Section 6A: Creating Tasks & Notes

Content Type: How-To

6.1 Create and assign tasks

Tasks track commitments and follow-ups. They can be created automatically from meetings and emails, or manually at any time.

Auto-created tasks

Lightfield listens to every recorded meeting and reads every synced email. When it detects a commitment — "I'll send you the proposal by Friday" or "Let's schedule a follow-up for next week" — it creates a task automatically and adds it to your inbox.

Control this in Settings → Tasks:

• Auto mode — tasks are created without review (recommended)

• Suggested mode — tasks appear as suggestions for you to approve or dismiss

Create a task manually via the agent

• "Create a task to follow up with Anthony at Thoughtium by Friday"

• "Add a task: send the revised proposal to Bailey at Withleaf — due tomorrow"

• "Create a task for Matt: review the Cavendish demo recording"

Create a task via the UI

Navigate to an account or opportunity → + New task → fill in title, description, due date, and assignee → Save.

Task fields

6.2 Link tasks to accounts and opportunities

Every task can be linked to one or more accounts and opportunities — so open action items are visible in context, right inside the deal or account they relate to.

Link when creating

Include the account or deal name in your agent prompt:

"Create a task to send the contract to Josh at 8flow"

Lightfield links it to the 8flow account and any active opportunity there automatically.

Link after creation

Open the task → edit the Account and Opportunity fields. Or via the agent: "Link the 'send proposal' task to the Acme Corp opportunity."

View tasks in context

• Open any account → see all open tasks related to that account

• Open any opportunity → see all open tasks for that deal

• Go to your home page → see all tasks assigned to you across all accounts

6.3 Create and update notes

Notes capture context that isn't in an email or meeting — observations, strategy, handoff notes, or anything worth remembering.

Create a note via the agent

• "Create a note on the Acme Corp account: Anthony confirmed budget for 9 seats and wants to close by end of April"

• "Add a note to the Thoughtium opportunity: instance is being cleaned up, proposal being revised for 9 power users"

Create a note via the UI

Navigate to an account or opportunity → + New note → write in the rich text editor → Save.

Notes support rich text formatting, inline links, and association with multiple accounts or opportunities.

Update an existing note

Via the agent: "Update the Acme Corp note: add that Anthony confirmed 9 power users and wants to start in May." Or open the note and edit directly.

Best practices

• Use notes for qualitative context that won't surface through email or meetings

• Link notes to both the account and the opportunity when a note is deal-specific

• Write a handoff note before transferring a deal to a new owner — it shows up immediately in the opportunity view