Assigning Tasks

You can either set up task assignments individually on a matter by matter basis, or to the whole task template, so every time a matter is created that task will already be assigned. 

Assigning Tasks on a Matter

To assign a task to an individual or group simply Right Click on the task in the Progress Screen and select "Assign Task"

Assigning Tasks on a Task Template

You will need to be an administrator to assign tasks on the template

Tick Assign Tasks and then say yes to the popup question. 

Assigned by...

The only difference to the pop up shown below is that in the task template set up, you also have the ability to choose who its been assigned by (the default is the matter fee earner, but some firms will set up a fake user called "Task Assigner" or similar to show its an automated process

Assigning multiple tasks to the same group or user. 

On a matter level, you can highlight multiple tasks and assign them all at once. You can not do this in Task Templates. 

Set up

This will present this popup

Assign to...

Users

Users will allow you to select any individual in the system

Group...

Group will allow you to assign the task to a whole group. (See Article on Creating Groups Here) each member of that group will then be notified, and if someone completes the task, the notification will clear for all. 

Fee Earners Assistants and Fee Earner

These two are dynamic based on who the fee earner is on the case. If the Fee Earner changes for any reason, then the task assignments would too. You can set up assistants for a fee earner in the User Set Up

Assign...

This will show when the user will get the assignment. Often you would choose "Immediately", "Day its Due" or a "Custom Date" (which will enable you to choose any date)

If assigning a task from a task template do not select "Immediately", if you do the task will be assigned as soon as the matter is created. This often leads to confusion if you are assigning tasks later in the process (such as post completion/settlement tasks) 

Subject/Note...

This is a free type field allowing you to add extra information for the user/group you're assigning the task  to. 

Priority...

This will allow the user who receives the task to prioritise their task list.

Assign When....

This allows you to use Conditional Logic to choose to only assign it if something else is true. Such as "If Leasehold" or "If another task has not been ticked"

This section behaves the same as IF tokens in documents and Visibility on tasks and custom fields. 

Notify me...

Ticking this (ticked as default) will let you know when the task is done, deleted or marked as not required. 

When setting up from a task template, remember this will notify whoever you selected the task to be assigned by

Notification 

Once a task is assigned the user will get a notification:

 

and/or an alert:

depending how they've set their system up. 

(Users can check their settings in File>Alert Settings)

clicking on the  notification will present a list of all tasks assigned. Allowing the user to filter, or sort their task lists. 

Clicking the pop up alert will bring the user straight to that case.

Once the task has been ticked or marked completed, the notification will be removed. 

Editing or Deleting a Task Assignment 

To remove a task assignment right click on the task and select assign task. 

Then edit any information, or click Delete in the bottom right. 

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