Configure tasks

Tasks are the follow-up work that Lychee gives to your sales associates. Lychee creates almost all tasks automatically from a task definition that you make. A definition is an IF … THEN rule: if an event occurs, then Lychee creates a task (or a reminder). Sales associates see the tasks and do the work. See Work your tasks.

The task definitions are under Settings → Applications → Tasks (“Configure automated task definitions”), in the Definitions list. To make a definition, select Add.

How a definition works

Read each definition as if this event occurs, then do this action:

• IF — select a source (Interest, Special Order, Presentation, Appointment, Birthday & Anniversaries, and others). Then select a trigger. The trigger is when the source is created, or when its status is updated to a specified value (for interests, a status such as Allocated).
• THEN — create a task, or create a reminder a specified number of days before or after the event.

Lychee assigns the task to the person that the event concerns. For an interest, this person is the sales associate who recorded the interest.

The fields

• Name — an internal name for the definition.
• Enable Task — the switch that activates the rule. New definitions and the default definitions are off until you enable them.
• Title and Description — the text that the sales associate sees. Both fields accept Liquid. Thus, you can include the customer, brand, and product. For example: Notify {{customer.full_name}} {{brand.name}} {{product.name}} is Available.
• Required Action — what the sales associate must do to complete the task. No Action means that the sales associate only marks the task as done. Send Text means that the sales associate must send a text message from a Text Message Template that you supply.
• Task automatically expires / Expires After — optionally, make the task expire after a number of hours. This stops old follow-up tasks from staying in the list.

The interest follow-up tasks

Lychee includes two task definitions for interests. Both definitions are off by default. Enable them to give sales associates follow-up tasks at the correct time:

• Confirm Interest — Lychee creates this task when an interest is recorded. The task tells the sales associate to thank the customer and confirm what the customer wants.
• Confirm Allocation — Lychee creates this task when an interest is allocated. The task tells the sales associate to tell the customer that the piece is available. By default, the task expires in 48 hours. This period is the same as the auto-cancel window, so the reminder and the time limit end together. See Configure the interest list.