Finalize: Create and Manage Tasks at the Agreement-Level – LinkSquares Help Center

Overview

Tasks can be built into the lifecycle of your agreements within LinkSquares Finalize.

Tasks provide insight into the outstanding actions related to an agreement or internal process and serve as a workflow tool for legal teams to build in corporate policy and compliance checks into their drafting and negotiation workflows.

In addition to creating task that are enabled by default from agreements drafted from certain templates, tasks can also be created and managed after an agreement has been created.

Creating and managing tasks at the agreement level helps organize your agreements and gives you a place to streamline your process.

For additional resources around creating a managing tasks, take a look at our Academy content here.

Managing Tasks After Agreement Creation

After creating a new agreement, tasks and approval workflows can be edited within the individual agreement view with the correct permissions.

Navigate to the Tasks tab on the right-hand side of the page.

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Enable the toggles to change the approval workflow from ordered to unordered. Tasks are unordered by default.
To edit or delete an existing Approval or To-do task, click the kebab menu next to the task.
To create a new Approval or To-do task, click the + icon.
- Note: If you cannot add a new task, the agreement is within an agreement status in which tasks are locked (e.g., Ready for Signature).
  - Revert the agreement to a previous status (i.e., Internal Review and Counterparty Review) to add new tasks.
  - Agreements created from Signature-only templates cannot be reverted to the Review phase.

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If a task has already been completed/approved, it is not possible to undo or delete it.
- LinkSquares recommends creating a new task instead.

The supported file types for task attachments are as follows:

*DOC file types must be enabled in your account. Note: The maximum file size for task attachments is 10 MB.

Task Nudging

If an agreement is being held up at any time throughout the lifecycle, send the task assignee(s) a reminder by nudging them.

Clicking Send nudge within Approval or To-do tasks will prompt an email reminder with a direct agreement link. If logged in, the task will be pulled up for review upon selection.
Clicking Send nudge within Standalone tasks will prompt an email reminder with a direct Tasks page link. If logged in, the task will be pulled up for review upon selection.
The nudge feature can only be leveraged once per a given task.

LinkSquares recommends leveraging the chat feature within the Activity tab of the individual agreement view and creating ad hoc tasks to nudge users once the nudge feature has been exhausted.

Overdue Tasks

Overdue task reminder emails will be triggered on the first day a task becomes overdue.

These notifications are sent to the task assignee(s). No further reminder emails will be sent.

If several tasks become overdue on the same day, all task reminders will be consolidated into one email.

Reopening Tasks

Administrators and agreement owners can reopen completed tasks by duplicating them.

When one or various tasks have been completed and a new agreement version is uploaded, an option for duplicating tasks will appear within the Tasks tab of the individual agreement view.

All completed tasks that are duplicated will be retained for history and SLA tracking metrics.

Note:

Tasks cannot be duplicated within the Request phase. An agreement must be created from the Request form to duplicate tasks.
Tasks cannot be duplicated within the Signature phase once all tasks have been completed. The agreement must be reverted to a previous status to duplicate tasks.
Tasks cannot be duplicated within the Paused status.
Tasks are not automatically duplicated when agreement statuses are reverted.

Example Workflow

For example, various tasks have been completed within an agreement in the Counterparty Review status.

A new agreement version is uploaded to the individual agreement view by clicking the + NEW VERSION button. Consequently, several tasks should be reset to account for this new version.

Within the Tasks tab, there will be an option to duplicate completed tasks.

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When the user selects NO, the workflow for duplicating tasks will not initiate and tasks can be duplicated at a later time. Click DUPLICATE COMPLETED TASKS at the top of the tab to re-initiate this flow.
When the user selects YES, checkboxes will appear next to completed tasks.

To duplicate tasks, mark the checkboxes next to the desired tasks.

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Within this mode, additional tasks can be added and approval workflows can be changed.
Open tasks can be approved, edited, or deleted.

Click SAVE once complete. At least one checkbox must be marked before users can save.

Note:
If users select CANCEL, a DUPLICATE COMPLETED TASKS button will appear at the top of the Tasks tab to return to later.

After saving, any tasks selected will be duplicated and appear below the completed tasks.
From here, duplicated tasks can be modified (e.g., task name and description).

The Activity log will reflect that new tasks were created.

Task assignees will be notified via email.

If the approval workflow is unordered, the task assignee(s) will receive a notification once the task is created.
If the approval workflow is ordered, the task assignee(s) will receive a notification once the task becomes active.

This flow can be repeated until all completed tasks have been duplicated by clicking DUPLICATE COMPLETED TASKS at the top of the Tasks tab.