Task Sets are the heart and soul of Task Manager. To make Safari Portal's Task Manager work for you, ensure your Task Sets reflect your workflow. ✅
Jump to section:
- What is a Task Set?
- Where to manage your Task Sets
- Customizing Task Sets
- Applying a Task Set to a file
- Create and Delete a Task Set
- Tips & Tricks
What is a Task Set?
For lots of trips, you do the same series of tasks over and over again. Safari Portal makes it easy to repeat your workflow with a Task Set – a set of tasks you can apply to any trip. Create multiple Task Sets for different types of trips or clients. You can also select one to automatically apply to all your files.
Safari Portal gives you a sample Task Set to get you started. Read on to learn how to customize this set and make it your own, as well as how to create multiple task sets as needed.
Where to manage your Task Sets
- Open Safari Portal and navigate to your Task Manager on the left-hand side.
- Go to More → Manage Task Set.
Customizing Task Sets
Edit a task
All these edits can be done on the Manage Task Set page.
- To edit a task's properties in a Task Set, click the pencil
icon.
- To delete a task from a Task Set, use the trashcan
icon.
- Manually rearrange tasks by clicking and dragging the six dots next to the task's name.
Add a task
Get started by clicking New Task in the Task Set where you want to add a task.
📌 Note: Whatever you select will apply each time this Task Set generates tasks, including assigned team members. If you’re unsure who to assign or if it varies, choose the person who completes it most often. You can always edit individual tasks later!
- In Task Name, add the name of your task.
Tip: We recommend always starting a task with a verb to keep things consistent. - In Assign to, select who will complete this task from your list of team members (through scrolling or searching).
- In Task Type, select what category this task is. Select up to two task types. This will help you sort and find tasks later on.
If you select Email, add the subject line and email draft to the task. - In Due Date, set when this task will be due.
- Click the 1 to customize the number of days.
- Click into the before rectangle to customize before or after the triggering event.
- Click into start of the trip to customize what triggering event should be used to calculate the due date. Certain options only appear when selecting before or selecting after.
Applying a Task Set to a file
You've captured the things you do for every trip in a Task Set. Now it's time to apply it!
Automatically
If you want a Task Set automatically applied to all new trips in the future, toggle on Automatically add this Task Set to all my new files.
Manually
Add Set to a File will generate tasks for a specific trip or client based on what's in your Task Set.
- From the Task Manager homepage:
- Click Create New → Add Task Set to File.
- Select the Task Set you'd like, and the file you want to apply it to.
- Click Confirm to generate tasks for that file
- From the Manage Task Set page:
- Click More → Add Set to a File for the Task Set you want to use.
- From the dropdown, select the file by scrolling or typing its name.
- Click Confirm to generate tasks for that file.
Create and Delete a Task Set
- Navigate to the Manage Task Set page.
- To create a new Task Set, click Create New Set in the top-right and enter the name of the set. You’ll have a blank Task Set ready to add tasks!
- To delete a Task Set, go to More → Delete, and select Yes, I'm Sure. The Task Set will be permanently deleted.
Tips & Tricks
- Remember, you're not creating a one-off task! Tasks in the Task Set should capture things you do repeatedly, in some set series.
- Toggling on the "Automatically Apply Task Set" will only generate tasks for new files created after this point. You'll have to manually apply your Task Set to generate tasks for pre-existing files.
- You can also manually apply a Task Set to a file from the Task Manager dashboard.
Have fun creating and managing your Task Sets! ✅💞