Overview
To get agreements out the door faster, you need a clear view of how agreements are progressing and insight into outstanding tasks.
This article will help you leverage the Tasks page in LinkSquares Finalize to ensure you never miss an important step in the process.
Process
The Tasks page offers a centralized place to view tasks assigned to you and your team members across all active agreements.
To access the Tasks page, select the Tasks tab from the navigation bar at the top of the page.
Note: Scroll horizontally to view any hidden columns.
Tasks Page Visibility
Administrators have visibility into every task that exists within Finalize.
Reviewers, Approvers, and Drafters can view the tasks they created and the tasks they are assigned.
Sign-only users can view the To-do tasks they are assigned.
Agreement owners can view tasks they created, tasks they are assigned, and tasks on agreements they own.
Collaborators can view the tasks they created and the tasks they are assigned, as well as, all tasks within the agreement in which they are a collaborator.
Task Types
There are three task types in Finalize:
- Approval tasks
- To-do tasks
- Standalone tasks
Approval and To-do tasks are associated with in-flight agreements, whereas Standalone tasks are not.
Approval and To-do tasks are created on the template or agreement levels. Standalone tasks are created within the Tasks page.
Status Filter
The Status drop-down allows you to filter tasks by their status.
The Tasks page is filtered by Ready tasks by default
Inactive: Tasks are not actionable. Example: Tasks that are in the Complete or Done status
Ready: Tasks are ready to have action taken and be completed.
Completed: Tasks have been completed.
Creating Tasks
All Finalize users except Sign-only users can create new tasks from the Tasks page.
To create a Standalone task, click the NEW TASK button in the upper right-hand corner of the page.
Fill out the fields and choose SAVE
These are the fields when creating a task (most are required):
- Name: Name of the task. Click "New Task", and replace the text with the task name.
- Description: More information on the task.
- Assigned to: Users assigned to the task. Any of them can view and complete the task (only one user needs to complete the task).
Due Date (optional): What date should the task should be completed by, and used to send overdue reminders.
The process for creating Standalone tasks is identical to creating To-do tasks.
Customizing Tasks Page
To customize the Tasks page view:
- Choose the user-specific column settings icon on the right-hand side of the page, to the right of the column headers.
- Mark the checkboxes next to the columns that should be visible and unmark the checkboxes to the columns that should be hidden from view. If all columns should be removed, choose the option, CLEAR.
Click SUBMIT to save any changes, CANCEL to exit without saving any revisions
Tasks Filtering
Use the filtering and sorting icons next to the columns at the header level of the page will organize your task view.
- Clicking the filter icons will result in a drop-down with enhanced searching capabilities. Tasks by default are arranged by Creation Date
The following columns are available to filter:
Name
- Sort tasks alphabetically in ascending or descending order via the sorting icon.
Creation Date
- Sorts tasks by the date the task was created.
- Note: The task date differs from the Creation Date agreement date data point on the main Agreements page.
Linked Agreement
- The name of the agreement under which the task is. Choosing the hyperlinked agreement will open the agreement for additional details.
- If this field is empty, the task is a Standalone task.
- Filter tasks by the agreement related to the task.
Agreement Owner
- Filter tasks by the user who owns the related agreement.
- If the task is a Standalone task or the agreement does not have an owner, then the "Agreement Owner" will be "Unowned."
Task Creator
- Filter tasks by the user who created the task.
Note:
This field will be empty if the task is configured on the template level.
Task Type
- Filter tasks by type: Approval, To-do, or Standalone.
Time Active
- Sort by the amount of time the task itself has been active – not the agreement.
Due Date
- Sort by the due date of the task.
Note:
Due dates are optional and can be added to individual tasks. This field will be empty if there is no specified due date.
Assignees
Filter by the task assignee(s).
- Select more than one user to view tasks for multiple task assignees.
- Tasks can have multiple assignees, and this filter will display all tasks where at least one of the users selected is listed as an assignee.
Editing Tasks
- Administrators and task creators can select the ellipsis icon on the right-hand side of the task to edit it.
- Click Edit from the drop-down, make changes, then click SAVE. You can change anything set at the task creation.
- Alternatively, choose Delete to delete the task from Finalize.
Note: Only Admins, agreement owners, or the creator of a task can delete a task.
Interacting With Tasks
Nudges
Administrators, task authors, and collaborators can use the nudge feature to remind assignees of an outstanding task.
To nudge a task:
- Select the task name from the Tasks page.
- Click Send nudge.
The Approval and To-do task assignee(s) will receive an email notification reminding them to take action with a direct agreement link. By already being logged in, the task will be pulled up for review upon selection.
The Standalone task assignee(s) will receive an email notification reminding them to take action 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.
Completing Tasks
Approval Tasks
To complete an Approval task, Administrators and the task assignee(s) can select the task from the Tasks page.
- Choose the task name from the Tasks page
- Choose Approve.
Note: Approval tasks can also be completed within the Tasks tab of the individual agreement view.
To-Do Tasks
To complete a To-do task, Administrators and the task assignee(s) can select the task from the Tasks page.
- Choose the task name from the Tasks page
- Choose Mark as done.
Note:
To-do tasks can also be completed within the Tasks tab of the individual agreement view.
Standalone
To complete a Standalone task, Administrators and the task assignee(s) can select the task from the Tasks page.
- Choose the task name from the Tasks page
- Choose Mark as done.
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.
To enable or disable email notifications for overdue tasks, all Finalize users can navigate:
In the left-hand corner, the App-Selector:
- Settings
- Finalize App
- Notifications tab.
- Toggle on/off the Overdue task
Note: This setting is user-specific.
For a video tutorial click HERE