How to Configure Task Settings, Categories and Labels in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature - no add-on required.
Overview
Task settings control how much structure your team is asked to fill in on every task. You decide whether the status and priority fields are used at all, and you maintain the categories and labels that classify tasks for filtering and reporting.
Getting this right early keeps the task form short for small teams and detailed enough for teams that report on task data.
How It Works
The settings apply to the whole company, so every task form and every task list reflects them.
Decide the fields → Switch them on or off → Create categories → Create labels → Verify on a task
- Switching the status or priority field off removes it from the task form, so users are not asked for data you will not use.
- Categories are the primary grouping for tasks and are useful when reporting on types of work.
- Labels are lightweight tags; a task can carry labels alongside its category.
- Categories and labels are company-wide, so they are available across projects rather than being re-created per project.
Who Can Use This Feature?
This functionality is available only to Administrators.
Administrator
- Switch the task status and priority fields on or off for the company.
- Create, edit and delete task categories.
- Create, edit and delete task labels.
Prerequisites
- An Administrator account with access to the account settings area.
- An agreed list of the categories and labels your team needs, so you are not creating them one at a time.
For Administrators
Step 1: Open task settings
What to do: Open the task settings area for the account. This is where the task field toggles, categories and labels are maintained.
What to verify: Confirm you can see the existing categories and labels before making changes.
Step 2: Decide whether status and priority are used
What to do: Switch the status field and the priority field on or off according to how your team works. Leave priority on if you want users to triage work; switch it off if every task is treated equally.
What to verify: Open a task and confirm the fields you kept are present and the ones you switched off are gone.
Step 3: Create the task categories
What to do: Select Add and create one category per type of work your team reports on. Use short, distinct names, because the category is what appears in filters.
What to verify: Create a test task and confirm each category can be selected.
Step 4: Create the task labels
What to do: Select Add and create the labels your team will tag tasks with. Keep the list short; a long label list is rarely used consistently.
What to verify: Confirm the labels can be applied to a task and used to Filter the task list.
Step 5: Communicate the convention
What to do: Tell your team which category to use for which work and what each label means. Settings alone do not create consistent data.
What to verify: Review a week of new tasks and confirm categories and labels are being applied as intended.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Status field in use | Controls whether the task status field (incomplete or completed) is presented on tasks. | Yes |
| Priority field in use | Controls whether the task priority field (low, medium, high) is presented on tasks. | Yes |
| Task category | A company-wide grouping applied to tasks and available for filtering and reporting. | No |
| Task label | A company-wide tag applied to tasks alongside the category. | No |
Expected Result
The task form across the company reflects your field choices, and the categories and labels you created are selectable on tasks and usable in Filter on the task list.
Service Organisation Context
Categories are where a service organisation encodes its own service lines or work types - advisory, implementation, support, rework - so that task reporting can later compare volumes across engagements rather than counting undifferentiated tasks. Labels suit lighter distinctions a firm wants to filter on without adding another category. Keeping the list short matters more here than anywhere else, because inconsistent classification by consultants across several clients makes the reporting unusable. The same settings let non-service accounts strip the task form back to a title and an assignee where no reporting depends on it.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- These settings are company-wide. Switching a field off affects every team and every project in the account.
- Taskboard columns are a separate piece of configuration from the status field. Review both when you change your workflow.
- Confirm the effect on existing tasks before deleting a category or label that is already in use.
- Task settings do not control who sees which tasks. Record visibility comes from the ownership-based permission scopes.
Common Scenarios
Example: a small team that wants less form-filling. The Administrator switches the priority field off and keeps three categories only, so creating a task takes seconds.
Example: reporting on types of work. A services company creates categories for the work types it bills, then uses the task reports to compare volumes by category each month.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Users report the priority field has disappeared | The priority field has been switched off in task settings. | Switch it back on if your team needs it. |
| No category can be chosen on a task | No task category exists for the company. | Create the categories in task settings. |
| The settings screen cannot be opened | The signed-in user is not an Administrator, or lacks access to the settings area. | Sign in with an Administrator account. |
| Reports group tasks inconsistently | Categories and labels are being applied differently by different users. | Reduce the list and publish a short convention for your team. |
Frequently Asked Questions
What is the difference between a category and a label?
A category is the primary grouping for a task. Labels are additional tags that can be applied alongside it.
Can different projects have different task categories?
Categories and labels are maintained for the company and are available across projects.
Does switching the status field off stop tasks being completed?
The documented behaviour is that the setting controls whether the field is used on the task. Confirm your team's completion process on the taskboard before switching it off.
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