Getting started with Tasks
In this tutorial, you’ll learn the basic steps of working with Tasks so you can assign tasks to users or contacts and set their priority or status, or set reminders for them.
Table of contents
Creating a Task
To start creating a task, do the following:
- Go to the Tasks window or the Tasks tab in a Matter or Contact dashboard.
- Click the Add Task button.
Once in the Add Task panel, fill in the fields as described below:
- Task Name: Enter a suggestive title for the task.
- Description: Enter a description for the task.
- Assignee: Select who the task will be assigned to, based on where it is created:
- From the Task window: You can only select one or several users.
- From a matter: You can select a contact or a user.
- From a contact: The assignee will be that contact and it cannot be modified.
- Set the task as private/public: Set the visibility of the task.
- Public: All users and groups with permissions on the matter, if one is selected, can view/edit/delete the task.
- Private: Only the creator, assignee, and administrators will be able to view/edit/delete the task, even if a matter has been selected.
- Priority: Set the priority of the task.
- Matter: Select a matter if the task is directly related to it.
If the task is created from a matter, this field will already be filled in and cannot be modified.
- Reminders: Add a reminder to notify users or
contacts before the task is due:
- Click the Add Reminder button.
- Select the Firm User/Contact to be notified.
- Set the time units to notify in advance (for example, 5 hours or a week).
- Repeat these steps for each reminder you want to add.
An email notification will be sent to the selected person when a reminder date is reached.
- Due Date: Set the due date of the task, you have two options:
- Due at: Select the due date.
- Due in: Set the due date before or after the due date of a previously created task for the selected matter.
This option allows you to cascade tasks for a matter and for this you must:
- Set the time units.
- Select a period (Calendar periods include weekends).
- Select whether the task will be due before or after the due date of the task to select.
- Select the task based on which the due date will be generated.
In the image below, the task will be due 15 days before the “Write documents…” task due date, including weekends.
Once finished you can:
- Click the Save button.
- Click the Save and associate time entry button to record the time spent on the task if an unclosed matter was selected.
Once the task is created:
- If the task was created for a matter and/or assigned to a contact, it will be available in the Tasks tab of the respective dashboards.
- An event will be created in the Task calendar to remind the task assignee or other firm users of its due date.
- The task will be displayed in the assignee’s My Tasks widget if they are a firm user.
Editing a Task
To start editing a task, do one of the following:
- Go to where the task is:
- Tasks window.
- Tasks tab in the Matter or Contact dashboard that contains it.
At the beginning of the task row in the table, use one of these options:
- Click the Edit () button.
- Click the action selector and then click the Edit () button.
- Go to the Schedules window and:
- Click on the task event.
- Click the Edit () button on the event card.
From the Edit Task panel:
- Make any changes you need by following the steps outlined in the section Creating a Task.
- Once finished you can:
- Click the Save button.
- Click the Save and associate time entry button to record the time spent on the task if an unclosed matter was selected.
Before editing the task, consider the following:
- If the task was completed before editing, it will lose this status.
- Tasks with associated time entries cannot change the selected matter.
Once the task is updated:
- The task will be displayed or removed from the assignee’s My Tasks widget depending on whether the assignee changes (only if the assignee is a firm user).
- The task will be available on the contact’s Tasks tab if it has been reassigned to a contact.
- The task will be available in the Tasks tab of the associated Matter if one is selected or the current one is changed.
- The task event will be updated in the Task calendar.
Marking Tasks as completed
To mark a task as completed, do one of the following:
- In the My Task Widget:
- Click the Complete Task () button at the bottom right of the task.
- In the modal that is displayed, click Yes to confirm.
- Go to Task Window or Tab Task in the Matter or Contact dashboard:
Mark a single task as completed
- Click the action selector next to the Edit () button at the beginning of the task row in the table.
- Click the Mark as Completed () button.
If the task was created for an unclosed matter and does not have an associated time entry, you can:
- Simply mark the task as completed.
- Mark the task complete and also add a time entry to record the time spent on it.
Mark one or more tasks as completed
- Check the tasks you want to mark as completed.
- Click the Mark as completed () button in the action selector.
Marking Tasks as incomplete
To mark a task as incomplete, do the following:
- Go to Task Window or Tab Task in the Matter or Contact dashboard:
Mark a single task as incomplete
- Click the action selector next to the Edit () button at the beginning of the task row in the table.
- Click the Mark as Incomplete () button.
Mark one or more tasks as incomplete
- Check the tasks you want to mark as completed.
- Click the Mark as incomplete () button in the action selector.
Before you perform any of these actions, note the following:
- The My Tasks widget will only display incomplete tasks.
- The actions to perform will be the opposite of the current state of the task.
- Changing the status of a deleted task will undo the deletion.
- Bulk actions are not allowed for deleted tasks, so the status change must be done individually.
Deleting a Task
To delete a task, do the following:
First, go to where the task is:
- My Tasks widget, note that only tasks assigned to you will be displayed.
- Schedules window.
- Tasks window.
- Tasks tab of the Matter or Contact dashboard that contains it.
If you are in the My Tasks widget:
- Click the Delete Task() button at the bottom right of the task.
If you are in the Schedules window:
- Click the Delete task () button on the associated event card.
If you are in the Task window or any Task tab, use one of these options:
- Delete a single task
- Click the action selector next to the Edit () button at the beginning of the task row in the table.
- Click the Delete () button.
- Delete one or more tasks
- Check the tasks you want to delete.
- Click the Delete () button in the action selector.
Finally, regardless of the way you used:
- In the modal that is displayed, click Yes to confirm.
Consider the following before deleting a task:
- Tasks with associated time entries cannot be deleted.
- Completed tasks cannot be deleted.
- Deleted tasks will be sent to Trash, where they can be restored later or permanently deleted.