Using Tasks in Coordination with Notes and Opportunities

Using Tasks in Coordination with Notes and Opportunities
Tasks, Notes, and Opportunities in Momentum AMS are designed to work together to give your agency a clear picture of what needs to be done, why it’s being done, and how it ties into potential or existing business. By using these three tools in coordination, you can ensure smoother workflows, better communication, and complete tracking of client interactions.

1️⃣ Start with the Opportunity

Opportunities track sales or renewal efforts from start to finish.
Always create or link an opportunity when a new sales effort, renewal, or cross-sell process begins.
Set the Opportunity Stage to reflect the current step in the pipeline (e.g., Send Renewal Questionnaire, Present Proposal, Request to Bind).
This stage can guide what tasks need to be created next.

2️⃣ Create Tasks from the Opportunity

From the opportunity detail screen, create Tasks to break the work into actionable steps.
Assign each task to the appropriate team member with a due date.
Examples:
- CSR to prepare renewal proposal
- Producer to follow up on quote
Linking tasks to the opportunity ensures all work stays tied to the same sales or renewal effort.

3️⃣ Use Notes for Context and Communication

Add Notes to record details, decisions, or client communication related to the opportunity or task.
Notes can be:
- Associated with an insured, policy, opportunity, or task.
- Set as reminders if follow-up is needed.
- Sent as an SMS to the client (if applicable).
Example: If a client asks for changes during a renewal call, add the note under the related opportunity and link it to the policy.

4️⃣ Keep the Three in Sync

Opportunity Stage should match where you are in the workflow.
Tasks should reflect what needs to be done to advance the opportunity.
Notes should document what has happened so far.
This coordination ensures that anyone viewing the record understands the history, current status, and next steps at a glance.

5️⃣ Monitor in Pipelines

View the Opportunities Overview pipeline for sales and renewals.
Use the Tasks Overview to check open tasks by stage and user.
Keep both pipelines updated — closing tasks and advancing opportunity stages when work is completed.

✅ Best Practice:
Whenever a significant client interaction or update occurs, ask yourself:

Does this affect the opportunity stage?
Do I need to create or update a task?
Should I add a note to capture the details?

If the answer to any is “yes,” update all three accordingly.