Overview
Managing tasks and workflows in Docketwise is easy. Tasks and task lists help you and your teammates stay on top of all activities and simplify your workflows. Additionally, tasks can be assigned to client's via the client portal for any tasks they need to complete.
Contents
Creating and Managing Tasks
You can create new tasks from the Tasks index, a contact page, or from matter page. By default, tasks are assigned to the user that creates them. However you can assign a task to any staff member at your firm by adding the staff member to your Docketwise account.
To create a task, you will need to follow the steps below:
Navigate to the Tasks index (where all tasks appear) or the tasks tab from a specific contact or matter's overview page.
Note: if you create a task from a contact/matter overview page, the task will automatically be assigned to that contact/matter.
Type in your task at the top of the page
Hit the Enter key on your keyboard
To import tasks from a task list, you will need to follow the steps below:
Navigate to the Tasks index (where all tasks appear) or the tasks tab from a specific contact or matter's overview page.
Click the Import Task List button
Choose the client, matter, and staff assignees
Click the Import button
Creating and Managing Task Lists
The most powerful feature of tasks is the ability to create reusable "task lists". With task lists, you can generate long lists of tasks, steps, workflows and prefiling instructions in seconds whenever you begin working with a new client or matter.
In order to create a task list, you will need to follow the steps below:
Navigate to Settings > Tasks Lists
Click the New Task List button
Give your task list a name and click the Create Task List button
Add your tasks by typing out each task and hitting the Enter key on your keyboard
Note: Updates and changes made in the task list settings will be saved automatically.
If you wish to add a default duration/deadline for tasks within a task list, simply click the edit icon and enter a duration (in days) and/or a default assignee.
In order to edit a task list that is already created, you will need to follow the steps below:
Navigate to Settings > Tasks Lists
Click the edit icon pertaining to the task list you wish to edit
To make any edits to a specific task (name, duration, or default assignee), simply click the edit icon pertaining to the task you wish to edit.
Setting Automatic Due Dates Using Reference Dates (Alpha)
Note: This functionality is currently in Alpha and is not available to all customers.
In addition to setting due dates based on duration (number of days after task creation), DocketWise now offers the ability to set automatic due dates based on reference dates. Reference dates are specific immigration-related dates stored at the contact level, such as date of birth, US status expiry date, or other key immigration dates.
How Reference Dates Differ from Duration-Based Due Dates
Duration-based due dates: Tasks are automatically assigned a due date that is a specified number of days after the task is created
Reference date-based due dates: Tasks are automatically assigned a due date that is calculated based on a specific immigration date associated with the contact, either before or after that date
This gives you greater flexibility in managing deadlines tied to important immigration milestones rather than task creation dates.
Setting Up Reference Date-Based Due Dates
To configure a task within a task list to use reference dates:
Navigate to Settings > Tasks Lists
Click the edit icon pertaining to the task you wish to edit
In the "Edit task setting" modal, under "Assign automatic due date," select the From Reference Date radio button
Select the appropriate reference date from the dropdown (e.g., date of birth, US status expiry date)
Specify whether the task should be due before or after the selected reference date
Enter the number of days before or after the reference date
Set a default assignee if desired
Click UPDATE to save your changes
Current Limitations: Reference dates are currently only available at the contact level. Reference dates for custom attributes or Matter attributes are not yet supported.
Task Lists and Matter Workflows
Task lists can also be utilized in matter workflows, adding a layer of automation and further optimizing productivity and processes that you thrive on.
When task lists are utilized in matter workflows, both the task duration and default assignees will be applied to the tasks created. Click here to learn more!
Sharing Tasks with a Client
Tasks can also be shared directly with clients for work that needs to be completed by them. To do this, you will first need to make sure that your client's client portal or HR portal has been activated.
After the task has been shared with the client, they are able to mark the task as complete so you can know what is still pending.
Click here to learn more!