Advanced Task Management: Tasks Management in Neodeluxe Web App

  • Updated

Who can use this feature?

Users with ATM Admin or ATM Manager role.
Users with ATM User role: Assigned tasks resolution interface only, by clicking the link in the task card in the Neodeluxe Sidebar.  No access to the Scheduled Tasks tab.
Users with ATM Manual Task User or ATM Overseer role: Limited access: Can view in the list their assigned tasks only, and unassigned tasks. No access to the Scheduled Tasks tab.
For more information about roles, please visit:
Advanced Task Management Roles and Permissions.

In Advanced Task Management, users can find a centralized overview of different types of tasks. These include:

  • Regular Tasks from Queues
  • Single Tasks
  • Scheduled Tasks

You can access them by navigating to: Task Management > Tasks. Then select the appropriate tab to view and manage tasks:

Regular: Tasks from Queues Single Tasks Scheduled Tasks
  • Displays all tasks that originate from queues.
  • Useful for tracking and managing tasks assigned from queues.


 
  • Displays single tasks created through the Neodeluxe Sidebar.
  • These tasks are independent and do not belong to a queue.
  • Displays upcoming tasks that are scheduled to be created from queues.
  • Helps users anticipate and prepare for future tasks.

From each tab, you can manage tasks, and perform the following actions:

Regular: Tasks from Queues Single Tasks  Scheduled Tasks 

✅ View Task Details.

✅ Snooze Task to a User.

✅ Snooze Task to Me.

✅ Snooze Task to Queue. 

✅ Reactivate Snoozed Task.

✅ Assign Task.

✅ Unassign Task.

✅ Resolve Task.

✅ Reopen Task.

✅ Change Task Priority.

✅ Change Task Due Date.

✅ Access Task Queue.

✅ Access Task Filevine Project.

✅ Access Task Filevine Collection.

✅ Add Notes to a Task.


 

✅ View Task Details.

✅ Snooze Task to a User.

✅ Snooze Task to Me.

✅ Snooze Task to Queue.

✅ Reactivate Snoozed Task.

✅ Assign Task.

✅ Unassign Task.

✅ Resolve Task.

✅ Reopen Task.

✅ Change Task Priority.

✅ Change Task Due Date.

❌ Access Task Queue.

✅ Access Task Filevine Project.

✅ Access Task Filevine Collection.

✅ Add Notes to a Task.

✅ View Task Details.

❌ Snooze Task to a User.

❌ Snooze Task to Me.

❌ Snooze Task to Queue.

❌ Reactivate Snoozed Task.

❌ Assign Task.

❌ Unassign Task.

✅ Resolve Task.

❌ Reopen Task.

✅ Change Task Priority.

✅ Change Task Due Date.

✅ Access Task Queue.

✅ Access Task Filevine Project.

✅ Access Task Filevine Collection.

❌ Add Notes to a Task.

*Once a scheduled task is resolved, it behaves as a regular task.

NOTE: 

  • Additionally, actions are allowed- or not- according to your assigned user role.
  • Regular tasks (from queues) and single tasks can be managed similarly. However, single tasks do not belong to a queue and therefore cannot access one.
  • Scheduled tasks have less allowed actions, but once a scheduled task is resolved, it behaves as a regular task.
  • For more information about the  Regular: Tasks From Queues, Single Task, and Scheduled tabs interfaces, please visit: Tasks in Advanced Task Management.

View Task Card Interface for Status and Role

Advanced Task Management Tasks common elements, are described below and function consistently across all tasks.

Certain buttons and actions, however, may differ depending on the task’s status, and will be explained below.

User Roles Legend:
🟢 ATM Admin 🔵 ATM Manager 🟡 ATM User 🟣 ATM Manual Task User 🟤 ATM Overseer
Element Description Visible To Action Available To Note
  1. Task Name
 Displays the task’s name. 🟢🔵🟡🟣🟤 N/A  
  1. Re-enqueued
 Shows how many times the task has been snoozed to the queue. 🟢🔵🟡🟣🟤 N/A  
  1. Priority

Indicates the task's priority.

Click the edit icon next to the priority number to update it.

 🟢🔵🟡🟣🟤 🟢🔵 🟢🔵 can change the priority.
  1. Due Date

Indicates the task deadline.

Click the date icon to modify it.

 🟢🔵🟡🟣🟤 🟢🔵 🟢🔵 can change the due date.
  1. Status
 Displays the current task status. Additional elements are displayed in the task depending on its status. 🟢🔵🟡🟣🟤    
General
  1. Queue: Queue Name

Displays the queue's name. 

Click the Queue name to open the Queue Editor in a new browser tab.

 🟢🔵🟡🟣🟤 🟢🔵 🟢🔵 can access the queue.
  1. Project

Shows the Filevine project associated with the task.

Click the Project name to open the Filevine project in a new browser tab.

 🟢🔵🟡🟣🟤 🟢🔵 🟢🔵 can access the Filevine Project.
  1. Category: 
  • Project 
  • Collection

Displays the task category. The category can be Project or Collection.

Click the Collection to open the Filevine collection section in a new browser tab.

 🟢🔵🟡🟣🟤 🟢🔵 🟢🔵 can access the Filevine collection section.
Dates
  1. Created Date
 Displays when the task was created.  🟢🔵🟡🟣🟤 N/A  
  1. Assigned Date
 Displays when the task was assigned to a user. If the task has not yet been assigned, a ‘–’ is shown. 🟢🔵🟡🟣🟤 N/A  
  1. Resolved Date
 Displays the date when the task was resolved. If the task has not yet been resolved, a ‘–’ is shown. 🟢🔵🟡🟣🟤 N/A  
Labels
  1. Role Labe

Displays the role labels associated with the task. If no labels are assigned to the task, the field is empty.


 

 🟢🔵🟡🟣🟤 N/A  
  1. Custom Label
 Displays the custom labels associated with the task. If no labels are assigned to the task, the field is empty. 🟢🔵🟡🟣🟤 N/A  
  1. Instructions
 Displays the task instructions. 🟢🔵🟡🟣🟤 N/A  
  1. Notes: All

Shows the notes added to the task.

Each note includes the date (mm/dd/yyyy), and the username of the person who created it.

 🟢🔵🟡🟣🟤 N/A  
  1. Type a Note

This field allows you to add new notes to the task.

To enter a new note, type the note and click or press Enter.

 🟢🔵🟡🟣🟤

🟢🔵

🟡🟣🟤

🟢🔵 Can add notes to any task in the system.

🟡🟣🟤 Can add notes only to their current assigned task.

Note: 

For more information about the Task Cards by Status and Role interfaces, please read: Task Card Interface by Status and Role. 

🟢🔵 Can see and manage all tasks in the system.

🟡🟣🟤 Users can view and manage only their currently assigned tasks, accessible through the Open in web app icon in the Neodeluxe Sidebar.

 

Snooze Task to Me

Who can use this feature?

Users with ATM Admin or ATM Manager role.

Users with ATM User, ATM Manual Task User or ATM Overseer role can snooze assigned tasks only.
For more information about roles please visit: Advanced Task Management Roles and Permissions.

This option allows users to temporarily defer their own tasks for a specified number of hours without losing ownership. To snooze a task, follow the steps:

  1. Select Snooze > Snooze to me.
  2. In Set Snooze Time, enter an integer number to set the snooze time in hours, then click the Save icon.

A notification displaying Task Snoozed Successfully appears in the bottom-right corner of the screen, and the task status is updated to Snoozed for user. 

NOTE: 

  • The snooze duration cannot exceed the system’s maximum snooze limit. If the entered value is higher, a notification is displayed.
  • A snoozed task can be reactivated at any time by clicking Reactivate Task.

Snooze Task to a User

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.

This option allows users to temporarily defer not owned tasks for a specified number of hours. To snooze a task, follow the steps:

  1. Select Snooze > Snooze to user.
  2. In Set Snooze Time, enter an integer number to set the snooze time in hours, then click the Save icon.

A notification displaying Task Snoozed Successfully appears in the bottom-right corner of the screen, and the task status is updated to Snoozed for user. 

NOTE: 

  • The snooze duration cannot exceed the system’s maximum snooze limit. If the entered value is higher, a notification is displayed.

A snoozed task can be reactivated at any time by clicking Reactivate Task.

Snooze Task to Queue

Who can use this feature?

Users with ATM Admin or ATM Manager role.

Users with ATM User, ATM Manual Task User or ATM Overseer role can snooze to queue assigned tasks only.
For more information about roles please visit: Advanced Task Management Roles and Permissions.

This option allows users to snooze a task and place it back into the queue, making it temporally available for reassignment.

  1. Select Snooze > Snooze to queue.
  2. In Set Snooze Time, enter an integer number to set the snooze time in hours, then click the Save icon.

A notification displaying Task Snoozed Successfully appears in the bottom-right corner of the screen, and the task status is updated to Snoozed in queue. 

NOTE: 

  • Snoozed tasks in the queue are available in the system to be assigned to other users.
  • The snooze duration cannot exceed the system’s maximum snooze limit. If the entered value is higher, a notification is displayed.

A snoozed task can be reactivated at any time by clicking Reactivate Task.

Reactivate Snoozed Task

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.

Snoozed tasks can be reactivated either automatically once the snooze time expires or manually. To manually reactivate a snoozed task, follow these steps:

  1. Click the Reactivate Task button.

A notification displaying Task Reactivated Successfully appears in the bottom-right corner of the screen. 

The task is moved to the Upcoming Tasks (N) section in the Current Tasks tab, where it can be managed. 

Assign Task

Who can use this feature?

Users with ATM Admin or ATM Manager role can manually assign a task if it hasn't already been assigned.
For more information about roles please visit: Advanced Task Management Roles and Permissions.

You can assign a task in the Regular: Tasks From Queues or Single Task tab view or within a task resolution view, as follows:

Assign a task through the Regular: Tasks From Queues/ Single Task tab view:

  1. Click the Assign button.
  2. Select the User Name* from the dropdown list.

NOTE: Only users without assigned tasks and with matching labels are listed.

  1. Click the Assign button to confirm the assignment. A notification displaying Task Assigned Successfully appears in the bottom-right corner. 

 

Assign a task through the Tasks Resolution view:

  1. Click the Manually Assign button.
  2. Select the User Name* from the dropdown list.

NOTE: Only users without assigned tasks and with matching labels are listed.

  1. Click the Assign button to confirm the assignment. A notification displaying Task Assigned Successfully appears in the bottom-right corner. 

Unassign Task

Who can use this feature?

Users with ATM Admin role can unassign a task already assigned.
For more information about roles please visit: Advanced Task Management Roles and Permissions

To unassign a task follow these steps:

  1. Click the X button to remove the task from the currently assigned user.
  2. Click Confirm to complete the action.

A notification displaying Task Unassigned Successfully appears in the bottom-right corner of the screen.  

NOTE: The Unassign button is enabled when a task is currently assigned to a user.

Resolve Task

Who can use this feature?

Users with ATM Admin or ATM Manager role.
Users with ATM User, ATM Manual Task User or ATM Overseer role can resolve assigned tasks only.
For more information about roles please visit: Advanced Task Management Roles and Permissions

To resolve a task follow these steps:

  1. Click the Resolve button to display the Resolve Task options.
  2. Select from the dropdown the Resolution Category*. The available options are:
  • Completed
  • No Longer needed
  • Not applicable
  1. Select a Resolution Code* from the dropdown. The available options will be displayed based on the resolution codes that have been created in the system.
  2. If desired, enter Comments related to the task resolution, and then click the Save button to complete the task resolution.

A notification displaying Task Resolved Successfully appears in the bottom-right corner of the screen. 

Reopen Task

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

NOTE: Only tasks with the Resolved or Closed  status can be reopened.

To reopen a solved or closed task, follow these steps:

  1. Click the Reopen Task button to display the Resolve Task options.
  2. Enter Reopening Reason * related to the task, and then click the Confirm button to reopen the task. The reopening reason appears in the Notes section.

A notification displaying Task Reopened Successfully appears in the bottom-right corner of the screen.

NOTE:

  • A notification indicating that the task was reopened, also appears in the Neodeluxe Sidebar for the assigned user to manage. 
  • The same reopened task in the Neodeluxe Sidebar also contains the note specifying the reopening reason.

Change Task Priority

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

  1. Click the priority number with the edit icon .
  2. Enter a value between 1 and 100.
  3. Click the check icon to save. 

A notification displaying Task Updated Successfully appears in the bottom-right corner of the screen.

NOTE: If the entered priority number is not valid, the message Invalid priority value is displayed.

 

Change Task Due Date

Who can use this feature?

Users with ATM Admin or ATM Manager roles.

For more information about roles please visit: Advanced Task Management Roles and Permission

  1. Enter the Due Date in mm/dd/yyyy format, or click the due date edit icon to select the date from the calendar to save the new value.

A notification displaying Task Updated Successfully appears in the bottom-right corner of the screen. 

 

Access Task Queue

Who can use this feature?

Only users with the ATM Admin or ATM Manager roles can access this link. ATM Admins have edit permissions, while ATM Managers have view-only permissions.
For more information about roles please visit: Advanced Task Management Roles and Permission

To open the queue that originated the task, follow the steps:

  1. In the General section, click the Queue's name to open the queue editor in a new tab.

 

 

Access Task Filevine Project

Who can use this feature?

 Only users with ATM Admin, ATM Manager, ATM Manual Task User or ATM Overseer roles can use this link.

For more information about roles please visit: Advanced Task Management Roles and Permission.

  1. In the General section, click the Project’s name to open the Filevine Project in a new tab.

Access Task Filevine Collection

Who can use this feature?

 Only users with ATM Admin, ATM Manager, ATM Manual Task User or ATM Overseer roles can use this link in tasks with Category: Collection.
For more information about roles please visit: Advanced Task Management Roles and Permission.

  1. In the General section, click the Collection link to open the Collection section from the Filevine Project in a new tab.

 

Access Escalated Task

Who can use this feature?

 Only users with ATM Admin or ATM Manager roles can access the escalation task link. Users with the ATM Manual Task User and ATM Overseer roles can access the escalation task when the configured labels for the queue match the user labels.
For more information about roles please visit: Advanced Task Management Roles and Permission.

  1. Click the Escalated from link to open the original task before the escalation in a new tab.

Add Notes to a Task

Who can use this feature?

 Users with ATM Admin or ATM Manager role. Users with ATM User, ATM Manual Task User or ATM Overseer role can add notes in assigned tasks only.
For more information about roles please visit: Advanced Task Management Roles and Permission.

  1. In the Type a Note field, enter the note related to the task. 
  2. Click the icon or press Enter to save it.

A notification displaying Note Added Successfully appears in the bottom-right corner of the screen. The date, the user who entered the note, and the note itself are displayed.

Single Tasks

  1. Go to the Task Management navigation menu, and select Tasks. Select the Single Single Task tab. Here users can manage the single tasks in a similar way to the regular tasks explained above.

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.