Create Queues and Tasks

Advanced Task Management allows users with Admin role (atm_admin) to set up queues that automatically generate tasks based on specific criteria or workflows composed of a task sequence. Admins can configure these queues to ensure tasks are efficiently assigned and completed without manual intervention.

Key features of Advanced Task Management queues include:

• Task Attributes: Admins can assign priority levels, set due dates, and provide detailed guidance for task resolution. Tasks can also be assigned as actions, documents or forms.
• Automated Assignment: Tasks are assigned to users based on labels that match the skills or capabilities required for each task.
• Escalation Queues: Handle overdue tasks by redirecting them to dedicated escalation queues.

Create a New Queue

Follow the steps to create a new queue:

1. 1. In the main menu, select Task Management, and then Queues.
   2. Click + Add Queue to open the Queue Editor tab.

   

   Follow the steps to setting the Queue Details, Task Details, and Triggered By sections:

Set the Queue Details

1. In the Queue Details section, complete the following fields:

• Escalation Queue: Use the toggle switch to enable/disable the escalation queue feature, where overdue tasks will be directed.

• Assignee Level: Default to Projects for assigning tasks within projects. (The User option will be available soon.)
• Queue Name: Enter a descriptive name.

For example: Evidence Preparation in Immigration Cases.

• Queue Description: Provide a clear explanation of the queue's purpose and outcomes for internal reference.

For example: Tasks for preparing evidence in the 'Gathering Evidence' phase of immigration cases.

• Queue Labels: Assign labels that define the skills or unique identifiers needed to resolve tasks in this queue. Only users with ALL assigned labels will be eligible for the queue.
• Manual Assignment: Enable the queue for users to manually claim tasks from an inventory. Disable Manual Assignment to use the default setting for automatic assignment based on user labels, priority, timing, and other parameters.
• Advanced Priority: Enable to set a numeric priority scale (0-100). 

Disable to use a dropdown with basic default priorities: Low, Medium, High, Urgent.

• Add Queue to Process: Enable to add the new queue to existing processes. 

Set Tasks Details

1. In the Tasks Details section, complete the fields and configure the options according to your preferences:

• Tasks Type: Select the Task Type according to the specific queue’s task:
  • Required Action: This type of task requires the user to perform a specific action. 
  • Document: This task indicates that the staff member assigned to resolve it will need to collect a document.
  • Form: This task requires filling out a form to resolve it. These forms are based on Neodeluxe Forms, and when completed, the corresponding fields in Filevine will be updated.
    • When the Task Type Form is selected, the Link Existing Form section is displayed at the bottom of the page.

• Click the Link Existing Form section to expand its details, and select from the dropdown the Form Name to be included in the task.
• After selecting the Form Name, its Description is displayed.

• Tasks Summary*: Enter the task summary indicating the task's most important details.
• Tasks Instruction*: Enter the detailed instructions the user must follow to complete the task.
• Resolution Codes Groups (If no group is selected, all codes will be displayed): Select the code group(s) that will be available in the task resolution view.
• Maximum Snooze Time: Enter an integer number to indicate the maximum number of hours the user will be able to postpone the task.
• Due Date (Days after Creation): Enter an integer number to indicate how many days from the creation day the due date will be set.
• Escalation: Use the toggle switch button to enable/disable the task escalation option.
  • When the Escalation is ON, the Select escalation queue dropdown becomes active, allowing users to select from the existing escalation queues, the one to which the tasks will be escalated once its due date is reached.
  • When  Escalation is OFF, the task will not be escalated to another queue once its due date is reached.

Set Triggered By Section

In the Triggered By section, users can select how the queue will be triggered: Criteria, Tasks or Manual. Follow the steps explained below to configure your queue, according to your needs.

Queues Triggered by Criteria 

Queues triggered by criteria allow users to define one or more entry and exit criteria based on Filevine project conditions. When the criteria are met, a task is generated in the queue and becomes available for the users with the matching labels. 

1. In the Triggered By section, select the Criteria button to define the Project criteria to trigger the task assignment.
2. Complete the following fields:

• Copy criteria from: Select an existing queue name to copy all trigger criteria.

• Clear copied criteria: Click this button to clear all the populated criteria fields that were copied.

• Criteria data source*: Select the data sources to use when defining entry and exit criteria. You can choose from Filevine and/or Vineportal (Neodeluxe).
  • Project Type*: Choose the project template for which this queue will apply. This Project Type will also supply the variables for the criteria.
  • Section Type: Choose the section type: Collection Section or Form Section.

Entry and Exit Criteria Sections

You need to define the queue’s Entry Criteria and Exit Criteria, which are the conditions that trigger when a queue begins to generate its tasks and when the queue’s tasks are closed. Follow these steps to do so:

Entry Criteria

Entry criteria determine when the queue tasks will begin to be generated. To set the entry criteria:

1. Select the Data Source* from which the entry conditions will be evaluated. Choose one of the options from the dropdown menu. The available data sources will be based on your selected Criteria data source above.
2. Choose the Variable* to evaluate.

3. Select an Operator* for the condition, including: Equals, Not Equal To, Is Empty, Is Not Empty, Less than, Less than or equal to, Greater than, and Greater than or equal to.
4. Enter the Value* that will be compared against the selected variable.

5. If more than one condition is needed, click +Add Condition to create additional conditions within the same criterion. Each criterion may consist of multiple conditions combined with AND logic.

6. To create separate criteria, click +Add Criterion. Separate criteria are combined with OR logic.

For example: An entry criteria can be configured for this case as follows: If the project queue needs to generate tasks related to gathering of evidence in “Motor Vehicle Collisions”, when the Project Phase is “Gathering Evidence”, the entry criteria might look like this:

Exit Criteria

Exit criteria determine when the queue’s tasks will be automatically resolved. 

Setting exit criteria follows the same steps as entry criteria:

1. Select the Data Source* from which the exit conditions will be evaluated. Choose one of the options from the dropdown menu. The available data sources will be based on your selected Criteria data source above.
2. Choose the Variable* to evaluate.

3. Select an Operator* for the condition, including: Equals, Not Equal To, Is Empty, Is Not Empty, Less than, Less than or equal to, Greater than, and Greater than or equal to.
4. Enter the Value* that will be compared against the selected variable.

5. If more than one condition is needed, click +Add Condition to create additional conditions within the same criterion. Each criterion may consist of multiple conditions combined with AND logic.

6. To create separate criteria, click +Add Criterion. Separate criteria are combined with OR logic.

For example: An exit criteria can be configured for this case as follows: If the project queue needs to stop generating tasks related to gathering of evidence in “Immigration Cases”, when the project phase is completed, the exit criteria could look like this:

Important Notes on Entry & Exit Criteria

• AND vs. OR Logic: 
  • Conditions within a criterion are evaluated with AND logic, which means all must be true (Condition 1 AND Condition 2… AND Condition N).
  • Separate criteria are evaluated with OR logic, meaning any one criterion being true will trigger entry/exit (Criterion 1 OR Criterion 2… OR Criterion N)
• Operators: The type of operator available depends on the variable you select.
• Queues Criteria Restrictions:

  • Date Field Types are SUPPORTED. It appears as two options in the Criterion: Absolute Date and Relative Date.

  • The following field types are NOT SUPPORTED when the Flow Entry and Exit Criteria are configured:

    • Project Link

    • Project Link List

    • URL

    • URL List

    • Person

    • Person List

    • Deadline (With reminders)

    • Text - Single line list

    • Text - Multiple lines (Large)

For example: If you’re using a date field, options like “Less than” or “Greater than” will be available.

• When configuring entry and exit criteria:

Ensure the logic for criteria and condition combinations is correctly implemented.

For example: If two mutually exclusive conditions are defined—such as “Initial Date > 2023” AND “Initial Date < 2022”—no tasks will be generated by the queue, as no project can meet both conditions simultaneously.

• Neodeluxe uses variables within a data source for each tenant (Data Source Schema). These variables contain real-time values. When any of these variables change or are influenced by an event—such as the completion of a task or a synchronization process—these modifications will be reflected in the corresponding queues.

Queues Triggered by Tasks

Triggering Queues by Tasks allows users to establish a connection between queues so that a task in one queue generates a task in the next queue upon completion. This creates a sequential workflow, where tasks are created one after another as they are resolved.

1. In the Triggered By section, select the Tasks button.
2. Complete the following fields:

• Queue Name: Select an existing queue that contains the task that, when resolved, will trigger the creation of a task in the current queue. When an existing queue is selected, its description will appear for reference.
• Execute After (Days) *: Enter an integer representing the time it will take for a task to be created in this queue after the completion of the triggering task. 

For example: If the queue task “Gathering of Immigration Evidence” is scheduled to be executed “1” day after the completion of the existing queue task “PI - Case Evaluation,” the setup is as follows:

• Queue Name: PI - Case Evaluation
• Executed After (Days) *: 1

Queues Manually Triggered

When the manual trigger is activated, the user must select the project in which the task of this queue will be created.