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.
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Dashboard
Who can use this feature?
Admins (atm_admin), and Managers (atm_manager).
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.
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).
User 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.
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Queues
Who can use this feature?
Admins (atm_admin), and Managers (atm_manager): View-only access.
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
- Show Inactive Queues: Checkbox to display the inactive queues.
- Add Queues: Button to create a new queue.
- Users can filter the displayed data using a combination of the Queue Name, Priority (0-25, 26-50, 51-75, 76-100), Labels, Creation Start Date, and Creation End Date fields, and then click the Filter button.
- Queues Table: Contains the list of existing Queues including the following details for each Queue:
| Column | Description |
| Process | Name of the process. When the chevron icon is clicked, the queues that belong to that process are displayed. |
| Queue Name | Name of the queue. |
| Priority | The priority number assigned to the queue, ranging from 1 to 100. |
| Queue Type | The type of queue, which can be either Regular or Escalation. |
| Task Type | The type of task, which can be Required Action, Document or Form. |
| Creation Date | The date the queue was created. |
| Is Active | Indicates whether the queue is active or inactive. |
| Status | Indicates whether the queue is Live or Draft. When the queue is Live, it will begin receiving Filevine events. |
| Tasks Created | Number of tasks created from the queue. |
| Labels | 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
In this tab, users can find the projects for which an update or change has been made since their creation and can trigger manually the queue. The following elements are included:
- Filevine’s project *: 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 drop down. If your project is not listed among the available options you can update the projects making any update on Filevine.
- + Add Queue: This button allows users to add the queue that will be manually triggered.
- Queue*: 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.
- Trigger Queues*: This button allows users to trigger the selected Queues* for the selected Filevine's Project.
Users with manager role (atm_manager) cannot trigger manual queues.
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Tasks
Who can use this feature?
Admins (atm_admin), Managers (atm_manager): Limited access, and Members/Everyday users (atm_user): Limited access to assigned tasks only.
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 and Single Tasks.
Regular: Tasks From Queues Tab
Through this tab, users can access the Regular Tasks table with the list of all the existing queues in your organization and related tasks allowing them to monitor and overview the most relevant information about all the tasks from queues: Queue Name, Project Name, Task Status, Escalation Task, Priority, Due Date, Assigned User, User Status, and Time re-enqueued.
Also users can apply filters using the following fields to filter the task data:
- User: Filter tasks by assigned user.
- Priority: Choose from ranges (0-25, 26-50, 51-75, 76-100).
- Status: Select one or more task statuses: Assigned, Closed, Escalated, In queue, In user queue, Rejected, Resolved, Snoozed for user, Snoozed in queue.
- Start Due Date: Specify the beginning of the due date range.
- End Due Date: Specify the end of the due date range.
Users with Member/Everyday user role (atm_user) only have access to the assigned task to be managed through this interface and cannot see the list of queues.
| Column | Description |
| Queue Name | Name of the queue. |
| Project Name | Name of the Filevine project in which the task needs to be completed. |
| Task Status |
The current status designated for the 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. |
| Escalation Task | This indicates whether the task has been escalated through an escalation queue. |
| Priority |
The basic or advanced priority assigned to the queues task. Note: Basic priorities are displayed in the Priority column as their corresponding numerical values: Low Priority: 25 Medium Priority: 50 High Priority: 75 Urgent Priority: 100 |
| Due Date | The deadline for the task. |
| Assigned User | The user designated as responsible for resolving the task. |
| Status | Indicates whether the user is online or offline in the Neodeluxe Sidebar extension. |
| Time Re-enqueued | The number of times the task has been sent back to the queue. |
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: Task summary, Project Name, Task Status, Priority, Due Date, Assigned User, User Status, and Time re-enqueued.
Also users can apply filters using the following fields to filter the task data:
- User: Filter tasks by assigned user.
- Priority: Choose from ranges (0-25, 26-50, 51-75, 76-100).
- Status: Select one or more task statuses: Assigned, Closed, Escalated, In queue, In user queue, Rejected, Resolved, Snoozed for user, Snoozed in queue.
- Start Due Date: Specify the beginning of the due date range.
- End Due Date: Specify the end of the due date range.
Users with Member/Everyday user role (atm_user) only have access to the assigned task to be managed through this interface and cannot see the list of queues.
| Column | Description |
| Task Summary | Summary of the single task. |
| Project Name | Name of the Filevine project in which the single task needs to be completed. |
| Task Status |
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 single task was assigned to the selected user, 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. Escalated: The single task is overdue and has been moved to an escalation queue. In queue: The single 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. Rejected: The single task in the queue has been rejected by a user. Resolved: The single task was completed. Snoozed for user: The single task has been snoozed by a user. Snoozed in queue: The single 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 |
| Priority |
The basic or advanced priority assigned to the single task. Note: Basic priorities are displayed in the Priority column as their corresponding numerical values: Low Priority: 25 Medium Priority: 50 High Priority: 75 Urgent Priority: 100 |
| Due Date | The deadline for the single task. |
| Assigned User | The user designated as responsible for resolving the single task. |
| Status | Indicates whether the user is online or offline in the Neodeluxe Sidebar extension. |
| Time Re-enqueued | The number of times the single task has been sent back to the queue. |
Admin Menu: Advanced Task Manager Setup:
Who can use this feature?
Admins (atm_admin), and Managers (atm_manager): View-only access.
For more information about roles please visit:
Advanced Task Management Roles and Permissions
The Admin menu has the Advanced Task Management Setup option.
The Advanced Task Manager Setup page allows users to manage the settings for Assignment Configuration, Labels, Processes, and Resolution Codes.
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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.
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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.
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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).
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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.
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