Assign a task on a case

A task asks someone on the case to do something by a date, such as sending their pay stubs or requesting records. You add the task first, then choose who does it from the task itself.

1. 1

   Start a new task

   On the case, open Tasks and choose New.

2. 2

   Fill in the details

   In Add Task, fill in:

   • Title. Use letters, numbers, spaces and dashes.
   • Due Date and Due Time.
   • Repeat, to ask again every day, week, month or year.
   • Notifications: when to remind people before it's due.
   • Description, if you like.

   To start from a templateTemplate A reusable feed post, form, e-sign, note or task kept in the Library and copied onto cases., choose Templates and pick it, such as Complete Your Intake Forms. It fills in the details, and brings its files and child tasks. It's assigned to the people who hold its roles on the case.

   Choose Create Task. The task is live at once: there's nothing to publish.

3. 3

   Open the task

   In All Tasks, choose the task to open it. If your role doesn't moderate tasks, the tab is Your Tasks.

4. 4

   Assign people

   Under Details, choose Assignees and tick each person who should do it, such as your client. Each tick saves at once.

5. 5

   Add what they need

   • Description: click it, type, and choose Save.
   • Attach File: add a file, such as a checklist.
   • Add Child Task: type a step and choose Save, or press Enter. A child task is assigned to you at first; open it to choose its own Assignees.
   • Using AI Add Child Tasks: describe what's needed and choose Create, and it adds the steps it suggests.

What happens next

Each person you assign is emailed, or texted if they have only a phone number, as soon as you assign them, and the task waits in their To DoTo Do The list on a case of things waiting for you, such as forms to fill in, documents to sign or events to confirm. until it's marked Done. They're reminded at the times you chose until then, and you get one copy of each reminder by email. The task's messages cover its child tasks until it's Done: someone assigned to both gets one, the task's, and isn't emailed again when you add them to a child task.

Assignees set the task to To Do, In Progress or Done. When one marks it Done, you're emailed that they've completed it. See Update a task's status.

With Repeat, the task starts again as To Do at each due date, and its people are asked again then: each assignee of the task once, for the task and its child tasks, and anyone on a child task alone for that child task. The task keeps its time and day on the clock of whoever set it to repeat, the time zone in their profile, when the clocks change, even after someone else edits it.

If something goes wrong

• Create Task stays greyed out. Fill in the title, Due Date and Due Time, and use only letters, numbers, spaces and dashes in the title.
• Someone isn't listed under Assignees. Add them to the case first: see Invite a client to their case.
• You can't change the task. Only its creator and staff who moderate tasks can, and only while the case is open.

Your firm may have changed what each role can do on a case. If an option described here is missing, ask an Admin of your hub.