The Advanced Task Management interface is tailored to each role, with different features and pages available depending on each role. Keep reading to explore each interface within Advanced Task Management, and how each permission role is able to access and edit each page.
For more information on Advanced Task Management roles and permissions, please visit: Roles and Permissions.
Each option offers specific functionalities to manage Advanced Task Management settings. Here's an overview of each option:
Task Management Menu
The Task Management menu has three distinct options: Dashboard, Queues, and Tasks.
1. Dashboard
Who can use this feature?
Users with ATM Admin, or ATM Manager role.
For more information about roles please visit:
Advanced Task Management Roles and Permissions
In the Dashboard page, users can get an overview of task management metrics and analyze task, queue, and user behavior. Users can view the following tabs: The Queues &Tasks Metrics and User Metrics.
Queues & Tasks Metrics
In the Queues & Task Metrics, users can filter data reports by queue name or date ranges to view metrics including:
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Queues Metrics:
- Total Queues
- Regular Queues vs. Escalation Queues
- Auto Assignment vs. Manual Assignment
- Criteria Triggered vs. Task Triggered
- Average tasks created per day
- Queues by Priority: Low Priority (0-25), Medium Priority (26-50), High Priority (51-75), Urgent Priority (76-100)
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Tasks Metrics:
- Total Tasks
- Resolved Task, Unresolved Tasks, Assigned Tasks, Unassigned Tasks
- Average Resolving time
- Snoozed Tasks
- Escalated Tasks
- Tasks by Priority: Low Priority (0-25), Medium Priority (26-50), High Priority (51-75), Urgent Priority (76-100)
- Tasks Creation chart: Allows to display the chart data based on the selected Time Unit (Day, Week or Month).
- Tasks Metrics chart: Allows to display the chart data based on the selected Time Unit (Day, Week or Month).
Users Metrics
In this dashboard, users can view data and reporting for Advanced Task Management including:
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Users Metrics:
- Total Active Users, Online Users, Offline Users, Online users without assigned task
- View the online users without a task and their respective downtimes
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Tasks Metrics:
- Filter by one or multiple users and date including:
- Tasks Resolved, Average tasks completed per day, Average task resolution time.
- Change in task resolution (MoM), Change in task resolution (WoW),| Change in task resolution (DoD).
- Filter by one or multiple users and date including:
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Top Performers/ Low Performers Table: With the following information, along with buttons to visualize Top Performers or Low Performers, and the option to display the data based on the Comparison Per (Day, Week or Month).
- User Name
- Tasks Resolved
- Change
- Overdue Tasks
- Change
- Snoozed Tasks
- Change
- Tasks Assignment Resolution Chart: A graph displaying the last 10 tasks assigned and tasks resolved within the selected date range. The data is shown based on the chosen Time Unit (Day, Week, or Month), and labels can be shown or hidden using the checklist.
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Detailed Current Status of Users’ Work Table: With the following information, along with the option to Export the data (Download as CSV, Download as Excel or Print).
- User Name.
- Current task’s project.
- Current task queue.
- Current task summary.
- Time for the task.
- Tasks completed today.
2. Queues
Who can use this feature?
Users with ATM Admin role.
Partial access for ATM Manager role: View-only access to the Queues List tab. NO access to the Manual Triggers tab.
For more information about roles please visit:
Advanced Task Management Roles and Permissions
In the Queues page, users can view the following tabs: Queues List and Manual Triggers.
Queues List Tab
The following elements are displayed in the Queues List page:
| Element | Description |
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Button to create a new queue. |
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Checkbox to display inactive queues. |
Filters: Additionally, users can filter the displayed data using a combination of the following filters:
| Filter | Description |
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Select one or more existing processes to display the queues in the table based on the selection. |
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Select one or more queue names to display the queues in the table based on the selection. |
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Select one or more task summaries to display the queues in the table based on the selection. |
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Select one or more priorities to display the queues in the table based on the selection. |
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Select one or more queue types (Regular or Escalation) to display the queues in the table based on the selection. |
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Select one or more task types (Required Action, Document or Form) to display the queues in the table based on the selection. |
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Select one or more trigger types (Criteria, Manual, Tasks or Process Studio) to display the queues in the table based on the selection. |
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Select one or more labels to display the queues in the table. The list includes all custom and role labels |
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Click Clear to remove all the selected filters. |
Queues Table: Contains the list of existing queues including the following details for each Queue:
| Column | Description |
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Name of the process. When the chevron icon |
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Name of the queue. Clicking the queues name opens the Queue Editor with the queues' configuration. |
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The priority number assigned to the queue, ranging from 1 to 100. |
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The type of queue, which can be either Regular or Escalation. |
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The type of task, which can be Required Action, Document or Form. |
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The date the queue was created. |
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Indicates whether the queue is active or inactive. |
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Indicates whether the queue is Live or Draft. When the queue is Live, it will begin receiving Filevine events. |
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Number of tasks created from the queue. |
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Specifies the labels associated with the queue that the user must have in order to resolve the task. |
Users with manager role (ATM Manager) can view a list of all the existing Queues and their details, but do not have the ability to edit or create them.
Manual Triggers Tab
| Element | Description |
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This dropdown lists projects for which queues can be manually triggered. Only projects for which an update or change has been made since their creation will be displayed in Filevine's project dropdown. If your project is not listed among the available options, you can update the projects making any update on Filevine. |
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This button allows users to add the queue that will be manually triggered |
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Allows users to select the queue that will be manually triggered. This field is enabled when the +Add Queue button is clicked. Users can add one or more queues to be triggered. |
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This button allows users to trigger the selected Queues* for the selected Filevine's Project. |
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Click this button to clear all fields. |
Users with ATM Manager role cannot trigger manual queues.
3. Tasks
Who can use this feature?
Users with ATM Admin or ATM Manager role.
Users with ATM User role: Limited access: Assigned tasks only, by clicking the link in the task card in the Neodeluxe Sidebar. No access to Scheduled Tasks.
Users with ATM Manual Task User or ATM Overseer role: Limited access: Assigned tasks only, and unassigned tasks. No access to Scheduled Tasks.
For more information about roles please visit:
Advanced Task Management Roles and Permissions
In the Tasks page, users can view the following tabs: Regular: Tasks From Queues, Single Tasks, Scheduled Tasks, Bulk Task Creation and Bulk Resolution.
Regular: Tasks From Queues Tab
This tab provides access to the Regular: Tasks from Queues table, where users can view all existing queues and related regular tasks, allowing them to monitor and review key task information.
Users with ATM User role only have access to the assigned task to be managed through this interface and cannot see the list of queues.
Users with ATM Manual Task User or ATM Overseer role can view both their assigned tasks and unassigned tasks in the task list.
The Regular: Task From Queues tab contains the following elements:
Filters: Users can filter the displayed data using a combination of the following filters:
| Filter | Description |
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Select one or more existing processes to display the Regular Tasks from Queues in the table based on the selection. |
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Select one or more existing project IDs to display the Regular Tasks from Queues in the table based on the selection. |
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Select a project to display the Regular Tasks from Queues in the table based on the selection. |
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Select one or more existing queues to display the Regular Tasks from Queues in the table based on the selection. |
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Select one or more existing tasks to display the Regular Tasks from Queues in the table based on the selection. |
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Select one or more existing users to display the Regular Tasks from Queues in the table based on the selection. |
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Select one or more statuses: In queue, Snoozed in queue, Snoozed for user, Escalated, Assigned, Resolved, In user queue, Closed to display the Regular Tasks from Queues in the table based on the selection. By default, all statuses are selected except for Resolved and Closed. |
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Select one or more priorities from ranges (0-25, 26-50, 51-75, 76-100) to display the Regular Tasks from Queues in the table based on the selection. |
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Select Yes or No to display or hide the escalated tasks in the table. |
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Enter the Start Created Date and End Created Date to display the Regular Tasks from Queues in the table based on the creation date selection, or select one of the following creation date options: Today, Yesterday, This Week, Last Week, This Month, or Last Month. |
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Enter the Start Due Date and End Due Date to display the Regular Tasks from Queues in the table based on the selection, or select one of the following Due Date options: Today, Yesterday, This Week, Last Week, This Month, or Last Month. |
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Click Clear to remove all the selected filters. |
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Click Export and select Download as CSV, Download as Excel or Print. |
Regular Tasks From Queues Table: Contains the list of existing Regular Tasks From Queues including the following details for each:
| Column | Description |
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Name of the process associated with the Regular Task. If the task is not associated to a process, the corresponding cell is empty. |
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Filevine project ID number associated with the Regular Task. |
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Name of the Queue that contains the Regular Task. |
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Summary of the Regular Task. |
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The category allows the user to identify the type of Filevine project section to which the specific task belongs. Category can be: Project When the section is a static section; or Collection When the section is a collection section. |
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Name of the Filevine project for which the Regular Task needs to be completed. |
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The current status designated for the Regular Task. Available status are: Assigned: The task in the queue has been assigned to a user. This assignment may occur automatically, or the user may have selected the task from the queue's inventory. Closed: The task is no longer available to be completed because it was closed by the exit criteria of the queue or a Process Studio process. Escalated: The task is overdue and has been moved to an escalation queue. In queue: The task is currently in the queue. This means it is listed in the users queue inventory, and is awaiting for a user to claim it. In user queue: A task that is assigned to the user, but is not the user's current task. Resolved: The task was completed. Snoozed for user: The task has been snoozed by a user. Snoozed in queue: The task has been sent back to the queue and is waiting for the snooze time to expire before it can be claimed again by a user. |
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Displays the numeric priority assigned to the Regular Task. |
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The creation date for the Regular Task. |
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The deadline for the Regular Task. Expired due dates show a warning |
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Indicates whether the Regular Task has been escalated to the queue. |
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Indicates whether the assigned user is online or offline in the Neodeluxe Sidebar extension, and the responsible user for resolving the Regular Task.
ATM Admins and ATM Managers can manually Assign Tasks. ATM Manual Task User and ATM Overseer can Claim Tasks. |
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The number of times the Regular Task has been sent back to the queue. |
NOTE: Clicking a row in the table opens the corresponding task resolution view.
Single Tasks Tab
Through this tab, users can access the Single Tasks table (with tasks NOT related to queues), allowing them to monitor and overview the most relevant information about single tasks.
Users with ATM User role only have access to the assigned task to be managed through this interface and cannot see the list of queues.
Users with ATM Manual Task User or ATM Overseer role can view both their assigned tasks and unassigned tasks in the task list.
For more information on how single tasks are originated, please read Create Single Tasks.
The Single Task tab contains the following elements:
Filters: Users can filter the displayed data using a combination of the following filters:
| Filter | Description |
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Select one or more existing Project IDs to display the Single Tasks in the table based on the selection. |
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Select a project name to display the Single Tasks in the table based on the selection. |
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Select one or more existing users to display the Single Tasks in the table based on the selection. |
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Select one or more statuses: In queue, Snoozed in queue, Snoozed for user, Escalated, Assigned, Resolved, In user queue, Closed to display the Single Tasks in the table based on the selection. By default, all statuses are selected except for Resolved and Closed. |
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Select one or more priorities from ranges (0-25, 26-50, 51-75, 76-100) to display the Single Tasks in the table based on the selection. |
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Enter the Start Creation Date and End Creation Date to display the Regular Tasks from Queues in the table based on the creation date selection, or select one of the following creation date options: Today, Yesterday, This Week, Last Week, This Month, or Last Month. |
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Enter the Start Due Date and End Due Date to display the Single Tasks in the table based on the selection, or select one of the following Due Date options: Today, Yesterday, This Week, Last Week, This Month, or Last Month. |
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Click Clear to remove all the selected filters. |
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Click Export and select Download as CSV, Download as Excel or Print. |
Single Tasks Table: Contains the list of existing Single Tasks, including the following details for each:
| Column | Description |
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Summary of the Single Task. |
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Filevine project ID number in which the Single Task needs to be completed. |
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Name of the Filevine project in which the Single Task needs to be completed. |
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The current status designated for the Single Task. Available status are: Assigned: The Single Task has been assigned to a user. This assignment may occur automatically, or the user may have selected the task from the queue's inventory. Closed: The task is no longer available to be completed because it was closed by the exit criteria of the queue, or a Process Studio process. Escalated: The task is overdue and has been moved to an escalation queue. In queue: The task is currently in the queue. This means it is listed in the users queue inventory, and is awaiting for a user to claim it. In user queue: A task that is assigned to the user, but is not the user's current task. Resolved: The task was completed. Snoozed for user: The task has been snoozed by a user. Snoozed in queue: The task has been sent back to the queue and is waiting for the snooze time to expire before it can be claimed again by a user. |
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Displays the numeric priority assigned to the Single Task. |
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The creation date for the Single Task. |
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The deadline for the Single Task. Expired due dates show a warning |
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Indicates the responsible user for resolving the Single Task. Not assigned task displays: |
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Indicates whether the assigned user is online or offline in the Neodeluxe Sidebar extension. |
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The number of times the Single Task has been sent back to the queue. |
NOTE: Clicking a row in the table opens the corresponding task resolution view.
Scheduled Tasks Tab
Through this tab, users can access the Scheduled Tasks table, allowing them to monitor and overview the most relevant information about scheduled tasks that will be created in the future.
NOTE:
Users with ATM Admin or ATM Manager role can view and access this tab.
The Scheduled Task tab contains the following elements:
Filters: Users can filter the displayed data using a combination of the following filters:
| Filter | Description |
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Select one or more existing Project IDs to display the Scheduled Tasks in the table based on the selection. |
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Enter the Start Scheduled Date and End Scheduled Date to display the Scheduled Tasks in the table based on the selection, or select one of the following Scheduled Date options: Today, Yesterday, This Week, Last Week, This Month, or Last Month. |
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Click Clear to remove all the selected filters. |
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Click Export and select Download as CSV, Download as Excel or Print. |
Scheduled Tasks Table: Contains the list of existing Scheduled Tasks including the following details for each:
| Column | Description |
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Name of the process associated with the Scheduled Task. If the task is not associated to a process, the corresponding cell is empty. |
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Filevine project ID number in which the Scheduled Task needs to be completed. |
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Name of the Queue that contains the Scheduled Task. |
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Summary of the Scheduled Task. |
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The category allows the user to identify the type of Filevine project section to which the specific task belongs. Category can be: Project When the section is a static section; or Collection When the section is a collection section. |
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Name of the Filevine project for which the Scheduled Task needs to be completed. |
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Displays the numeric priority assigned to the Scheduled Task. |
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The date on which the Scheduled Task was configured. |
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The date on which the task is scheduled to be created. |
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The deadline for the Scheduled Task. |
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Indicates whether the Scheduled Task has been escalated to the queue. |
NOTE: Clicking a row in the table opens the corresponding task resolution view.
Bulk Task Creation Tab
Through the Bulk Task Creation tab, users can generate a queue's task in bulk across different Filevine projects by using a CSV file. Uploading a properly formatted CSV file contributes to quicker and more efficient large-scale operations management.
The following elements are displayed in the Bulk Task Creation page:
| Element | Description |
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Button to refresh the Charge Operations table. For rows with In Progress status, the displayed number of uploaded tasks will be updated based on the processed tasks when the button is clicked. |
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This button opens the Bulk Task Creation pop-up, where you can:
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NOTE: When a task creation operation is currently In Progress, the Upload CSV button is DISABLED for ALL users.
Additionally, the Charge Operations table displays details of the 10 most recent bulk upload operations (If no entries were processed, this table is empty).
Each row represents a CSV file that has been uploaded and processed based on the selected queue. The table includes the following columns:
| Column | Description |
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Displays the name of the queue containing the bulk-generated task for the Filevine projects in the CSV file. |
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Displays the date when the upload was performed. |
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Displays the hour when the upload was performed. |
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Displays the number of successfully uploaded tasks. |
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Displays the status of the operation based on the processing result. Possible statuses are: 🟢 Completed: Tasks were successfully created for ALL projects in the CSV file. |
Bulk Resolution Tab
Through this tab, users can access the Bulk Resolution page, where they can filter the tasks from a Filevine report and resolve them in bulk, using standardized comments and resolution metadata.
NOTE: Users with ATM Admin or ATM Manager role can view and access this tab.
The Bulk Resolution tab contains the following element:
| Element | Description |
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Click this button to open the Report Filter pop-up, allowing the user to select a Queue, enter a valid Filevine Report ID (with associated tasks to resolve in bulk), and apply the filter. |
Admin Menu: Advanced Task Manager Setup
Who can use this feature?
Users with ATM Admin role.
Users with ATM Manager role: View-only access.
For more information about roles please visit:
Advanced Task Management Roles and Permissions
The Admin > Advanced Task Manager Setup page allows users to manage the settings for Assignment Configuration, Labels, Processes, and Resolution Codes.
Assignment Configuration
This option allows users to view and configure:
Type of automatic assignment: Select the type of assignment: By User Request or By defined period of time.
Work days: Select the days when task assignments will be active.
Holidays: Manage the days designated as holidays in the system.
Users with Manager role (ATM Manager) can view this setup but cannot save changes.
Labels
This option allows users to view and manage Custom Labels and Filevine Roles Labels.
Users with Manager role (ATM Manager) roles can view this setup but cannot save changes.
Here's an overview of each tab:
- Custom Labels: Through this tab, users can create labels, and activate or inactivate existing labels.
- Filevine Roles Labels: Through this tab, users can sync roles from Filevine, view the list of synced roles, and activate or deactivate the roles.
The synchronized roles will always include two Filevine roles for each: the Role Name and Role Name (1st), with the latter representing the primary position.
Processes
This option allows users to view existing processes, add processes for queues, and manage existing processes.
Users with Manager role (ATM Manager) can view this setup but cannot save changes.
The table includes the following information: Name, Description, Linked Queues, Is Active and Actions: to edit existing processes).
Resolution Codes
This option allows users to access the Resolution Codes dashboard that contains the Resolution Codes and Resolution Codes Groups tabs.
Users with Manager role (ATM Manager) can view this setup but cannot save changes.
Here's an overview of each tab:
- Resolution Codes: In this tab, users can create resolution codes and view existing resolution codes (that includes the following information: Name, Description, Category, Group, Is Active and Actions: to edit, activate, or deactivate existing codes).
Resolution codes enable the selection of custom resolution descriptions for task resolution. Each resolution code must belong to one of the default categories and can be organized within resolution code groups for improved management and clarity.
A code can belong to several groups. These groups are used to assign specific types of resolutions to each queue.
- Resolution Codes Groups: Through this tab, users can add new groups, and see the table with the existing resolution code groups (that includes the following information: Name, Description, Is Active and Actions). Additionally, users have the ability to edit, activate, or deactivate existing groups.
Have Questions or Issues?
If you have any questions or you are experiencing issues with accessing or using Neodeluxe Advanced Task Management, please contact our Product Support Team:
- Email: help@neostella.com
- Submit a Request: Click here to submit a ticket
Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.