Matter Dashboard - Tasks

Tasks are actionable items that can be set up to enforce a workflow and ensure the matter team follows the required steps. Tasks can be created manually or generated via pre-defined tasks in the matter template. 

• A task can be assigned to one or more users. 
• A task can also be assigned to a distribution group. All members of the group will see the task on their list.
• A task can have multiple tags and one category.
• First Reminder and Second Reminder can be set to dates prior to the task due date. The assignees will receive a reminder email.
• If Escalation Email(s) are set up, the system will send an email if the task is not marked as completed by the due date.
• The user can attach one or more documents to a task. 
• The user can change the status of multiple tasks by selecting one or more tasks from the list and clicking on the “Change Status” button in the tool bar. 
• Multiple tasks can be marked complete at once by using the “Mark as Completed” button from the toolbar. 

Manual Tasks vs Automated Tasks

Tasks can be created manually and assigned to a user/group, or they can be generated automatically based on a “trigger” defined in the matter template. The automated tasks get created as a draft (pending) if the information required to generate them is not complete (e.g., matter fields, timekeepers defined in the matter template). Once the matter team or docketing manager enters all the required information, the automated tasks will be generated and assigned to the users automatically. 

A yellow strip in the “Matter Info” tab indicates that there are “pending Tasks” that require the user input to be generated. The user can click on “Preview Validations” to see the list of tasks and reasons why they are not activated. Once all pending tasks have been activated, the yellow strip will disappear. 

Search / Filter

The user can use the search bar to search all the matters’ tasks by subject, notes, tags, and matter information. The “Reset” button will create the search and display all tasks.

• By default, the task list will show “Active Tasks”. Active tasks are those that have not yet been completed or deleted.
• The user can change the default view by selecting a different option from the “Display” dropdown in the task toolbar.
• Tasks can be filtered by dates (due date), Task Owner, or Task Assignee via the task toolbar. 

Add Task

To add a task manually, click on the “New Task” button at the top of the task list. A pop-up screen will open that allows the user to input information to generate a task and assign it to a user or group of users.

• Subject, Due Date, Assignee and Owner are required.
• The user can attach any documents to the task.
• The user can assign a task to one person or a group/distribution list. 
• Tasks that are assigned to a group will show up on each members’ list, and as long as one member marks it as complete, it will be removed from everyone’s list. 

Re-Assign Tasks

Tasks can be re-assigned to other matter team members. To re-assign tasks: 

• Select one or more tasks by clicking on the checkbox at the right side of “Task Name”. 
• Click on the “Re-Assign” button.
• A pop-up screen will be displayed that allows the user to switch the task assignee. 

Sync Tasks to Calendar

If a task is especially important and requires having a corresponding calendar item, the user can use the “Sync to Calendar” button to create a connected calendar item for that task:

• Select one or more tasks from the list by clicking on the checkbox beside the task name.
• Click on “Sync to Calendar”.
• The system will create a calendar item for the task
  1. By default, the task assignee will be the calendar assignee. 
  2. The calendar start date will be set to Task Due Date.

It is important to note that after a calendar item is created for a Task:

• If the user changes the assignees for the Task or the corresponding Event, the assignee will not be synced between Task and Event. 
• Changing the Task or Event subject will populate to other connected items (related events or tasks).
• Task Due Date and Event Date are separate and will not synchronize after the initial creation (if the user changes them). 

Categorize / Flat List

By default, the task list displays a flat list of tasks. Clicking on the “Categorize” button will display tasks in groups. To return to the “Flat” list, the user can click on the “Flat List” button to switch the view.