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.
Note: Scroll horizontally to view any hidden data points.
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. Collaborators can view 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.
1. Status Filter
The Status drop-down allows you to filter tasks by their status.
The Tasks page is filtered by active tasks by default.
Inactive: Tasks are inactive.
Ready: Tasks are ready to go and can be acted on today.
Completed: Tasks have been completed.
2. 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.
The process for creating Standalone tasks is identical to creating To-do tasks.
3. Customizing Tasks Page
To customize the Tasks page view, click the user-specific column settings icon on the right-hand side of the page.
Mark the checkboxes next to relevant data points. Drag and drop the options to configure the order in which these data points appear as columns.
Click SUBMIT to save any changes.
4. Tasks Filtering
Use the filtering and sorting icons next to the data points within the tasks table to organize your task view.
Clicking the filter icons will result in a drop-down with enhanced searching capabilities.
Name
Sort tasks alphabetically in ascending or descending order via the sorting icon.
Tasks will be arranged in order of creation by default.
Creation Date
Sorts tasks by the date the task was created.
Note: This date differs from the Creation Date data point on the main Agreements page.
Linked Agreement
Filter tasks by the agreement related to the task.
If this field is empty, the task is a Standalone task.
Agreement Owner
Filter tasks by the user who owns the related agreement.
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).
5. 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.
Alternatively, click Delete to delete the task from Finalize.
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 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. If 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.
Click 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.
Click 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.
Click 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 to Settings > Finalize App > Notifications tab.
From here, click the Overdue task toggle.
Note: This setting is user-specific.
For a video tutorial click HERE