Creating Prioritize Tasks

Overview

Tasks in LinkSquares Prioritize can be created in several ways. Utilizing tasks provides transparency and clear communication in your workflow. 

Process

To create a new task in Prioritize:

1. Prioritize users can create and assign tasks within the Board as they are received from stakeholders.
2. Stakeholders can submit requests through a web form that Prioritize users can share or link on an internal site. Here, you can collect the information you need directly, including details like the task type, priority level, and associated revenue. Tasks will automatically populate within Prioritize upon submission.
3. Stakeholders can submit or forward requests via email to be ingested into Prioritize. Information including the task name, description, requester, and attachments is collected from the email and automatically ingested into a task on the Board.
4. Tasks created in LinkSquares Finalize can automatically populate in Prioritize for users of both applications. This is an optional integration.

In-App Tasks

To create a new task in Prioritize, click NEW TASK in the upper right-hand corner of the Board.

Complete the following fields.

Task Template

This feature is currently released in a beta capacity. Contact your Customer Success Manager with questions.

The Task template drop-down is where requesters will select the task template that best represents the type of request they are trying to make. Task templates are pre-approved, customized workflows that expedite the task submission process.  

The General request template is selected by default. If a relevant template cannot be found, select the General request template for miscellaneous requests. 

Templates are sorted alphabetically after the General request template. If the General request template is selected, requesters will only complete the following fields as outlined in this section.

If a task template is selected, requesters may see pre-populated fields and/or customized fields to complete depending on the template configuration.

To learn more about task templates, reference our article on Prioritize Templates.

Task Name

The Task name field is intended to describe the nature of the request. This is a required field. 

This field should enable the assignees to understand the task from a high level immediately. For example, “Contract lease terms” or “Workday ERP vendor contract review.”

Note: The maximum character limit for task names is 255 characters.

If a task template is selected, the task name may be pre-populated. This information can be modified.

Requester Name

The Requester full name field is where requesters will enter their first and last names. This is a required field. This information will automatically populate for Prioritize users. 

Requester Email Address

The Requester email address field is where requesters will enter their email addresses. This is a required field. This information will automatically populate for Prioritize users.

Task Type

The Task type field is where requesters will determine the task type. 

Task types represent the category of legal support being requested. Select the Other task type for requests that cannot be categorized. Alternatively, the task can remain uncategorized. 

For example, leverage the Compliance task type for submitting policy documents for review, and managing follow-up obligations related to actions that follow signing contracts. 

Leverage the Contracts task type for work related to contracts outside of drafting and negotiating, such as adding a new statement of work around obligations, adding language to product descriptions, and updating templates in Finalize.

The task type can be modified at any time. 

If a task template is selected, the task type may be pre-populated. This information can be modified.

Assignees 

The Assigned field is where requesters will determine the Prioritize user(s) assigned to the task. Assign one or multiple assignees, including yourself. 

Multiple assignees allow teams to work together in a single location to manage tasks, consolidate related documents, and share updates.

Alternatively, the task can remain unassigned. This is the default selection. Tasks can be assigned, reassigned, or unassigned at any time. 

Deadline

The Deadline field is where requesters can add a task deadline. 

Select the calendar icon to determine the due date. Alternatively, manually enter the due date in an MM/DD/YYYY format. 

Priority 

The Priority field is where requesters can determine the task priority:

• Low
• Medium
• High

This field helps assignees gauge the importance of a task. 

While the Prioritize user will ultimately judge and own the priority of a task against their existing workload, this can be useful information when comparing. 

If a task template is selected, the priority level may be pre-populated. This information can be modified.

Description 

The Describe your task field is where requesters will enter a description for the task. This is a required field. 

The task description should explain the task in depth and enable the assignees to understand the scope and any important details of the task. 

Opportunity 

The Opportunity, $, or risk field is where requesters can outline the opportunity, revenue, or risk associated with the task to help prioritize and measure the task’s impact.

Related Tasks

The Related tasks field is where requesters can link existing, relevant tasks to the in-flight task. This enables Prioritize users to view how tasks relate to one another. 

Enter the name of an existing task within the field. Select a task from the tasks list. 

Subtasks 

The Subtasks section is where requesters can break down the task into a checklist of the work required to complete the task. 

Subtasks are available to view and complete by all Prioritize users. 

Click + ADD SUBTASK to add a new subtask. 

Enter a brief description for the subtask. 

Note: There is a 100-character limit for subtasks. 

Click Add once complete.

Repeat this process for every subtask that must be added to the task. 

Modify an existing subtask by clicking into and editing the text. 

Leverage the drag handle icon to drag and drop subtasks to rearrange their order.

Click the trash icon to delete an existing subtask. 

Note: Uncompleted subtasks do not prevent the task from being moved to subsequent statuses or being completed.  

Attachments

The Attachment(s) section is where requesters can upload supplementary task documents. 

Drag and drop attachments, or browse locally. The timestamp displayed alongside attachments is based on the user’s browser time zone. 

There is no limit to the number of attachments that can be uploaded. 

Delete attachments by clicking the trash icon. Download attachments by clicking the download icon. 

The supported file types are as follows.

Note: The maximum file size for attachments is 50 MB.

Once complete, click SUBMIT TASK to save and submit the task. 

Alternatively, click CANCEL to cancel the task creation workflow. Any details entered will not be saved. 

As tasks are created, they will be stacked in order of creation in the Intake column on the Board. Both assigned and unassigned tasks will go to this column.

From here, tasks can be triaged and assigned. Legal teams can then manually prioritize tasks and filter by assignees or task type.

 

Web Form Tasks

External stakeholders can submit requests through a web form that Prioritize users can share. For example, the Prioritize user copies and shares the web form URL via email. 

Stakeholders select the URL and complete their request within the web form. After selecting a task template from the gallery page that best fits their needs, the web form will look similar to the Prioritize task creation workflow.

If logged in, the Requester full name and Requester email address fields will be pre-populated for Prioritize users.

Note: External stakeholders are unable to add related tasks and subtasks when creating a web form task. 

Web form tasks ensure that sensitive information is kept confidential and unavailable from unauthorized parties.

Once the request is submitted, the task is automatically added to the Intake column (or its equivalent) within the Board. Prioritize users will triage and assign the tasks. 

To locate the web form task URL, click the gear icon next to the NEW TASK button on the Board.

Within the Request link for task creation section of the TASK INTAKE tab, click the clone icon next to the URL to copy the shareable link.

Note: Requesters cannot track the progress of tasks they submit.

 

Email Tasks 

 

 

Prioritize users and external stakeholders can create tasks by sending or forwarding an email to their organization’s unique email address (e.g., subdomain@prioritize.linksquares.com). 

This functionality eliminates the need for Prioritize users to manually create tasks for requests they receive via email. 

To locate your organization’s Prioritize email address, click the gear icon next to the NEW TASK button on the Board. 

Within the Email forwarding for task creation section of the TASK INTAKE tab, click the clone icon next to the Email forwarding address to copy your unique email address. 

A list of allowed senders must be designated from which the Prioritize email can receive emails.

To determine the list of allowed senders, click + NEW DOMAIN OR EMAIL ADDRESS next to the Allowed senders section.

From here, enter a domain (e.g., @linksquares.com) or individual email addresses. Entering a domain allows all senders within that domain to send emails to the Prioritize email address. 

Click SAVE once complete. 

Click the kebab menu next to configured senders to edit or delete the entry. 

Note:

• The Prioritize email address cannot receive emails from email aliases or group emails. 
• The Prioritize email address cannot be BCC'd on emails. 
• There is no limit to the number of allowed senders.

The following email information is carried over to Prioritize. 

Task Name

The task name will be the subject of the email. If the email has no subject, the task name will default to “(No Task Name).” 

Task Type 

The Prioritize task type will be uncategorized. 

Description 

The task description will contain the body of the email, including signatures. 

Note: 

• The formatting of the email body and signature (e.g., line breaks, bullets, hyperlinks) is not preserved.  
• Any images included within the email body and signature are not ingested into the task. 

If an email thread is forwarded to Prioritize, the bodies of all included emails will be aggregated into the task description. 

A new task will be created every time the Prioritize email address is sent or forwarded an email thread (i.e., the Prioritize email is CC’d on the thread). 

LinkSquares recommends forwarding email threads to Prioritize one time when communications on the thread are finished. Once a task has been created from an email thread, any further communication on the thread will not be reflected within the original task.

If communication continues and the Prioritize email is included again on the thread, a new task will be created. 

Status 

The Prioritize task status will be indicated as Intake. 

Assignees

The task will be left unassigned. 

Requester Name 

Identifying information of the email sender (e.g., partial name, full name, company name) will populate as the Prioritize task requester.

Priority 

The Prioritize task priority will be indicated as Medium. 

Attachments 

Any attachments included in the email will be reflected within the Prioritize task. 

The supported file types are as follows.

PDF	XLS	PPTX
DOC	XLSX	MSG
DOCX	PPT

Note:

• The maximum file size for attachments is 50 MB.
• If an unsupported attachment is included in the email, the attachment will not appear on the Prioritize task.

 

Finalize Tasks

If you would like this feature enabled in your LinkSquares account, contact your Customer Success Manager.

New tasks created in Finalize and the LinkSquares Finalize integration in Salesforce can automatically populate in Prioritize. This can be useful for teams that manage a high volume of contracts.

This single pane of glass enables legal teams to better understand and manage their workload.

Note: Existing Finalize tasks will not be carried over to Prioritize once the integration is enabled. 

As Finalize tasks are created and assigned within in-flight agreements or from the Tasks page, they will populate at the top of the Intake column (or its equivalent) in Prioritize. Both ordered and unordered tasks (including Dynamic Tasks) will populate in Prioritize once an agreement has been created.

Finalize tasks and Prioritize tasks are independent. This means that, as tasks populated from Finalize are updated in Prioritize, they will not be updated in Finalize and vice versa. This includes status updates and any changes to the task details themselves (e.g., assignees, task names).

Users must navigate to Finalize to take action on the task. Ultimately, Finalize is the source of truth. 

Note: Task-related attachments are not carried over.

The following Finalize task information is carried over to Prioritize.

Task Name

If the Finalize task is created within in-flight agreements (i.e., Approval and To-do tasks), the Prioritize task name will be the name of the Finalize agreement. 

If the Finalize task is created from the Tasks page (i.e., Standalone tasks), the Prioritize task name will be “New Task.”

Task Type

The Prioritize task type will be indicated as Contracts.

Description

The Finalize task name and description will populate as the Prioritize task description. 

Agreement Link

A link to Finalize will populate within the Review Agreement section of the task.

• If the task was created within in-flight agreements, this link brings you to the applicable individual agreement view. To learn more about this page, reference our article on Finalize Individual Agreement View.
• If the task was created from the Tasks page, this link brings you to the Tasks page. To learn more about this page, reference our article on Finalize Tasks Page. 

Select the link to review and complete the task in Finalize.

Status

The Prioritize task status will be indicated as To Do.

Deadline

If designated in the Finalize task, the due date will populate as the Prioritize task deadline. 

Assignee

The Finalize task assignee(s) will populate as the Prioritize assignee(s).

Requester Name

The Finalize task author will populate as the Prioritize task requester. 

Priority

The Prioritize task priority will be indicated as Medium.