Filevine allows users to create automatic tasks that are assigned every single time a new project is created or whenever a project enters a new phase. This feature allows you to streamline the work that needs to happen on any type of project.
To learn how to create Action Button Autotasks, please read this article.
How to set up automatic Phase tasks
To find your automatic tasks, click on the menu icon in the upper right-hand corner and go to "Advanced". Click the "Taskflow" tab located on the left-hand side.
You will see a screen that looks something like this:
From this screen you can select which organization you want to modify, the type of project, and the phases of those projects. You can add or delete phases as well.
To set up a new automatic task, highlight the phase you want the task to be active in by clicking on it. When highlighted, you can click the “Create new AutoTask” button.
At this point the “Create Auto Task” window will pop-up. Here you can create the task text (for example: “Request medical records”) and fields related to the dates.
Selecting WHEN ANOTHER AUTOTASK IS COMPLETED, will create a task that is triggered off of another task.
START WHEN [TASK] IS COMPLETED determines which task triggers this new task.
DUE IN determines when the task will appear in the individual’s TASKS screen. Before this date, the task will be visible only in the activity for the project itself. DUE IN is the number of days AFTER the task that triggered this task is completed. For example, once you complete the previous task, the new task will appear on the project’s page and a DUE IN of 2 days will make the task appear in the assigned role’s task list 2 days after that.
ASSIGN TO ROLE determines who this task will be assigned to. In each project, you can assign specific project roles to each member of your team. You can then set these tasks out to those specific roles. For example, if Fred was assigned the role of Medical Records in a project, the above task will appear on Fred’s task list when it is triggered.
Selecting WHEN THE PHASE CHANGES under “Create this autotask…” will create a task that is dependent on a phase change rather than another task.
CREATE determines when the task will appear in Filevine after the phase change. A “0” will result in the task appearing instantly after the phase change.
DUE IN determines when the task will appear in the individual’s TASKS screen. Before this date, the task will be visible only in the activity for the project itself. DUE IN is the number of days AFTER the CREATE number. For example a start task of 3 days, and a DUE IN of 2 days will make the task appear in the project in 3 days, then in the task list for the primary on the case 2 days after that.
REPEAT EVERY determines how many days after appearing this task should appear again. This allows you to have recurring tasks for as long as a project remains in a phase.
As mentioned above, ASSIGN TO ROLE determines who this task will be assigned to.
Q: How many automatic tasks can we have?
A: As many as you want. However, to keep from getting overwhelmed, we suggest you divide tasks among relevant phases.
Q: Who are the tasks assigned to if no one is fulfilling the specified team role?
A: You can assign the task to a specific team role; however, if no one is fulfilling this role within a project, the AutoTasks are assigned to the PRIMARY on the project. This is usually the person who creates the project, but can be changed in the TEAM tab.
Q: What if I change phases before a task appears based on the CREATE number?
A: The task will not appear at all. Once you leave the phase, the automatic tasks for that phase are turned off and any tasks for the new phase are activated.
Q: What happens if I leave a phase, then return to it?
A: All AutoTasks will re-activate according to the rules you have established, starting at the beginning again.