Latest update: February 2019

User Manual

Task Manager

Latest update: January 2021

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Preface With this manual you will gain a basic understanding on how to transfer all kind of internal processes in your own Legisway Essentials database. Following this manual chronologically will allow you to quickly start building your own workflows and manage them. Administrator, Editor or equivalent access to a Legisway Essentials system is required. Please contact your Legisway Essentials Administrator if you do not have a username and password. If you require further assistance with logging in, please contact Legisway Essentials Support.

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Table of contents

1 Introduction 4

2 Definitions 5

3 User rights 6

4 Create and manage templates 7

4.1 Create single tasks 7 4.2 Task sequence 8 4.3 Task templates 9 4.3.1 Create a task template 10 4.3.2 Manage Templates 11 4.3.3 Use templates 12

5 Complete a Task 13

5.1 Task statuses 13 5.2 Multiple places to complete a Task 13 5.3 Complete a Confirm Task 15 5.4 Complete an Approval task 15 5.5 Task dashboard 16

6 Frequently Asked Questions 17

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1 Introduction

Certain processes within an organization like a formal approval process or a checklist on a compliance matter are usually managed by e-mail. However, this can be time consuming and difficult to track the process or log the actions. Therefore a solution is needed that makes it possible for legal departments to efficiently manage their task and processes that are directly related to their legal matters (contracts, corporate files, compliance etc.). Eventually the Task manager feature has been built in order to make a few things possible, such as:

- Easier / faster way, facilitate processes related to legal matters - More control on active processes - Auditing/logging of tasks and related processes.

This manual will enable you to:

- Create a Single task or processes. - Manage simple and complex processes. - Create your own Template.

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2 Definitions This chapter aims to explain the differences and commonalities of single tasks and task management. Single Task: A task is assigned to a single person. We can distinguish two task types and each of them can be completed in a certain way. The table below gives you a short description of both task types.

General use case Actions

Approval Request

Gather stakeholder decisions within a contract negotiation process.

Assignee declines: process can continue to the tasks of the next rank, or stop.

Confirmation Task

Keep track of milestones, steps, or actions within a dossier.

Assignee confirms: process continues to tasks of the next rank

Tasks management:

Tasks management within Legisway Essentials can be used to keep track of your organization’s progress, remind users of their responsibilities, or to integrate your existing processes within your Legisway Essentials database.

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3 User rights To get an idea how the rights are divided among the different roles, they are presented in the table below.

Role / Action Complete assigned Tasks Fully Manage Task templates

Usage of created templates

Viewer x x

Editor x x

Administrator x x x

Table: User rights Task manager

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4 Create and manage templates

4.1 Create single tasks

Standalone tasks can be created directly from a Dossier and assigned to any user. First click the Tasks tab and then the ‘AddTask’ button (Figure 1).

Figure 1: Add task button

A pop-up window appears to fill in the characteristics of the task (Figure 2).

Figure 2: Add task

• Type: Choose between Approval request and Confirmation task. (More details in 2.)

• Task: Title of the task.

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• Rank: This field is used to order tasks. It is automatically filled in by the next highest rank of the tasks already saved in the dossier. If you want to reorder, it is possible to change the rank. (More details in 4.2)

• Description: Description of the task.

• Person in charge: Person that needs to complete the task.

• Deadline date: Deadline to complete the task.

Your new ‘Task’ is now displayed on the Dossier and visible to everyone (Figure 3). The assignee will receive a notification that a new Task has been assigned to them.

Figure 3: Tasks tab

If you want to make changes or cancel your new Task, click the three-dashes-menu as shown in the picture below.

Figure 4: Tasks menu

• Modify Task will let you change the assigned user, task description, deadline, and other fields.

• Delete Task will remove the task from the Dossier entirely.

• Cancel Task will mark the task as Canceled, but it will remain on the Dossier.

4.2 Task sequence

Within a process it can be necessary to determine the task sequence, therefore we configured the Rank field, where you can enter a number (Figure 5).

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Figure 5: Enter a number to determine the sequence.

The ordering of a task determines which task should be executed first. This means the 2nd task can only be completed after the first (and so on). The tasks ordering can be done sequential 1-2-3 or parallel 1-1-1 or both 1-1-1-2. Parallel tasks can be executed at the same time. Only if it’s the user’s turn to complete a task the user receives an email. Figure 6: Tasks ranking

4.3 Task templates

In addition to creating tasks, the administrator has also the rights to create Task templates. A task process that

contains one or multiple process and may be added to Dossiers. Please read the box below for a short

explanation of a Task template.

Tasks Templates are particularly useful if you need to add the same tasks to every similar dossier: for instance,

if your organization has a specific process in place for contract approval, you can create a “Contract validation”

that will add the same tasks in the same orders when desired. Below is an example (Figure 7).

Legisway Essentials Tasks template:

Tasks templates are groups of Tasks that tie together logically within a dossier, and may or may not need to be

completed following a predefined order. If a rank is set, each task will need to be completed by the assignee

before the next task can be completed.

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Figure 7: Template example

4.3.1 Create a task template

To create a task template, click on the ‘Add’ button on the top right corner of the ‘Task management’

dashboard. (Figure 8)

Figure 8: button to Create a template

Clicking the button will forward you to a form with some data entry fields (Figure 9). Each of these fields will be

explained below:

Figure 9: Create Template form

• Title: The name of your Template that will be shown when picking up a Template.

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• Concerned types: Types where the template will be available for use. If no type is specified, the Template will be available across all Types.

Once your Template has been created, you can add tasks to it by clicking on the button ‘add Task’ (Figure 10).

Figure 10: Add task button

On the ‘Add task’ pop-up, enter a Title and a Description, indicate the rank of your task and if there is a person

in charge. (Figure 11).

Figure 11: Add task

4.3.2 Manage Templates The ‘Templates’ dashboard shows all available templates in the database (Figure 12). Simply choose the one you want to edit and go to menus to find multiple action buttons (Figure 13).

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Figure 12: Existing templates

Figure 13: Change content from the template

• Add task: Add a task to the template.

• Modify: Modify a task of the template.

• Delete: Delete a task from the template.

4.3.3 Use templates

When a template has been defined, any user can add this Template to a matching dossier by using the ‘Add tasks from template’ button in the menu of a dossier (Figure 14).

Figure 14: Add tasks from template

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5 Complete a Task 5.1 Task statuses

Once a task is being used in a process, it is possible to follow its status and thus have a global view on the advancement of a process. To understand each of these statuses, find definitions in the table below.

Status Explanation

Open Task can be completed by a user; this also means user has received email notification

Waiting Task is part of active process, however is waiting for other tasks to be completed with a lower ‘rank’

Completed A confirm task that was completed by user

Approved Approval task was approved

Rejected Approval task was rejected

Canceled Task was cancelled

5.2 Multiple places to complete a Task

Once a task has been assigned to you, there are multiple places to find and complete any of these tasks. Each of them will be explained below.

Option 1: From My tasks screen From the dashboard legal, you have access to the dashboard ‘My tasks’ which displays your remaining tasks to complete (Figure 15).

Figure 15: My tasks dashboard

From that dashboard, you can use the button ‘Complete’ as shown in figure 16, to complete the task.

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Figure 16: Remaining tasks & complete button.

The “My tasks” screen displays all currently active tasks for the active user. From there, you also have the option to:

• Filter tasks by Matter Type (NDA, Appointment…) or Status (Open, Completed).

• Complete tasks, including approve/decline a task.

• Modify tasks, to a reassign to another user, change deadline…

• Cancel task, and change status to ‘Cancelled’.

• Delete tasks.

Option 2: From a dossier (f.i. a contract) You also have the possibility to complete a task from a specific dossier. Click on the divider ‘Tasks’ and use the button ‘Complete’ (Figure 17). In the divider, you will find two sections. The first one ‘Tasks – To be done’ displays all the tasks that have not been completed yet. The second one, ‘Tasks – Done’, displays the tasks already completed.

Figure 17: Complete task button

Option 3: from an invitation the user got This is one of the most flexible options, because once a task has been assigned, the task owner will receive an e-mail notification (Figure 18). In this way you can easily complete tasks on your mobile device wherever you are, if the e-mail functionality has configured on the device.

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Figure 18: E-mail notification

Clicking the button [Log in to viewer app] as shown in the e-mail will forward you to a web-based application.

Option 4: from weekly reports Every week, assignees will receive a report with remaining tasks to complete before 30 days.

5.3 Complete a Confirm Task

After clicking on the button ’Complete’, a pop-up window appears (Figure 19). If necessary, you can add a comment to explain why you didn’t do it. Click on ‘OK’ to complete task.

Figure 19: Confirm Task form

5.4 Complete an Approval task

After clicking on the button ’Complete’, a pop-up window appears (Figure 20). You can choose to ‘Approve’ or ‘Reject’ a task. If for some reason this approval needs to be rejected, it’s required to write a comment.

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Figure 20: Approve task form

5.5 Task dashboard

All tasks are displayed under the report "Tasks" (Figure 21). Each user can use filters to specify the task report

and can find an overview of their assigned tasks under "My Tasks".

Figure 21: Tasks dashboard

Quick access:

Clicking one of the buttons will show you the information directly on the right.

• Templates: an overview of all existing templates in the system.

• Tasks: an overview of all created tasks in the system

• My Tasks: an overview of all your open and past tasks

Chart: This Pie chart gives you an overview of all Tasks divided by status.

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6 Frequently Asked Questions Q. Who can create tasks? A. Tasks can be created by any user with Read permissions on a Dossier.

Q. Who can tasks be assigned to? Who can complete tasks? A. Tasks can be assigned to any user if they have access to the Dossier. Tasks can be completed by any user if they have access to the Dossier.

Q. Can new types of tasks be added? A. At the moment, only the task types present in the system can be used.

Q. Can assignees add comments when completing a task? A. When completing a task, assignees will have the option to add a comment which will then be visible in the “Tasks” tab page for each Dossier. Comments may also be made mandatory for certain tasks.

Q. Can tasks be given an order within a process? A. Tasks can be given an order within a process. Tasks can only be completed in the rank order specified.

Q. What are “dossier type” for templates? What if none is specified? A. Specifying a Dossier Type for a Template means it will only appear for the selected dossier type. This is particularly useful if you have many templates or many dossier types. If no type is specified, the Template will be available across all Types.