Adding and Amending Tasks (Administrator)

Tasks

Tasks are items that appear in the Progress Screen. Essentially, they are a list of items that are required to be done to complete that Case and will show the Progress of that case.

Tasks can be various things like letters, emails, text messages, forms, bills, a web page, a note to make sure something has been sent or received, Land Registry integration, Search integration, AML integration, etc.

They are usually set up in order that the work is done and can be headed up into separate sections called Task Categories, such as File Opening (which are the tasks needed to be done before you make the Case live/active), Sale to Exchange, Sale, Abortive, etc.

Creating a New Task Category

Go to options > Matter Types and select the relevant one such as Purchase, Sale, etc. Then click on + sign to expand and go to Task Categories.

 

If there are any task categories set, they will show in this area.

To create a new task category, click on the Add button. This will bring up a new window that requires you to enter the name of new Task Category.

This can be conditionalised to only be visible under certain circumstances, such as only show the Abortive category if the matter status has been flagged as Abortive. Please speak to your Redbrick Business Consultant on how to do this if required or search the Knowledge Base for 'visibility'.

Click the OK button when this has been done.

The order the Categories show can be changed with the arrows along the top toolbar called Move Up and Move Down.

Editing a Task Category

Go to options > Matter Types and select the relevant one such as Purchase, Sale, etc. Then click on + sign to expand and go to Task Categories.

Highlight the Task category that you have created and want to edit, and then click on the Edit button.

Please note you cannot change system categories, which are the ones your system was originally setup with.

 

This brings up the window where you can then edit the name of the Task Category.

Then click OK to save. 

Deleting a Task Category

As above go to the correct matter type and find the Task Categories area.

Highlight the Task category that you want to delete and then click on the Delete button.

Again, please note that you cannot delete system categories. Neither can you delete a Task Category that contains any tasks with triggered actions on them.  You will need to remove the triggers before you will be able to delete the whole category.

This brings up a window asking if you are sure you want to delete the selected item. Select OK.

Adding a new Task

Go to options > Matter Types and select the relevant one such as Purchase, Sale, etc, then click on the + button to expand. Then click on Tasks.

If you are currently in a case for say purchase, and want to add a purchase related task, just select options > purchase > tasks.

If you have created Template Categories they will be shown as tabs along the top. You need to have Task Categories setup to add tasks to.

To add a new task, click onto the relevant tab and then click on the New Task button.

 

 

This will then bring up a new window.

Please Note that the Apply button will save your changes and keep you in that window to make further changes like adding a task trigger.

The Save button will save your changes and then close that window.

In this new window you can type in the name of the task in the Name field.

 

There are a lot of options in this window, some are explained below, and some are more advanced and are explained in our Adding and Amending Tasks Advanced user guide.

The Target Date is the order in which it sits within the tasks area. E.G you could add a task in at 0, then one at 2, then one at 4 target dates. This puts them in order and allows you to add tasks at a later date in between at target dates of 1,3,5 etc.

 

You can also say you want to add a new task X many days before or after an existing task. To do this, add the amount of target dates, flag if you want it to be before or after a task, and then select the existing task from the dropdown list.

There are various tick boxes:-

Required

– Leave this box ticked so that the task shows on the Progress screen.  Unticking it will result in the task being displayed as 'not required' and will be greyed out with a line through it, rather than make it a mandatory task.

Pre-Activation Task

– This is if a task needs to be completed before the Case can be made Active ie at Quote Stage.

Show to Clients Online

– This makes the task visible to clients that log into Track their Case.

Show to Agents Online

– This makes the task visible to agents that log into Track their Case.

As mentioned the other options below these are advanced task options. Again, if you wish to set visibility conditions on a task so that it appears or disappears based on specific circumstances, then search this knowledge base for 'visibility' to find related articles.

Then click on the Save button.

In the next window click on the Save button again once you have finished adding all tasks.

This has added the task to your Task Category list.

Editing a Task

Go to options > Matter Types and select the relevant one such as Purchase, Sale, etc, then click on the + button to expand. Then click on Tasks.

  

If you are currently in a case e.g Purchase, and want to add a Purchase related task, just select options > purchase > tasks.

Highlight the Task that needs to be edited and then select the Edit Task button (or double-click the task).

 

Make your changes within the window and once finished click on the Save button.

In the next window click on the Save button again when you have finished editing all tasks.

Deleting a Task

If you are deleting the task you must make sure there are no triggered actions against the task. If there are you cannot delete it until you have deleted the triggered actions set against the task. Please see the heading Deleting a Triggered Action from a task further on in this guide.

Follow the steps detailed above to navigate to the correct task list

Select the Delete Task button. If the system is happy that the task can be deleted it will bring up a window that asks if you are sure you want to delete the task.

Select Yes and the Task will be deleted.

You will not be able to delete a task that has triggers set against it, or that another task relies upon to set it's target date. First delete the task triggers, then locate the tasks that rely on this one for their target dates and edit them to point elsewhere. 

Then click on the Save button.

Adding a Triggered Action to the Task

There are various triggered actions that can be added to a task. This means that when a task is run it will automatically run the triggered action set against it such as a letter/s, forms, emails, or texts, integration with 3^rd parties, etc.

To add a triggered action to a task you must have created the task before as above.

Highlight the task that you wish to add a triggered action to, click on the Edit Task button. This brings up the tasks template window where you then click on the Actions button.

Select the Add button in the next window that shows.

From here you can select what triggered action you want to attach to this task. As you can see there are many options to choose from, and you can have multiple triggers against one task, e.g a client care pack with letters, forms and sending a text to the client.

In this example, we will add a letter as the triggered action, so select Documents, New Document.

 

Another window will appear and from here you select the type of document you want to attach from the Template Type dropdown list e.g. Client, Solicitor, Agent.

 

Highlight the letter you want to attach, select how you want it to be attached, such as a Word Document, Email, PDF, etc by clicking on the dropdown list in the Action field, and then click OK. This then adds it to the Task.

If you wish to, you can set these up to open more than one document at a time by clicking in the Attachments area of the window and then repeating the steps above to select multiple things.  This works very well if you have your original document set to be created as an email (the template wording gets pushed through to the body of an email rather than being created as a Word document or a PDF) and will then add all the documents you select individually in the attachments area, as an attachment to that email).  This is an easy and time-saving way to open multiple documents at once or creating and adding them straight on to an email.  Speak to your BC for more advise on how best to do this.

You can add more triggered actions by clicking on the Add button.

  

When all triggered actions have been added to this Task click on the Close button.

It will bring up the window below that shows a triggered action has been added.

  

Then click on the Save button.

In the next window click on the Save button again once you have finished making changes in the task area.

Editing a Triggered Action from a Task

Highlight the task that you wish to edit a triggered action on, click on the Edit Task button. This brings up the tasks template window where you then click on the Actions button.

 

If there is more than one task trigger, highlight the trigger you want to edit, then click on the Edit button.

Within the next window you can change the task that is set to be the triggered action. In this example we are changing the letter originally selected. Once you have found the trigger you want to edit, highlight it. 

Then click on the OK button to save your changes.

Close the next window, then click on the Save button, then in the next window the Save button again.

If you have more than one task trigger attached to a task, you can also move the order in which you would like a task trigger to appear when the task is ticked by going into the task triggers by selecting the Edit button. Then you highlight a task trigger and then by clicking on the Move Up and Move Down buttons.

 

When you close that window you then click on the Save button on the next window, then the Save button again on the next window.

Deleting a Triggered Action from a Task

Highlight the task that you wish to delete the triggered action on, click on the Edit Task button. This brings up the tasks template window where you then click on the Actions button.

In the triggered actions window, if there is more than one task trigger, highlight it, then click on the Delete button. This brings up a new window asking if you are sure you want to delete the triggered action. Select OK.

When you close that window you then click on the Save button on the next window, then the Save button again on the next window.

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