Overview
Tasks enable users to assign tasks to team members for review within LinkSquares Analyze.
For example, if you would like to renegotiate a renewal, you can assign this task and select a due date for when it should be addressed. This will ensure important dates and tasks are not missed.
Your assigned team member(s) will receive a notification for this task:
- When it is created
- Seven days prior to the due date
- One day prior to the due date
- The due date itself
- One day after the due date
Note: Tasks within Analyze cannot be assigned to LinkSquares users who only have access to LinkSquares Finalize.
Process
All Analyze users can create and assign tasks.
Create new tasks from the Tasks page or the individual agreement view.
- To create a new task from the Tasks page, go to the Tasks tab from the navigation bar. Then, click CREATE NEW TASKS in the upper right-hand corner.
- To create a new task within an individual agreement, select an agreement from the main Agreements page. Go to the Tasks tab. Then, click New Task.
Note: Tasks can be created within both pending and processed agreements.
Complete the following fields.
Type
Determine whether the task is an Approval or To-do task via the drop-down.
Related to Agreement
Determine the agreement to which the task relates via the drop-down.
Note: This field is only applicable to tasks created from the Tasks page.
Subject
Enter a task subject.
Description
Enter a task description.
Assign To
Assign one or multiple assignees, including yourself.
Due Date
Determine the task due date and how many days before the due date the assignee(s) should be notified.
Recurring
Determine whether the task should be recurring. Recurring tasks offer flexibility so users never miss time-sensitive tasks.
Recurring tasks mean that, once the task has been completed, a new, identical task will automatically populate with a due date per the outlined recurrence.
For example, if the task is completed and the recurrence is designated as annually, the next iteration of the task is created with a due date of the original due date plus one year.
Select from the following task recurrence options:
- Never
- Weekly
- Monthly
- Semi-annually
- Annually
- Biennially (i.e., every 2 years)
- Triennially (i.e., every 3 years)
The task recurrence can be modified and adjusted as needed by editing the task before completion.
Note: If a task is due on the 29th through the 31st of the month and recurs monthly or semi-annually, it will recur on the last day of the month.
Users can create two separate tasks with a semi-annual recurrence one quarter apart to fulfill quarterly task recurrences.
Note- Reoccurring Tasks: Only when a task is complete, will the task autogenerate a new task. An email notification will not be generated if working off of the original task that was edited. It must be completed and any new information be added to the newly created task.
Notify
Input the number of days the assignee(s) should be notified of the task ahead of the due date.
Note: The notification period must be shorter than the recurrence period.
Click Save once complete from the Tasks page.
Click Create Task once complete from the individual agreement view.
A new task has been created.
Task Management
Administrators and Managers can manage all assigned tasks within the Tasks page and individual agreement views. Standard users can only view the tasks to which they are assigned.
The Tasks page provides a bird's-eye view of all tasks within Analyze. Task statuses are as follows.
- Complete: The task is complete.
- Overdue: The task is overdue.
- Open: The task is pending action.
Filter by task status and type on this page, along with sorting by the due date or creation date.
To edit or delete a task, click the ellipsis icon next to the desired task.
Recurring tasks will have a icon next to the task type within the Type column.