Create Queues and Tasks

  • Updated

Who can use this feature?

Admins (ATM Admin).
For more information about roles please visit:
Advanced Task Management Roles and Permissions

Advanced Task Management allows users with Admin role 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

To set up a queue for the Neodeluxe Client Portal, the following sections: Queue Details, Queue Trigger, and Task Details must be completed as outlined below.

  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 configure the Queue Details, Queue Trigger, and Task Details sections:

Queue Details

•Queue Details Section

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

  • Queue Name*: Enter a descriptive name.

For example: Evidence Preparation in Immigration Cases.

  • Add Queue to a process: Enable to add the new queue to existing processes. If no process is selected, the Queue will be grouped within the Without Process option in the Queues list. 

Queues can be added to processes at a later time by following the steps in this article: Creating a Process for Queues. 

  • Custom Labels*: Assign the custom labels that define the skills or unique identifiers needed to resolve tasks in this queue.
  • Role Labels*: Choose the Filevine Role labels that define which users are eligible to resolve the task.

Role labels are pulled directly from the Filevine project associated with the task. These, along with any assigned Custom Labels, determine who can manage tasks in the queue. 

  • Eligibility Logic:
    • Both Role Labels and custom labels assigned: A user must match all Custom Labels and at least one Role label to be eligible. 
    • Only Custom Labels assigned: A user must match all Custom Labels.
    • Only Role Labels assigned: A user must match at least one Role Label. 

Example 1: Both Role and Custom Labels assigned

  • Queue setup:
    • Custom Labels: Personal Injury, Super Expert for Mass Tort Cases
    • Role Labels: Primary Legal Assistant, Primary Paralegal 

  • User attributes: 
    • Filevine Role: Primary Paralegal
    • Custom Labels: Personal Injury, Super Expert for Mass Tort Cases

This user is eligble—they match all Custom Labels and one Role label.

Example 2: Only Role Labels assigned

  • Queue setup: 
    • Role Labels: Primary Paralegal
    • No Custom Labels
  • User attributes:
    • Filevine Role: Primary Paralegal

This user is eligble—they match one Role label and no Custom Labels are required. 

  • Project Type*: In the Project Type* dropdown, select the Filevine Project Type. 

The selected Project Type is automatically used to pre-fill the corresponding fields within the subsequent sections in the Queue’s setup:

  • Criteria Data Source
  • Days From External Date in the Task Execution.
  • Days From External Date in the Task Details.
  • Priority: Enable to set a numeric priority scale (0-100). 

Escalation Queue

  • Escalation Queue: Use the toggle switch to enable/disable the escalation queue feature, where overdue tasks will be directed.
  • Escalation queues DO NOT GENERATE TASKS, it only receives tasks from standard queues.
  • When Escalation Queue toggle switch is ON:
    • The Queue Details section is ENABLED. 
    • The Queue Trigger section is HIDDEN.
    • The following elements in the Task Details section are ENABLED: Resolution Codes Groups, and Set new maximum snooze time. 
    • The following elements in the Task Details section are DISABLED: Task Summary, Task Type, Task Instructions, Escalate overdue tasks to a queue, and Due Date.

  • 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.

For more information about automatic assignment setup, please visit: Set Assignment Configurations.

•Queue Trigger Section

In the Queue Trigger section, users can select how the queue will be triggered: Criteria, Manual, or Task Completion. Follow the steps explained below to configure your queue, according to your needs.

 

If the queue is an Escalation Queue, the Queue Trigger section does not appear.

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 Queue Trigger section, select the Criteria button to define the criteria to trigger task assignment.
  2. Complete the following fields:
  • Copy criteria from: Select an existing Queue Name to copy all trigger criteria from it.

  • 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 Filevine 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.

The Section Type* field is displayed when Filevine is among the selected options in the Data Sources*.

 

  • 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.

Exit Criteria setup is optional.

 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 the selected Criteria data source above.
  2. Choose the Variable* to evaluate.

When only Vineportal is selected in the Data Source* field, the Project Phase option in the Variable* field is available.

  1. Select an Operator* for the condition.
  2. Enter the Value* that will be compared against the selected variable.
  • If the selected Operator* Is Empty, no value is needed.
  • The Operator* list is displayed based on the field type of the selected field in the 
  • If the selected Variable* is a dropdown field, the possible values for selection are its configured options. 
  • When your dropdown options are not properly displayed in the Value* field, please visit this link: Why Can't I Visualize Dropdown Fields Values When Establishing Queues Criteria? 
  1. 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.

The AND logic defines that ALL conditions within the criteria must be satisfied by the project.

  1. To create separate criteria, click +Add Criterion. Separate criteria are combined with OR logic.
  • The OR logic defines that ONE OR MORE criteria must be satisfied by the project.
  • Removing Criteria/Conditions: Remove a criterion/condition by clicking the trash icon, but Entry Criteria and Exit Criteria (When the Exit Criteria toggle is ON) must have at least one criterion and each criterion must have at least one condition. 

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:

Criteria 1
Condition 1 AND Condition 2
  • Data Source*: Vineportal
  • Variable*: Project Phase
  • Operator*: Equals
  • Value*: Gathering Evidence
  
  • Data Source*: Filevine
  • Variable*: Intake - Case Type 
  • Operator*: Equals
  • Value*: Motor Vehicle Collison

  • Exit Criteria

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

Exit criteria setup is optional. By default, Exit Criteria is turned OFF. Turn the switch ON to configure it.

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.

When only Vineportal is selected in the Data Source* field, only Project Phase variables are allowed.

  1. 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.
  2. Enter the Value* that will be compared against the selected variable.
  • If the selected Operator* Is Empty, no value is needed.
  • The Operator* list is displayed based on the field type of the selected field in the Variable*.
  • If the selected Variable* is a dropdown field, the possible values for selection are its corresponding dropdown options. 
  • When your dropdown options are not properly displayed in the Value* field, please visit this link: Why Can't I Visualize Dropdown Fields Values When Establishing Queues Criteria? 
  • For more information about Criteria in Advanced Task Management, please visit: Understanding Criteria.
  1. 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.

The AND logic defines that ALL conditions within the criteria must be satisfied by the project.

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

  • The OR logic defines that ONE OR MORE criteria must be satisfied by the project.
  • Removing Criteria/Conditions: You can remove a criterion/condition by clicking the trash icon, but Entry Criteria and Exit Criteria (When the toggle is ON) sections must have at least one criterion and each criterion must have at least one condition.

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:

Criteria 1
Condition 1
  • Data Source*: Vineportal
  • Variable*: Project Phase
  • Operator*: Equals
  • Value*: Completed
  • 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.

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.

  • Task Execution

In this section, the user selects the option that defines how the task will be executed: Days From Creation* or Days From External Date.

  • Days From Creation*: When this option is selected, enter an integer number representing the number of days it will take for the task to be executed.

The maximum value is 999.

  • Days From External Date: When this option is selected an external date field defines when the task will be executed.

To configure the Days From External Date option, enter the following fields:

  • Date Field*: Select the date field from which the referential date when the task will be executed is retrieved.

The available options in the Date Field* dropdown, corresponds to fields with field type: Date, retrieved from the selected Project Type*.

  • Additional Field: Enter an integer number representing the number of days it will take for the task to be executed.

The maximum value is 999.

 

Queues Manually Triggered

When the Manual trigger option is selected, the user must select the project in which the task of this queue will be created.

Queues Triggered by Task Completion

Triggering Queues by Task Completion 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 Queue Trigger Section, select the Tasks Completion button.
  2. Complete the following fields:
  • Tasks Summary* (Queue Name): Select an existing queue that contains the task that, when completed, will trigger the creation of the task in the current queue. When an existing queue is selected, its description will appear for reference.
  • Execute After (Days) *: In this section, the user selects the option that defines how the task in the queue will be executed based on the task’s completion: Days From Creation* or Days From External Date.
    • Days From Creation*: When this option is selected, enter an integer number representing the number of days it will take for the task to be created in this queue after the completion of the selected task in Tasks Summary* (Queue Name).

The maximum value is 999.

  • Days From External Date: When this option is selected an external date field defines when the task will be executed. 

To configure the Days From External Date option, enter the following fields:

  • Date Field*: Select the date field from which the referential date when the task will be executed is retrieved.

The available options in the Date Field* dropdown, corresponds to fields with field type: Date, retrieved from the selected Project Type*.

  • Additional Field: Enter an integer number representing the number of days it will take for the task to be executed.

The maximum value is 999.

•Tasks Details Section

Through the Task Details section, users can configure the queues’ task that will be generated by the queue. 

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

  • Tasks Summary*: Enter the task summary indicating the task's most important details. Include Filevine Variables (Field Codes) to display specific project data for a tailored summary.
  • Users can customize the information in the Task Summary* field by using Filevine Variables (Field Codes) to automatically pull Filevine Project details—such as client names, dates, or case types—into the task summary/ instructions.
  • For more information about supported Filevine Variables (Field Codes), please visit: 

Available Filevine Variables (Field Codes) for Task Summary* and Task Instruction* fields. 

  • Tasks Type: Select one of the available Task Types 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.

The Form Name dropdown shows existing portal forms created with the ATM Form type. If none exist, the dropdown will be empty.

  • After selecting the Form Name, its Description is displayed.

  • The forms listed in the Form Name dropdown correspond to the existing forms with the Form Type ATM Form. These can be found navigating to Admin > Neodeluxe Portal > Portal Forms.

 

  • Task Instruction*: Provide clear, detailed steps to guide the user in completing the task. Include Filevine Variables (Field Codes) to display specific project data for tailored instructions.
  • Users can customize the information in the Task Instruction* field by using Filevine Variables (Field Codes) to automatically pull Filevine Project details—such as client names, dates, or case types—into the task summary/ instructions.
  • For more information about supported Filevine Variables (Field Codes), please visit: 

Available Filevine Variables (Field Codes) for Task Summary* and Task Instruction* fields.

  • Resolution Codes Groups (If no group is selected, all codes will be displayed): Select the code group(s) that contains the resolution codes that will be available in the task resolution view.
  • Maximum Snooze Time: Set the maximum time a task can be snoozed and whether it should be escalated when overdue.
    • Set maximum snooze time (hh)*: Enter an integer number to indicate the maximum number of hours the user will be able to postpone the task.
    • Escalate overdue tasks to a queue: Use the toggle switch to enable/disable the escalation overdue tasks feature, where overdue tasks will be directed to the selected escalation queue.
      • When the Escalate overdue tasks to a queue toggle 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 the Escalate overdue tasks to a queue is OFF, the task will not be escalated to another queue once its due date is reached, and will remain waiting for an eligible user to manage it.
  • Due Date: Select one of the following options to set the way the task’s due date will be calculated:
  • Days From Creation*: When this option is selected, enter an integer number representing the number of days it will take for the task to be marked as due. 

The maximum value is 999.

  • Days From External Date: When this option is selected an external date field defines the date to calculate when the task will be expired. 

To configure the Days From External Date option, enter the following fields:

The Project Type* field is automatically populated, according to the selected Project Type in the Queue’s setup. 

  • Date Field*: Select the date field from which the referential date to calculate the date when the task will be expired.

The available options in the Date Field* dropdown, corresponds to fields with field type: Date, retrieved from the selected Project Type*.

  • Additional Field: Enter an integer representing the number of days after the date stored in the selected Date Field* when the task will be due.

The maximum value is 999.

•Save the Queue/ Go Live

  1. When the queue is set, click the Save button. Immediately, a confirmation message will appear to set the queue to Live.

 

  • When you click Yes, the queue is saved and its status is set to Live, appearing in the queues list.
  • When you click No, the queue is saved and appears in the queues list; the Go Live button in the Status column is enabled. 

A message displaying Queue Created Successfully appears in the bottom-right corner of the screen.

Visual Flow Editor

Users can view and manage task dependencies in a visual format using the Flow Editor tab:

  1. Navigate to the Flow Editor tab. 
  2. Use the page to view the tasks flow diagram. 

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:

Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.

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