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Task guide

Choose CRM pipelines, tasks, and lease-expiration workflows

Decide whether work belongs in a Deal, Assignment, Listing, task, or current lease, then use the detailed workflow for that record.

10 minutes to learn, then 2 to 5 minutes per decisionFor CRM users deciding how to represent active workBeginnerLast verified September 6, 2026

Outcome

You can choose the correct CRM record, avoid duplicate lifecycle tracking, and connect every active opportunity to a next action.

Navigation path

CRM > Pipelines or Tasks

Access

Active CREBuilder subscription with CRM entitlement

On this page

Before you start

Data, sources, and access to prepare

  • A real opportunity, assignment pursuit, represented listing, follow-up action, or current lease

Choose one primary lifecycle record

CRM Deals pipeline with board controls and deal records organized by stage.

Short animated UI capture. No audio.

Choose the correct pipeline type and view, then distinguish a pipeline record from the tasks used to advance it.
Show where Deals, Assignments, and Listings are selected and how their lifecycles differ.
The record-type choice and current pipeline are visible.

Assignment, Listing, Deal, task, or lease

Start with the real-world object you are managing.

  • What are you tracking?Assignmentpursuing engagement
  • What are you tracking?Listingrepresenting property
  • What are you tracking?Dealtransaction expected
  • What are you tracking?Taskone action
  • What are you tracking?Current leaseoccupancy obligation
Choose one primary lifecycle record
RecordUse it forDo not use it for
AssignmentPursuit before a signed or secured engagementA transaction already being forecast for revenue
ListingRepresented property preparation, marketing, negotiation, and closeA buyer or tenant opportunity without a represented listing
DealTransaction stage, value, close date, GCI, offers, splits, and partiesA simple reminder
TaskOne owned action with an optional due timeA full opportunity lifecycle
Current leaseTenant occupancy, economics, expiry, and notice windowA generic one-time follow-up

Open the right board or task page

Orient users to pipeline type, board or list view, scope, stages, and ownership.
Pipeline type, scope, stages, and view controls are visible.
  1. 1

    Open the record family

    CRM > Pipelines or CRM > Tasks

    Choose Deals, Assignments, Listings, To do, or Lease expirations.

    Expected result: The selected workspace loads with its own filters and view controls.

    If this does not happen: If the wrong pipeline opens, use CRM navigation rather than changing a record to fit it.

  2. 2

    Choose board or list where offered

    Pipeline page > view toggle

    Use Board for stage-oriented work or List for sortable detail.

    Expected result: The same permitted records appear in the selected representation.

    If this does not happen: If a saved view preference seems stale, switch once and reload. Confirm no filters changed.

  3. 3

    Set record scope

    Page controls > scope

    Select Mine or Whole team when authorized.

    Expected result: Counts and records reflect the permitted ownership scope.

    If this does not happen: Own-scoped users cannot widen access through query parameters or saved choices.

  4. 4

    Set the Deal pipeline

    Page controls > Deal pipeline

    Select the applicable Deal pipeline.

    Expected result: Counts and records reflect the selected pipeline.

    If this does not happen: Check pipeline configuration if an expected choice is absent.

  5. 5

    Open one deal

    CRM > Pipelines > Deals > board card or list row

    Select the deal title.

    Expected result: The deal workspace opens with its economics, parties, offers, notes, and activity.

    If this does not happen: If you selected an Assignment or Listing pipeline, use that record card in place because those lifecycle records do not use the Deal detail workspace.

Pair stage truth with the next action

Demonstrate moving a pipeline card to the intended stage and verifying the settled state.

Short animated UI capture. No audio.

The card moves between stages and remains in the destination.
Show a pipeline record in its new stage with the next action retained.
The record appears in the intended stage with ownership and next action.
  1. 1

    Move only after a real milestone

    Pipeline board or record controls

    Use the available stage control to move the record after the real event occurs.

    Expected result: The record enters the intended active or terminal stage and stage age resets appropriately.

    If this does not happen: On pointer devices, drag the card. On touch devices, use the stage selector. If moved incorrectly, return it to the factual active stage. Use Reopen for Won or Lost records.

  2. 2

    Create the next follow-up

    Record context or CRM > Tasks

    Add a clear title, due time, and permitted assignee using the available form.

    Expected result: The task appears in To do and in linked context when created from a contact.

    If this does not happen: Do not promise company, property, or arbitrary relationship linking when the visible form does not offer it.

  3. 3

    Close terminal work explicitly

    Pipeline record > terminal controls

    Confirm Won or Lost only when the lifecycle is complete.

    Expected result: Terminal work is guarded from accidental board movement.

    If this does not happen: Return an accidental outcome to factual state through the supported Reopen action.

  4. 4

    Reopen resumed work

    Terminal pipeline record > Reopen

    Select Reopen when terminal work resumes.

    Expected result: The record returns deliberately to active work.

    If this does not happen: Dragging cannot reopen. If Reopen is unavailable, verify ownership and role.

Visible workflow is the guide boundary

The task API can store some contact or deal relationships, but the top-level create form exposes title, due time, and permitted assignee. Document only relationships users can create through the current screen.

Resolve record-choice and stage problems

Show a stage, ownership, or scope problem in the affected pipeline context.
The failed action and current record state are visible.
Show the pipeline record after the correct scope, owner, or stage action succeeds.
The record is visible in the expected stage and scope.
A record seems to belong in two pipelines

Likely cause: A mandate, represented listing, and expected transaction can coexist but describe different lifecycle objects.

  1. Name the real-world object for each record.
  2. Link context where supported.
  3. Keep values and stages specific to each lifecycle.
  4. Avoid duplicate Deal records for one contact and suite.
A stage cannot be deleted

Likely cause: The stage may be protected, terminal, capture-critical, or in use.

  1. Open stage administration with the required role.
  2. Choose a valid destination for in-use records when offered.
  3. Review the moved-record count before confirming.
  4. Keep required system stages.
A terminal card will not move

Likely cause: Won and Lost require the explicit Reopen workflow.

  1. Open the record.
  2. Select Reopen if the opportunity resumed.
  3. Then move it through active stages based on real milestones.

Final verification

  • Pipeline board or record controls: The record enters the intended active or terminal stage and stage age resets appropriately.
  • Record context or CRM > Tasks: The task appears in To do and in linked context when created from a contact.
  • Pipeline record > terminal controls: Terminal work is guarded from accidental board movement.
  • Terminal pipeline record > Reopen: The record returns deliberately to active work.
  • No blocking warning, failed status, or unresolved validation message remains in the completed workflow.

Related tasks

Manage Deals from pipeline review through transaction economicsWork Assignment and Listing pipelinesManage CRM tasks and calendar subscriptionsTrack lease expirations and renewal follow-up

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