Applicable to the following Sastrify plans:

* Legacy includes all plans signed before February 29, 2024. 

With Sastrify, you can ensure that you stay on top of all activities surrounding a tool subscription or collaborate internally with various internal stakeholders, such as your finance or IT team, using a custom task feature. 

This feature is useful in several situations, such as:

• Reminding yourself, as the tool owner, of a task or activity that will take place in the future, such as: evaluating usage or finding potential alternative tools.
  
  
• Collaborate with other teams, such as assigning a task to your IT security team to review a tool for a specific compliance aspect.
  
  
• Assigning a task to the finance team to review budget before a renewal.

The custom task feature provides accountability, visibility, and ease of tracking compared to other communication channels. Cross-collaboration and activity tracking related to SaaS purchases and decisions can be centralized in Sastrify to make it your single source of truth. 

IN THIS ARTICLE

• Benefits of using Tasks
• Create a new task to a subscription
• Edit an existing task
• Complete a task
• Frequently Asked Questions

Benefits of using Tasks

1. Accountability

Assigning a person to a task gives you a clear view of ownership. There is no need to search for information later on who needs to be contacted regarding this specific task.

2. Visibility 

All open tasks and tasks specifically assigned to a user appear in a separate window on the account dashboard, so you can see and access them immediately after logging into the account.

3. Ease of tracking 

The task feature has its own tab, which prevents tasks from getting buried under comments and messages in other channels, such as Slack. Also, the assigned due date allows you to quickly see if the task is on track for completion!

Create a new task to a subscription

To create and add a new task:

1. Go to the Tool Stack section.
   
   
2. Select the desired tool or subscription.
   
   
3. Select the Tasks tab and click the New Task button.
   
   
4. This will bring up a detail view where you can enter key information.
   
   
5. Enter a title and description.
   
   
6. Assign the task to the correct assignee or person responsible for completing the task.
   
   
7. Set a due date.
   
   
8. Confirm your creation by clicking 'Create Task'.

Edit an existing task

If, after creating a task, you find that you need to make some adjustments to the task, such as revising the title or description, or changing the due date, you can do so by following these steps:

1. Go to the Tool Stack section.
   
   
2. Select the desired tool or subscription.
   
   
3. Select the Tasks tab and find the task you want to modify.
   
   
4. Click the 3-dot icon for that specific task and select "Edit".
   
   
5. Make the necessary changes.
   
   
6. Confirm your changes by clicking "Save Changes".

Complete a task

1. Select the desired tool or subscription.
2. Select the Tasks tab and find the task you want to mark as complete.
3. Click the "Complete Task" button.
4. Enter the completion details and add any relevant documents related to the completion of the task.
5. Confirm your completion by clicking "Save".

When the task is marked as completed, it will appear with a green checkmark in your to-do list, you can then click on it to see more details as shown below:

Frequently Asked Questions

Q: I cannot find the assignee in the drop-down menu. What should I do?

A: Before a user can collaborate in Sastrify or be assigned to a task, you need to make sure that this person is already invited to Sastrify and is an active user. To invite a colleague, go to Settings > Users & Authentication. Then click on the "Invite users" button. Fill in the details and send the invitation. After the person has accepted the invitation and the login has been created, you can go back and try to assign a task to this person.

Q: Which of the 3 user roles: Admin, Contributor, and Viewer can create custom tasks? 

A: Only users with the Admin and Contributor roles can create custom tasks. Viewers cannot create custom tasks. However, all roles can assign tasks and work on completing tasks. Refer to this article to understand different user roles and permissions.

Q: Can I assign more than one person to a task?

A: No, you can only assign a task to one person.

Q: Can I automate the creation of a recurring or routine task? 

A: Yes, you absolutely can! Based on a specific trigger criteria related to an event such as the launch of a new SaaS tool or an upcoming renewal, you can set up an automatic task creation to limit the need for manual effort. Please read this article for details.