Tasks and Appointments

1. Introduction

Tasks are used to assign users jobs to do before a due date with the ability to add reminders. Tasks can be entered into Partner manually by the user, or they can be ran automatically off the back of taking a step from within a workflow which inserts one into the case history in readiness for the user to take.

Tasks are very useful to keep on top of matters reminding users to carry out certain tasks by a certain date which could in some circumstances relate in a breach if the due date is missed and the task is not run especially on a key date.

Tasks are colour coordinated to help the user determine the state of the task at a glance:

When working within a matter, anything that has a “DUE” date needs to be completed using the icon with the green tick to make sure the task is marked as complete.

Complete Step			Process Step
	WITH A DUE DATE			WITHOUT A DUE DATE

Where to view and run tasks:

There are 3 areas to view and run tasks and are down to personal preference of working. All account to the same end result.

2. Partner Task List Icon

From the Home Tab select Task List the “down arrow” then

Lets break it down for ease of reference.

The Task List Filter/Calendar/Area where Tasks can viewed

FILTER

The Filter already defaults to the current user and shows all tasks up to today’s date including outstanding ones.

If you have many tasks you can narrow your results down using the “Step Description” field. The options here are “Contains/Start with”.

As a firm we do not use categories as each user has different categories with different colours within Outlook.

STEP ACTIONS AREA

	Process:  Runs the step. Use the COMPLETE (Green Tick) option below in case there are any further steps to take on the back of the task e.g. chasing letter/another task.
	Complete:  Runs and completes the step. Tasks must be completed for Matters to be archived.
	Postpone:  Allows the user to change the due date of the task to days, weeks, months in the future.
	Overdue:  If the step template has an 'Action Overdue' template set, then this will be inserted and processed.
	Open Task within Case Management History
	Deletes the Task
	Refreshes results if using filters
	Prints Task List
	Exit out of Tasks Screen

CALENDAR

The Calendar is defaulted to today’s date.

If you wish to view future tasks you can select a future date on the calendar part and it will show future tasks you have in black up to the date you have selected.

AREA WHERE YOU CAN VIEW YOUR TASKS

Within this screen you can view all your tasks.

You can either manage your tasks from this screen using the icons mentioned above or

	you can click on the Case Tab or
	double click on the task itself, which takes you into the case matter history to exactly where the Task is and complete the task from there using the green tick icon

Within the Tasks List you can re-assign a task to another user by right clicking on the specific task and selecting re-assign:-

Click on the down arrow to select who you wish the task to be re-assigned to. This will then be removed from your Task List into the re-assigned user’s Task List.

3. Partner Task Panel

From the main tabs in Partner select the “View” tab and then tick Task Panel.

The Task Panel can been seen on the left hand side of your partner screen as shown below:-

The Tasks tab allows the user to see all tasks that are assigned to them. It shows the number of tasks assigned, and allows the user to change the view of tasks to view;

• All Tasks 
• Tasks that are Due Today 
• Overdue Tasks 
• Tasks that are Due This Week 
• Future Tasks (Tasks due after this week)

You can right click on a task for the options below:-

• View in Case Manager OR Double click the task to be taken to the step in Case Manager. 
• Process: Will run the step. 
• Complete: Will run and complete the step. Tasks must be completed for Matters to be archived. 
• Postpone: Allows the user to change the due date of the task to days, weeks, months in the future. 
• Overdue: If the step template has an 'Action Overdue' template set, then this will be inserted and processed. 
• Step History to view the history of the task.

4. Microsoft Outlook Task List

You can view your tasks within Outlook and select the same for completion within Partner.

Double click on the task you wish to complete. Your screen will look like below:-

Double click on the “case” icon – a message will pop up – click “OPEN”

You will then be taken into the case matter history within Partner ready for you to Complete/Postpone the task.

ADDING A BASIC TASK 

Tasks can be created using the 'Freestyle' step, the 'Date' step, or on an existing document step within case manager (providing the step hasn’t already been processed/completed). 

(Adding tasks via a Freestyle step) 

This feature also copies into your Tasks within Outlook (if a due date is selected)

Within the case of a matter you can Insert a Free-Style step – doing this will add a note to the history of the matter only. 

If you tick Add Due Date (This turns the free-style step into a task) - Enter a name for the task and any notes – Click OK.

You can then enter the details of the Task as shown below-

(ADDING A TASK/APPOINTMENT VIA A DATE STEP) 

This feature also copies into the User’s Calendar within Outlook

Within the Case Management History you can Insert a “Insert Date” Task whereby something needs to be completed by a certain date. Enter a name for the task - Click OK.

This will then take you to the Properties screen where you can complete the relevant fields. The data required within this screen are very similar to the data you complete when within Outlook:-

After you have assigned a user to the task/appointment there is also a feature to invite attendees and check their outlook calendar/diary before creating the appointment.

Select the extra attendees you want include which will go into their Outlook Calendar too. Double click on the user to move it to the right hand side. (You can see above I have chosen STG). 

Before clicking the OK button look on the bottom half of the screen where you can select different Tabs to view which dates and times are available for the extra attendees you are inviting.

You can then click the “OK” button to save. You will then see your entry as shown below:-

It takes approximately 15 minutes for the entry to sync to Outlook:-

5. Adding tasks/appointments to an existing step (providing the step hasn’t already been processed/completed)

Insert a step choosing your template (I have chosen a blank letter to client in this example)

Right click on the document and select “Properties”. 

From the step properties screen you can add an appointment to the step or a due date as highlighted in red. If a due date click on “Change Task Due Date” button.