Table of Contents 2. Table of Contents

To-Do Package Setup Table of Contents 2 Table of Contents Overview ..................................................................................
Author: Lenard Stafford
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To-Do Package Setup

Table of Contents

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Table of Contents Overview ........................................................................................................................................... 3 Creating a Simple To-Do Package ................................................................................................... 3 Assigning a Basic To-do Package .................................................................................................... 7 By Completion of Prior Item .............................................................................................................. 8 Statute of Limitations\Settlement\Case Closed Date ........................................................................ 9 Repeating Task ............................................................................................................................... 10 Linked Tasks ................................................................................................................................... 11 Date Case Opened ......................................................................................................................... 15

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Overview

To-Do Packages Overview Select this option to setup a package of task /to-do items that can be assigned to cases and users. To-Do Packages can go from a simple group of To-Dos to a complex package that has multiple outcomes including email notifications.

Creating a Simple To-Do Package This section will discuss the setup of a basic SOL To-Do package and later will discuss some of the other options and complexities that can be added. Please note: A good idea would be to setup a test case that you can assign these packages to as you are building them. This will help you see exactly what the package will do when assigned and completed to ensure you are getting the desired results.

When you go into the To-Do Packages option under System Setup you will see the above screen that will give you the ability to Modify an existing package, Add a new package, Delete an existing package or start a new package by Duplicate an existing one. For our purposes we will Add a new package.

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Creating a Simple To-Do Package

In the Package Name field type in the name of your package. For this example we will call our package SOL Warnings. Next, select the Add button to add the first To-Do item to your package. You will see the following fields: User/Staff Member – If User is selected then the person assigning the package will be marked as the person responsible for this item. If Staff Member is chosen then staff assigned to the case under the selected role will be assigned this item. Please note: These settings will only apply for the individual item and not all items in the package. It is possible to assign this item to the user and other items in the package to Staff Members on the case. Repeating Task – This is used to create a To-Do item that repeats itself each time it is completed and will be discussed later in this manual. Item Triggered By – Select when this item in the packaged should be assigned from the following options: When Added to the Case – Item will be added to the case then the package is assigned. By Completion of Prior Item –Item will only be assigned when the previous item has been completed. Manually Started – Item will be launched as part of a linked task. Statute of Limitations Date – Item will be launched when a new Incident record is entered. Settlement Date – Item will be launched when a new Settlement record is entered. Case Closed Date – Item will be launched when a closed date is entered for the case. For this package we will choose When Added to the Case.

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Creating a Simple To-Do Package Desc – Enter a description of the item that needs to be completed. Comments – Enter any additional information that pertains to this item. Reminder/ Deadline - When assigning a package you will have a Target date field. The reminder and deadline dates will then be calculated based on that date. If the number is positive then these dates will be set in the future and if negative then the dates will be set prior to the Target date. The above example is set to warn the user 30 days prior to the SOL date expiring so these fields are set to -30. Count By – When counting out the days for the deadline/reminder dates select to count either by Calendar or Business days (Monday – Friday). The above example is set to Calendar Days Weekend/Holiday – This tells the program where to assign the deadline/reminder date should it fall on either a Weekend or Holiday. Please note: Each firm has different Holidays it may recognize so these are set under System Setup\Pick Lists Type – Select the type of To-Do Item. Priority – Select the Priority Level that this item should be set to. Phase – Select the Phase of the case that this To-Do will be assigned during. Merge Form – Select a merge form that will need to be merged before this item can be completed. For example when the user goes to complete the item they will receive a notification that there is a merge form attached and asked to merge it. Once the merge has been completed they will be able to complete the item. Upon Completion – Select from a list of people to notify when the To-Do is completed. Individual Role – Any staff assigned in the case to the selected role will receive a notification that the To-Do Item has been completed. Entire Team – Any staff assigned to the case will receive a notification that the To-Do Item has been completed. Selected Users -Select a user or group of users from the list of the employees to be notified when the To-Do Item has been completed. Email Parties from the Case - Any party assigned in the case to the selected role will receive a notification that the To-Do Item has been completed. Custom E-mail Address – Manually type an e-mail address that you would like to receive a notification that the To-Do Item has been completed. Task has multiple outcomes – Check this box if the To-Do item can have multiple outcomes when completed. We will discuss this in more detail later in the manual.

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Creating a Simple To-Do Package

Once finished entering the 30 Days until SOL Runs out item select OK. From the main To-Do Package screen select Add again repeating the same information for the 60 day notice and the 90 day notice.

Once finished you will have a screen similar to the one above that can now be assigned to the case using the To-Do Package icon (Blue hand with a string) on the System Toolbar

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Assigning a Basic To-do Package Assigning a Basic To-do Package

To assign the above package open the case that you would like to assign it to and select the To-Do Package icon (Blue hand with a string around the finger) from the System Tool Bar.

Next, just select the correct package and click OK. You will then see the list of details for the selected package. From here you will want to set the Target Date field that will be used to calculate the Reminder and Deadline dates for each of the items in the package. Once the Target date is filled in, select OK.

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By Completion of Prior Item By Completion of Prior Item You can setup a package that has a list of items that get assigned only when the item created before is completed.

The setup for this type of Package will be very similar to the SOL package described above. Setup the item labeled Call client just to say thanks item as discussed earlier and select OK. Select Add from the main package screen. Set up the Schedule review meeting with client item the exact same way except select By Completion of Prior Item in the Item Triggered By field. When the package is assigned to the case; only items marked When Added to Case will be created. Items that are marked By Completion of Prior Item will be assigned automatically when the previous To-Do Item in the package is completed.

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Statute of Limitations\Settlement\Case Closed Date Statute of Limitations\Settlement\Case Closed Date When a package is assigned there is a Target date that each of the items in the package is calculated from. You can set the Item Triggered By field to either Statute of Limitations, Settlement or Case Closed Date so the Target date will be pulled from these entry screens.

Using our previous SOL Warnings example you would set each of the items up exactly the same way except that you would change the Item Triggered By field to be Statute of Limitations Date.

Once a new Incident is added to the case the user will receive the above prompt to create the package. The SOL date will then be used as the Target date for each of the items in the package. The Settlement Date package will be triggered by creating a new record in the Settlement screen. Additionally, the Closed Date package will be triggered by the Closed Date field under General Info.

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Repeating Task Repeating Task Create a To-Do Item or package of items that will be re-assigned each time the item is completed. For the example below we will setup a monthly reminder to Review the File.

This type of package will be setup the same as previous ones with When Added to the Case selected for the Item Triggered By field. The only difference is that you will put a check in the Repeating Task checkbox.

Once these items are completed the user will see the above message prompting them to create the next occurrence.

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Linked Tasks Linked Tasks There are an infinite number of linked tasks that can be setup based on different outcomes. This process can get very complex and may require the assistance of a Client Profiles’ Technical support representative. We will go through a simple example below to give you an idea of some of the options available.

As before, we will start with adding a simple To-Do item called Send out Welcome Packet Client to the package that will be started When Added to Case. Please note: We have also selected a merge form that will be need to be merged prior to this item being completed. Our goal with this package is to verify that the client has received the packet. If they have then we will proceed with additional steps. However, if not we will need to re-send the packet out. It may seem a little out of order but our next step will be to create the steps following the verification of receipt item. This is because we will want these items available to be linked when we add the verification item.

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Linked Tasks

When we verify that the client has received the packet we will have one of two responses, Received or Not Received. If Received, then we will use the item above for Schedule a Meeting if the answer is Not Received we will need to use the item above to Re-Send the Packet. Please notice that both of these items are created exactly the same way as the previous items except for the Item Triggered By field. Because these will be linked to a specific To-Do item we will set this field to Manually Started.

We can now setup the To-Do item to verify that the client has received the package which will be setup as normal. For the Item Triggered By field you can set it either to When Added to Case or have it created after the Welcome Packet has been sent to the client by selecting By Completion of Prior Item.

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Linked Tasks

Our next step will be to create a prompt for the user to select from after they have verified the information. To do this, place a check in the Task has multiple possible outcomes checkbox and select the Add button. The system will come with some predefined answers that you can select from by highlighting the entries and choosing Add. However, you can also add new outcomes by selecting the New Outcomes button. For our package we will select Not Received and Received.

If the client Received the packet we will then want to Schedule a Meeting which we set up previously. Our next step will then be to highlight the Received outcome and choose Add under Task for Selected Outcome section. We can then select Schedule a Meeting from the Select Link box and click OK.

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We will then repeat the same steps for the Not Received Outcome selecting Re-Send Packet. Once you click OK your Main Package screen will look like the one above. From here you can continue to Add items and build the tree out further using some of the same ideas and steps previously discussed. Additionally, you can also link other packages to items in this package depending on how complex you would like to create your package. Finally, once finished you can select the Flowchart to get a outline view of the different items that have been added and how they are grouped together.

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Date Case Opened Date Case Opened You can also create automatically create a To-Do item when a new case is opened. These will be triggered by the Case Type pick list and require setup under the Lawtype Setup screen.

Using the previous example you would just need to select the Date Case Opened checkbox from the main To-Do Package screen.

Next, go to Administration\System Setup\Lawtype Setup and select your Lawtype. Please note: You will see the hand pointed to the lawtype once selected. Next, double-click on the Pick Lists’ Setup Option.

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Date Case Opened

Highlight the Case Type Pick List and choose the Pick List Items button. Select the little square icon next to each of the Case Type items that you would like configured. Check the Override To-Do Packages icon and select the Welcome Packet to New Client. Repeat these steps for each Case Type item in the Lawtype and for any other Lawtypes you would like this package to be launched from.

When the user then creates a case and assigns the Case Type item they will receive the above prompt. The Target date will then be assigned using the Date Received field.