Displaying a Practice-wide Tasks List

The Tasks list displays tasks for all clients across the practice.

Video Walkthrough
For a video walkthrough that includes this feature, refer to Displaying Task Lists Tutorial (5 min).

This article contains the following sections:

• Using the Tasks List
• Status Column
• Tasks Created by an Automation Process
• Task Security
• Task Link
• Expanding the Columns
• Filter Drawer in Tasks Lists
• Changing the Columns Displayed in the Tasks List

Using the Tasks List

• You can filter the list, for example, by Client, Assignee or Delegator to monitor workloads.
• The Status icon indicates whether a Task is "Not Started", “In Progress” or “Complete”.
• By default the view displays "Incomplete Tasks". You can change this to display "My Tasks", "Not Started" or "Overdue Tasks".
• Clicking on any Task in the workspace will open the Drawer so that you can Update Task details as required.

Status Column

In the Status column, the following icons are used to indicate the status of a task:

Tasks Created by an Automation Process

Where a task has been created as part of a process this shows the delegator as "System" and it displays with the View Process Checklist icon. Clicking the View Process Checklist icon displays the Client - Process History Checklist for the Process that created the Task. From the Client - Process History Checklist, the Task details can be displayed and if relevant, the Status changed. Refer to the Client Process History Checklist.

Task Security

If Task Security has been enabled in the Practice Settings for your practice, the Cabinet column is automatically included in the Task views. Refer to Managing Practice Settings and Managing User Groups.

Click on any part of the task in the Tasks workspace to display Update Task in the Drawer. Refer to Updating and Actioning Tasks from the Drawer.

Task Link

In the Tasks list, you can use the Task Link button to create a hyperlink to the selected task. You can also right-click and select Task Link from the pop-up menu.

The Task Link is copied to your clipboard and can be pasted outside of FYI. A Task Link can be used in emails to other internal users, as a reference to the task. When a user is directed to a document via a Task Link, this opens the Tasks list with the relevant task selected and the drawer open.

Expanding the Columns

You can expand the Subject, Client or Group columns by clicking the Expand icon in the column heading. This is useful if the Task has a long name, and also when searching to see which of the Tasks you are looking for are in the search results. Click the Expand icon again to return to the usual column width.

If you are saving the view, it can be saved with the columns expanded by saving the view with Save Advance Search selected. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.

Filter Drawer in Tasks Lists

In Tasks lists, you can use the Filter Drawer to easily apply filters to any of the columns that are available in the list, providing the column can have a filter applied. This allows you to filter on columns even if the view does not already show them. Refer to Filter Drawer.

The Filter Drawer is displayed in the Tasks list and in the Client - Tasks tab by clicking the Expand Filter Drawer button (to the left of the View button).

When selections are made from the Filter Drawer, the Tasks lists and the filters in the columns are updated automatically as you make your selections.

The Filter Drawer can be used as an alternative to, or in combination with, selecting filters from the column headings in a list (refer to Sorting and Filtering).

Note: The Filter Drawer is "Sticky" so if you leave it open (either from the Tasks list or from the Client - Tasks tab) and move to a different page, returning to the Tasks list or to the Client - Tasks tab will re-display the Filter Drawer as expanded. Or if you close the Filter Drawer and leave the page, it will be closed when you re-display the Tasks list or Client - Tasks tab.

Changing the Columns Displayed in the Tasks List

Using the Columns function, you can include additional columns in the Tasks list. Refer to Adding/Removing/Moving Columns in a List.

You can also include the columns for Created on, Created by, Modified on and Modified by and you can sort and filter on these in the Tasks list.