This article explains how to create a Task (Matter) in Insight™ Legal.

Tasks are steps that guide you through the journey of a Matter. They can be ordered, repeatable, and linked to phases to ensure relevant tasks appear at the right time. Completing tasks can unlock the next phase and allow monitoring of progress.

Examples of Tasks:

Creating a Letter
Entering Details of Other Party
Gathering Financial Details
Sending an Email
Accessing a website to submit a form
Making a Posting Request to accounts

The Task (Matter) function is used when interacting with a workflow through Case Enquiry. Each Task can have different and multiple Action Types attributed to it.

How to Create a Task (Matter)

Task Basic Details

Follow the steps below to create a Task (Matter):

Go to Case Management.
On Case Management Configuration, select Tasks, and a Task Definitions tab will open.
Click Add Task (Matter).
Enter the Task Basic Details:
- The Name of the Task will appear when using future workflows through Case Enquiry.
- The Description is for additional notes that will only appear in this Task Definition section.
- The Due Days is linked with the Escalations section, which we will go into further later on.
- Tick the Block New Use checkbox if the Task is not required to be part of future workflow.
- Tick the Repeatable checkbox if you need the Task to be completed more than once within the workflow.
- Tick the Adhoc checkbox if a Task is not part of the main body of the workflow, and this will enable the Task to be selected from the Add Task dropdown within Case Enquiry.

Any current workflows that have been created will still have the task available, but matters created after Block New Use has been used will not have the task included.

Task Actions

In Actions, there will be different Action Types you can assign to the task. To assign Actions to a Task, follow the steps below:

Click on the Actions dropdown arrow.
Drag and drop an Action Type into the Actions section.
Enter the relevant information for the Task.
All Action Types will need a Name attributed to them, and the Name will appear when using the workflow through Case Enquiry.

Multiple Action Types can be put on a task, but all will need to be satisfied for the task to be complete.

Remove Action from Task

To remove an Action from a Task:

Click on the red X symbol on the right-hand side of the action, and this will remove the Action from any future workflows.
Any current workflows that have been created will still have the action available, but matters created after the action has been removed will not have the action included.

Escalations

Escalations settings are for the expected time for a task to be completed are set. The Due Days within the Basic Details sets the amount of time for a task to become overdue. Additional review points can be created within the time scale and can have different users associated with the matter assigned to them.

Within the Toolbox there are the different Fee Earner Relationships and Teams set up within the system as the users that can be assigned to each level of escalation. Additional levels are also created here by clicking on the Add + symbol where you can then type in the name of the Escalation Level.

All of these features can then be dragged and dropped into the appropriate place to create the desired Escalation. This enables the specified users to be prompted with the task on their home screen at the predefined time.

Adding a New Phase

To add a new Phase:

Go to Case Management.
On Case Management Configuration, select Phases, and the Phase Maintenance tab will open.
Click Add.
Enter Phase Details, and click Save.

A single Phase or multiple phases can be attributed to the Task. This is achieved by dragging and dropping the appropriate Phase(s) into the section. Any Phases that have been created within the Phases function will be available for selection.

If you have selected to view a phase using the Phase Filter, any new task added whilst viewing that phase will automatically have the phase assigned to it.

Triggers

Triggers are conditions that must be met for the task to be available. To create them, drag and drop the Trigger type into the triggers section.

Assign the appropriate function and the status of what it needs to become in order for the task to appear.

To learn more about Triggers, click here to watch a video tutorial.