WORKING WITH THE TASK MANAGER MAY 2018 The Task Manager allows users to handle file tasks and reminders. All ACL users at the firm will have access to all tasks created for all files (subject to any ethical walls which the firm might have in place). Files Page - Next Task and Status columns Two columns on the Files page identify the Next Task and Status for each file. Next Task The date displayed will reflect the due date of the next incomplete task. If a file has an overdue task, that task's due date will be displayed. Status An icon will display to alert the user of the status of a task: Deadline and overdue (red) Task overdue (red) Deadline and due today (yellow) Task due today (yellow) Deadline due in the next X days (grey) Task due in the next X days (grey) Scheduled Deadline (more than X days) www.korbitecinc.com 8 King Street East, Suite 1200, Toronto, ON M5C 1B5 416-363-1650
Part 1 Task Pane Overview The Task Pane on the right remains visible regardless of where in ACL users may be. It shows the monthly calendar, tasks displayed for several days in advance (number determined by the firm), as well as icons to add a new task, to add a new task set, to run reports, and to synchronize tasks with MS Outlook. Task Pane (Files, Correspondence, Court Forms) Tasks can be displayed one of two ways: 1. My Tasks This will filter the tasks to show only those that have been assigned to you. This is the preferred view as it will display all your tasks for all files. 2. File Tasks This will filter the tasks to show only those that relate to the selected file in the Files list. Calendar Dates that are in bold indicate that a task is due on that date. When displaying My Tasks, click on a date to display the tasks that are due. The calendar can be removed from the display by clicking the icon above it. Today This displays tasks that are due today or overdue. Tasks will also include a symbol to indicate its status. Next 7 Days Displays upcoming tasks. The number of days displayed has been determined by your firm and can be adjusted by the firm s ACL Administrator. Completed Depending on your user settings, Tasks that are marked as complete will either be checked off and moved to the Completed category or will no longer be displayed. NOTE: The My Tasks filter will display any task for which you are an owner, including ethical wall restrictions. The File Tasks filter will not show any tasks for a file with an ethical wall restriction.
Task Pane (Current File) Tasks for the Current File can be managed from the Tasks Pane, as follows: Group Menu Tasks can be grouped by: No Grouping, i.e. Tasks will be listed in this order: Overdue with Deadline, Overdue, Scheduled, No Date, Completed Task Status, i.e. Overdue, Due in the next 7 Days, Scheduled, No Date, Completed Task Set, i.e. To-do or a Task Set name Show Only My Tasks This function will filter the list of tasks on the file to show only those tasks assigned to you.
Part 2 Working with Tasks Adding a Task From the Tasks Pane, click the Add Task icon. Entering the Task Details File This will populate with the file number/name of the current file for which the Task is being created. Task Enter brief details of the Task to be completed. Due Date Enter the date the Task is due, if required. Date Calculator To assist in the calculation of future due dates. Deadline If the date has a statutory or other deadline to be met, check the box. A Deadline Task will display in bold text in the Task List. Synchronize (to Outlook as) Select either Outlook Task or Calendar Appointment to create the desired item in Outlook. For appointments, you can also set the start and end times or set as an All day event. Outlook Reminder To add an Outlook pop-up reminder, select the date and/or time. E-mail Reminder Dates To be reminded to complete this Task, click Add Reminder to enter a date for the reminder. Reminders can be set to a specific date or set relative to the Due Date of the Task. Relative reminder dates are indicated by an asterisk. Multiple reminders can be added to a Task.
Assigned To The creator of the Task will appear automatically in this field. To add additional assignees, click Assign to and choose from the list provided. The creator of the Task can also be removed from the Selected Users, if the creator does not need to be assigned the task. Notes Complete this section if additional details are required. Attachments Files can be attached to a Task by clicking the paper clip icon. NOTE: Files must be located on a network drive, a local drive or the desktop, not in a Document Management System. Completed A Task can be marked as complete by checking this box and the completed date can be adjusted, if necessary. Status This will populate automatically depending on the data entered above. A Task can be Not Scheduled, Unresolved Date, Scheduled, Due Today, Overdue or Completed [date] by [user]. Calculating a Due Date The Date Calculator allows the user to determine a due date based on: a date selected from the calendar the due date of another task on the same file, or the completion date of another task on the same file The user can Count forward or backward (negative numbers, e.g. -35) the necessary number of days, weeks, months or years as selected from the drop-down.
Users will need to know the Rules to Include Weekend Days or Include Public Holidays in the date count. If the calculated date falls on a non-workday, users can choose to date the task on the prior, next or closest workday. NOTE: If the due date or completion date of the other task has not yet been determined, the new task will have an unresolved date until the previous task is assigned a due date or the task is marked as complete. Adding Attachments To add an attachment to a task (or calendar appointment), click the paper clip icon beside the Notes section. Users will then be prompted by the File Explorer window to search for and select the file(s) to be attached. Multiple files can be selected, and the files will be attached as copies. Files must originate from a local, or network drive, not from a document management system. Attachments will be displayed below the Notes section. Clicking on the drop-down arrow of the attachment allows users to either Save or Remove the attachment.
Editing a Task There are a couple of ways an existing task can be opened for editing: Right-click on a task located within the Task Pane and select Edit Task. Double-click on a task within the Task Pane. Make the necessary edits (e.g. change the assigned users, reminder dates, add notes, mark as complete, etc.) and click OK. Deleting a Task From either My Tasks or File Tasks, locate the task within the Task Pane. Right-click on the task and select Delete task. Completing a Task From either My Tasks or File Tasks, locate the task within the Task Pane. Right-click on the task and select Mark as complete. When a task is completed, the user can, if necessary, adjust the completion date. NOTE: A correct completion date is important for a task with a calculated date to have the correct due date (see Calculating a Due Date above).
Synchronizing a Task/Calendar Appointment with Outlook ACL tasks/calendar appointments will automatically synchronize with Outlook (if this setting is enabled). ACL tasks that are subsequently edited in Outlook can also be synchronized back to ACL: By selecting the Synchronize with Outlook icon in the Task Pane. By going to the Admin menu Tools Synchronize Tasks with Outlook. Tasks created in ACL will be added to the tasks in Outlook and listed as ACL Tasks. Tasks that are created as Calendar Appointments in ACL will be added as appointments in Outlook and stored in ACL Calendar.
The calendar appointment can be opened and edited in the ACL Calendar directly in Outlook. Any attachments added to the appointment in ACL will also be accessible. ACL calendar appointments that are subsequently edited in Outlook can also be synchronized back to ACL, as described above. NOTE: Tasks created in Outlook cannot synchronize with ACL. Tasks must be created in ACL for the synchronization. Re-Assigning Tasks One Task - From either My Tasks or File Tasks, locate the task within the Task Pane. Right-click on the task and select Reassign Task. A dialog will open for the user to Add, Replace or Remove assigned users. One File s Tasks From the Files list, right-click on the file and select Reassign Tasks. A dialog will open for the user to Add, Replace or Remove assigned users for a specific user s tasks on that file. The dialog allows the user to only reassign tasks for a specific time period (e.g. maternity leave, vacation). All Files - Only the ACL Administrator can reassign tasks for all files in ACL.
Task Sets A Task Set is a pre-defined set of tasks which typically apply to a legal proceeding. Task Sets are configured by the ACL Administrator. To select a Task Set to add to the file, choose Add Task Set from the Task Pane. From the drop-down menu, select the required Task Set. To apply the Task Set: Complete the Description of the Task Set (for identification within the file, if desired). Select/De-select the tasks to include/remove. Enter the required dates for the various tasks dates can be left blank if not known. If a task has a Relative Due Date set, the Actual Due Date will be calculated automatically once the calculated from date is entered. In the sample above, once the Actual Due Date of the Motion date has been entered, ACL will automatically calculate the two Actual Due Dates for the tasks with the Relative Due Dates. Select the Assigned Users for each task in the set. Click OK to add the task set to the file. Once added to the file, the individual tasks can be edited to add any further details, add or change dates, notes, reminders, or assigned users.
Part 3 Task Manager Reports Task reports can be accessed in the Admin menu: Reports Tasks: Current File This report lists all Tasks for the Current File in a Word document. Tasks: My Notifications The firm may have designated a set time for recipients to receive this report in an email. Alternatively, this report can be assembled from the Reports menu at any time. It will list any Overdue Tasks, Tasks Due Today, Reminders and Notifications for the user.
Tasks: User Report This report will detail any Overdue Tasks, Scheduled Tasks and Tasks with no Date for the user specified. This report can be printed or exported to Excel. Users can filter the report by entering the required text in the filter text box for any column(s) and by selecting a specific User, or All Users from the drop-down at the top. Tasks Pane Task reports can also be accessed from the Task Pane. Select the filter for the Report. Show My Tasks will generate the "Tasks: My Notifications" report. Show File Tasks will generate the Tasks: Current File report. Select the Generate Report icon to create the selected report in Word.