Overview
Users can create and keep track of the tasks related to an agreement within the LinkSquares Finalize add-in for Microsoft Word.
Tasks that are configured or updated within the Finalize web app will be reflected within the Word add-in and vice versa.
To learn more about tasks in Finalize, reference our articles on Tasks.
Process
Tasks can be created via the Tasks tab or by highlighting relevant text within a document.
A list of all tasks associated with a given agreement is available for reference within the Tasks tab.
Note:
- Tasks can only be created when an agreement has a status of Internal Review or Counterparty Review.
- Tasks may prevent agreements from entering subsequent statuses.
To learn more about agreement statuses, reference our article on Agreement Phases and Statuses.
Creating Tasks via the Tasks Tab
Click the + icon next to the type of task you would like to configure.
To configure an Approval task, select whether the assignee is approving the latest version, certain text from within the version, or an attachment.
Determine the assignee(s) and select a due date if applicable. If more than one user is added, any user added to this task can approve it.
The task name can be edited by clicking the pencil icon on the header of the task.
Then, click Save.
Alternatively, click Cancel to discard the task.
To configure a To-do task, fill out the description, add any relevant attachments, select the assignee(s), and select a due date if applicable. If more than one user is added, any user added to this task can approve it.
The task name can be edited by clicking the pencil icon on the header of the task.
Then, click Save.
Alternatively, click Cancel to discard the task.
Note: Tasks that are created within the Word add-in cannot currently be configured in an ordered workflow. Ordered tasks must be created within the Finalize web app and will transfer into the Word add-in.
If an Approval or To-do task is configured to include attachments, you can download or delete the attachment.
To download an attachment, hover over the file and click the arrow icon.
To delete an attachment, click the kebab menu and select Delete.
Creating Tasks by Highlighting Text
Users can create a task by highlighting relevant text and clicking the leftmost task icon on the panel that appears.
Name the task within the Task Title field.
Determine the assignee(s). If more than one user is added, any user added to this task can approve it.
Optionally, give the task a due date.
Then, click SAVE.
Alternatively, click Cancel to discard the task.
Editing and Deleting Tasks
To edit or delete an existing task, click the kebab menu next to the task within the Tasks tab.
Selecting Edit will open up the task's configuration panel. After making changes, click Save and the task will be updated.
Tasks can be reassigned to another user using the task editing functionality. When a task is reassigned, the original assignee will receive an email notifying them that they have been removed from the task. The new assignee will receive an email notifying them that they have been assigned to a task.
Selecting Delete will remove the task from the agreement.
Email Reminders
To nudge the assignee of a task, select the task and click the NUDGE button.
Nudging will send the assignee(s) of the task an email notification that they have outstanding action items to complete.
Completing Tasks
To complete an Approval task that has been assigned to you, select it and click the Approve button.
To complete a To-do task that has been assigned to you, select it and click the Mark As Done button.
Note: If there are multiple assignees on a task, any one of these assignees can complete the task.
When tasks are completed, the text on the entry for the task will become deactivated and a blue check mark will appear to the left of the task.
Tasks that are deactivated but do not have the blue check mark are ordered tasks. These tasks will remain deactivated to indicate that they are not yet actionable. When all prior tasks in the ordered list have been completed, these tasks will be enabled and become actionable.
- An unordered workflow means that the tasks can be approved in any order.
- An ordered workflow means that the tasks must be approved in a certain order. Subsequent tasks are blocked from completion until the preceding tasks are completed.