Best Practices for Task Management in Momentum AMS

Best Practices for Task Management in Momentum AMS
Tasks in Momentum AMS are a central way to track work, assign responsibilities, and monitor progress for insureds, policies, opportunities, and service requests. Effective task management ensures that nothing slips through the cracks, deadlines are met, and team collaboration stays organized.

This article outlines proven best practices for setting up, assigning, tracking, and completing tasks in Momentum AMS.

1️⃣ Organize with Clear Categories and Stages

Use Task Categories to group related tasks (e.g., Commercial Auto, Renewals, Endorsements).
Create Stages that reflect the actual workflow steps for that category (e.g., Request Loss Runs, Send Renewal Quote, Follow-Up).
Avoid editing or deleting categories/stages already in use, as this can cause system errors. If you need to phase one out, add “***DONOTUSE” to the name and create a new one.

2️⃣ Assign Tasks to the Right People

Always select an Assigned To user when creating a task.
For policies or insureds with multiple touchpoints, assign tasks based on role (e.g., CSR for documentation, Producer for follow-up).
Use Tags on tasks for easier filtering by work type or priority.

3️⃣ Set Due Dates, Priorities, and Reminders

Enter realistic Due Dates to ensure accountability.
Use Priority settings (Low, Medium, High) to help team members focus.
Add Reminders when creating a task or adding a related note:
- Choose the date/time.
- Decide whether to email the reminder, add it to the agency calendar, and/or send to additional recipients.

4️⃣ Keep Communication in the Task Thread

Use Notes for all updates related to a task so the history stays centralized.
Comments can be added under an existing note to keep context.
Access notes through the Activity History tab, at the bottom of the insured’s profile, or in the task detail screen.

5️⃣ Monitor Progress in Pipelines and Filters

Use the Tasks Overview pipeline to see all open tasks by stage.
Apply filters to find tasks by status, assigned user, due date, category, or tag.
Regularly review overdue tasks and reassign if necessary.

6️⃣ Link Tasks to Relevant Records

Always connect a task to the related insured, policy, opportunity, or claim.
This keeps all work connected to the right record and makes it easier to track activity history later.

✅ Best Practice:
Review and clean up your task categories and stages periodically. Draft changes on paper before implementing them in the system to avoid rework and data issues.