. If you don’t see it, you may not have permission—talk to your admin.

  2. Fill Out the Basics:

  3. Subject: The only field you absolutely need. Be clear: “Follow up with Acme Corp about proposal.”
  4. Status: Set it to “Not Started,” “In Progress,” or whatever matches the task’s reality.
  5. Start Date & Due Date: Be honest. Fake deadlines don’t help anyone.

  6. Priority: Don’t overthink this. Use “High” sparingly, or it quickly becomes meaningless.

  7. (Optional) Add Description and Related Records:

  8. Context helps future-you. Add a short description if there’s anything non-obvious.
  9. Link to a Contact, Account, Lead, or Opportunity if it’s relevant. This saves time later.

What to Ignore:
You’ll see extra fields like “Parent Type” or “Teams” in some setups. Unless your company actually uses these for reporting or permissions, don’t get bogged down. Fill out what’s actually useful.

Step 3: Assign the Task

Creating a task for yourself is fine, but the magic happens when you can assign tasks to others. Here’s how:

  1. Find the “Assigned To” Field:
  2. This should be on the main task creation screen.

  3. Start typing a teammate’s name and select from the dropdown.

  4. Set Notification Preferences:

  5. By default, Sugarcrm can send an email notification to the assignee. This is good if your team lives in their inbox, but can get noisy.

  6. If your team ignores these emails, consider turning them off and relying on the Sugarcrm dashboard instead.

  7. Save the Task:

  8. Double-check the details before saving—especially the assignee and due date.
  9. Hit “Save” (not “Save & New” unless you’ve got more to enter).

Pro Tip:
If you’re assigning a task to someone who never checks Sugarcrm, you’ll need to nudge them elsewhere. No CRM can fix bad habits.

Step 4: View and Track Tasks

So you’ve created a bunch of tasks. Now what?

  1. My Tasks View:

  2. By default, you’ll see tasks assigned to you. Filter or sort by due date, status, or priority.

  3. Team or All Tasks:

  4. Managers can switch the view to see tasks by user, by team, or for specific deals.

  5. Use filters to avoid getting overwhelmed.

  6. Dashlets and Home Page Widgets:

  7. Add a “Tasks” dashlet to your Sugarcrm home screen for a quick glance at what’s due.

  8. This is more useful than hunting through the full Tasks module every day.

  9. Bulk Updates:

  10. Select multiple tasks to update status or reassign in bulk. Handy for cleaning up after a busy week.

What’s Overhyped:
Sugarcrm’s reporting on tasks is only as good as the data you put in. If folks just check off “Complete” without entering notes, the audit trail isn’t much use.

Step 5: Edit or Update Tasks

Plans change. Here’s how to keep your tasks up to date:

  1. Open the Task Record:

  2. Click on a task in any view to open it.

  3. Edit Details:

  4. Update status, change the assignee, or adjust dates as needed.

  5. Add comments or attach files for more context. Sugarcrm isn’t great with file attachments (it’s clunky), so keep important docs elsewhere and just link them.

  6. Save Changes:

  7. Don’t forget to save, or your updates vanish.

Pro Tip:
If a task is obsolete, mark it as “Cancelled” instead of deleting it. That way, you keep a record without cluttering up your “open” list.

Common Pitfalls (and How to Avoid Them)

Here’s what trips up most teams, and how to dodge these headaches:

  • Task Overload:
    Don’t use tasks for every tiny thing (“Call Bob about lunch?” Really?). Focus on what matters for deals and customer management.

  • Unclear Ownership:
    A task with no assignee is everyone’s problem (so, nobody’s). Always set “Assigned To.”

  • No Follow-Up:
    Tasks marked “In Progress” for weeks are a red flag. Set realistic due dates and check in regularly.

  • Ignoring Sugarcrm:
    If your team refuses to use the system, tasks won’t help. Sometimes, it’s worth asking what’s getting in their way—clunky UI, too many fields, or just lack of habit.

  • Email Overload:
    Too many notifications and people start ignoring them. Use dashboards and regular reviews, not just emails.

A Few Workflow Tweaks That Actually Help

  • Templates:
    If you’re repeating the same set of tasks (like onboarding a new client), ask your admin to create task templates or use workflow automation. Saves time and mistakes.

  • Automations:
    Sugarcrm supports simple automations (“create a follow-up task when a deal moves to proposal stage”). Use these for routine stuff, but don’t overdo it—too much automation, and people tune out.

  • Integrations:
    If you live in Outlook or Gmail, sync your Sugarcrm tasks with your calendar. Just know that syncing isn’t always perfect—double check important deadlines.

Final Thoughts: Keep It Simple, Iterate Often

Don’t get bogged down chasing perfection. Start with clear, simple tasks tied to real work. Pay attention to what your team actually uses—and skip what they ignore. Tweak your workflows as you go. The goal isn’t to have every field filled in, but to make sure nothing slips through the cracks.

Sugarcrm’s task feature isn’t magic, but used right, it’s a solid tool for keeping your team moving in the same direction. Try it out, see what sticks, and keep things as simple as possible.