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Comprehensive Guide: Tasks

  • Introduction

    Task management is important to any firm. In Clio, you can keep track of individual tasks or a sequential list of related tasks - all connected back to your Matters.

    In this chapter, you will learn how to add and assign tasks to yourself, other members of your firm, and even clients. You will learn how to keep track of tasks and mark them as complete when they're done.

    For a quick start to working with tasks, we suggest starting with the "Tasks" video on the next page.

  • Video: Tasks

  • Creating and Assigning Tasks

    Tasks can be created from the main "Tasks" tab or the "Tasks" sub-tab of a Matter. 

    When creating a task, the following fields are available.

    1. Task Name
      Specify what the task is called or what is entailed (Mandatory field)
    2. Description
      Complete details of the task (Optional field)
    3. Assignee
      This is the user that the Ttsk will be assigned to.

      Clicking on "Firm User" and selecting "Contacts" will allow you to assign the task to a client or co-counsel through Clio Connect.

    4. Permissions 
      Tasks can be "Public" which are shared firm wide, or "Private" - which are only viewable by the assignee, assignor, and account administrators.
    5. Priority
      You can indicate whether the task is a High, Medium, or Low priority.
    6. Matter
      Select the related Matter for future billing.
    7. Notifications
      Notification options are only available when assigning a task to another user.

      For more information about task notifications and reminders, see the "Adding Task Reminders or Notifications" article.

    8. Reminder
      Reminders can be set up as follows:
      • Email and Clio pop-up reminders for yourself
      • Email reminder for other members of your Clio account
      • Email reminders to any Contact that has a Clio Connect account
    9. Due at/Due in
      Select "Due at" to specify a due date for this task.

      When you specify a Matter that has tasks already assigned, the "Due in" option will become available. Click "Due in" to set a due date in relation to other tasks.

      For more information about setting due dates in relation to other tasks, see the "Understanding Task Dependencies" article.

    Click one of the "Save" buttons to complete the task creation. 

  • Filtering Tasks

    When viewing either the main "Tasks" tab or sub-tab of a Matter, tasks can be filtered sorted using the following options. 

    1. Filtering by Due Date
      By default, incomplete tasks with any due date will be displayed in the table. To view only tasks that are due imminently or tasks that are overdue, click on one of the options.  

    2. Sorting the Task Table
      The tasks table will display tasks in due date order. To reverse the order, click on the "Date" column heading.
    3. Detailed Filter Options
      Click the "Filter" button to open further filtering options. 

      Completed Tasks

      To view completed tasks, change the "Status" field to "All" or "Complete".

  • Marking Tasks as Complete

    Marking a task as complete removes it from the upcoming list.

    1. To mark a single task as complete, click on the appropriate "Mark as Complete" quick link in the task table.
    2. To mark multiple tasks as complete at once, check the boxes beside each relevant task then select "Mark as Complete" from the "Action" dropdown.

    Note

    If a task is public, any user on your Clio account can mark it as complete.

    Viewing Completed Tasks

    To view completed tasks, navigate to the main "Tasks" tab and click on the "Completed" sub-tab.  

    Alternately, you can view completed tasks by opening the "Filter" menu and changing the "Status" field to "Complete". 

  • Task Lists

    Topics

    Creating and Managing Templates
    Assigning Lists

    The Tasks Lists feature allows you to create task templates and group them together into lists that can be assigned in bulk. 

     

    Creating and Managing Templates

    To create a new Task List, go to the main "Tasks" tab then click the "Lists" sub-tab.

    Click the "Add" button. 

    Give the list a name, description, and optionally a practice area. 

    Next, you will add task templates to the list. 

    On the List Detail screen, click the "Add" button. 

    Complete the "Add Task Template" form as outlined in the "Creating and Assigning Tasks" section of this chapter with the following exceptions. 

    • Complete the "Add Task Template" form as outlined in the "Creating and Assigning Tasks" section of this chapter with the following exceptions.

    1. Assignee
      This is the Clio user that the task will be assigned to.

      "Use List Assignee" indicates that you will choose an Assignee for the Task List when it is assigned.

    2. Due in
      Leave unchecked to specify the due date when the Task List is assigned. Or, check the "Due in" box to specify a due date in relation to the Assignment Date or other tasks in the list.
      The first task template in a list can only have a "Due in" date in relation to the "Assignment Date". This date relationship can be changed by editing the template after other Tasks have been added to the list.

      For more information about due date relationships, see the "Understanding Task Dependencies" article.

     

    Assigning Lists

    Task Lists can be assigned from a Matter or from the main "Tasks" tab.

    From the Main "Tasks" Tab

    Navigate to the appropriate list and click the "Assign" link.

    In the "Assign List" window, complete the options as follows. 

    1. Assignee
      Assignee options are determined by the "Assignees" of each task template in the list.
      • If all tasks in the list are assigned to a Clio user, the "Assignee" field will default to "Use Template Assignees". Selecting a user name in this field will override all assignees.

      • If one or more of the tasks in the list is assigned to "Use List Assignee", you will be required to select a user in the "Assignee" filed. The selected user will only replace the assignee on templates where "Use List Assignee" is present.
    2. Replace all assignees in the list
      Check to override all task template assignees with the selected user. ...
    3. Notify assignees in the list via email
      Check to send an email notification to all assignees.
    4. Due Date
      This is the primary due date in a list. All tasks due at the "Assignement Date" will be due on the date selected here.  
    5. Matter
      Select the relevant Matter (optional).

    From a Matter

    Taks Lists can be assigned from the Matter creation/edit form.

    When creating or editing a Matter, scroll to the "Assign Task Lists" section of the form then select the appropriate list. To view a summary of all tasks in the list, click the "Preview" link.

    Note

    Unlike when you assign a Task List from the "Tasks" tab, there is no option to change the assignee. You will become the assignee for any tasks in the Task List which did not have a specified assignee.

    Next Chapter topic: Document Management and Automation