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Managing Email Tasks

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Understanding Email Tasks

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What Are Email Tasks?

• Follow-up Actions: Items you need to complete
• Customer Requests: Things the customer has asked for
• Internal Actions: Tasks for your team
• Information Gathering: Data or documents to collect

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Task Creation Process

1. Task Identification
   • The AI identifies potential action items
   • Tasks are created based on email content and your Task Documentation
   • Not all emails will generate tasks
2. Task Structure
   • Title and description
   • Associated contact and account
   • Assigned user (when applicable)
   • Basic status tracking

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Task Documentation

• Manage Task Documentation: https://app.fabius.io/interactions/emails/settings/knowledge-documents/task-documentation

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How It’s Used

• Acts as the source‑of‑truth for valid tasks and naming conventions
• Guides which items should NOT be tasks vs. what belongs as subtasks or internal notes
• Provides instructions for populating task title, description, details, and subtasks
• Can specify preconditions, acceptance criteria, and sequencing/order for subtasks
• If something seems necessary but isn’t in the doc, Fabius does not invent a new task — it logs a question for internal follow‑up

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What to Include

• Allowed main task types (e.g., “Run demo for prospect”, “Send pricing proposal”)
• Disallowed items (e.g., FYIs, minor formatting changes, personal reminders)
• Naming patterns and field guidance (title, description, details)
• Typical subtasks with order and example communications
• Ownership/assignment hints and escalation rules (if relevant)

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Best Practices

• Keep it specific and action‑oriented; avoid vague categories
• Prefer one main task per underlying goal; use subtasks for steps
• Update the doc whenever your internal workflow changes
• Review created tasks weekly and refine the documentation as needed

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Viewing Tasks in Gmail

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Accessing Tasks

1. Open an Email
   • Click on any tracked email
   • Open the Fabius sidebar
2. View Associated Tasks
   • See all tasks generated from the email
   • View task descriptions and status
   • Access quick actions

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Task Information Displayed

• Title: Brief description of the task
• Description: Details about what needs to be done
• Status: Pending or Completed
• Associated Contact: Who the task relates to

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Managing Task Status

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Updating Tasks

1. Start / Complete / Ignore
   • Start moves a task to In Progress
   • Complete marks the task as Done
   • Ignore marks the task as Cancelled (use when no action is needed)
2. Sync Behavior
   • Status updates sync with Fabius instantly
   • When a task originated in an external system (e.g., HubSpot), closing it in Fabius may update status in that system as well
3. Track Progress
   • See which tasks are pending
   • Monitor completion rates
   • Identify blockers

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Task Updates and Progress

• Updates can modify title/description/details when the underlying goal becomes clearer
• Subtasks can be added, updated, reordered, or deleted; communication fields include what to say in outreach
• Progress events record status updates, subtask completions, blockers, and additional context

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Task Workflows

1. Email received → Task created
2. Complete action → Mark task done
3. Send follow-up email → Close loop

1. Customer request → Multiple tasks created
2. Assign to team members → Track progress
3. Gather responses → Compile information
4. Respond to customer → Complete all tasks

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Task Types

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Common Task Examples

• Send requested information
• Schedule meetings or demos
• Provide pricing or proposals

• Check on specific items
• Coordinate with team members
• Gather additional information