Receive and Manage Tasks in the Neodeluxe Sidebar

Users can manage and resolve tasks using the Advanced Task Management without leaving Filevine. Users who are assigned the same labels as the queues can use the Neodeluxe Sidebar Extension to manage the corresponding tasks. They can also, either receive tasks automatically assigned to them or manually claim tasks from the queue. 

For more information on installing or logging into the Neodeluxe Sidebar, please visit Neodeluxe Sidebar Setup & Login. 

Advanced Task Management in the Neodeluxe Sidebar Extension

When accessing as a Member/Everyday user (atm_user) in the Neodeluxe Sidebar Extension, you will notice the following options related to the queue’s task management:

1. Active Tools Section

This section contains the Neodeluxe Sidebar functionalities. 

Select the Task Manager option to access the Advanced Task Management interface. 

2. Task Creation Section

 This section allows users to create single tasks that are not part of a flow, or a queue.

Create Single Task: This button allows users to create a single task and assign it either to the inventory task queue or to a specific user.

3. Task Resolution Section

This section allows users to set their portal user as Online or Offline, see and manage Current Tasks, Manual Tasks and Snoozed tasks.

Online: Click the Online button to set your user as Online in Advance Task Management, enabling task assignments from the queues.

Offline: Click the Offline button to set your user as Offline in Advance Task Management, which will prevent new task assignments from the queues. 

Current Tasks, Manual Tasks and Snoozed Tasks tabs: Here's an overview of each tab:

• Current Tasks: This tab contains the following sections:
• Current Tasks from Queues (N): This section contains the current task from queues manually or automatically assigned to the user. 

• Reactivated Tasks from Snoozed Queue (N): This section contains the reactivated tasks from the snoozed queue. 

• Manual Tasks: This tab displays the user’s manual tasks from the queue inventory. Users can manually claim these tasks and resolve them.

• Snoozed Tasks: This tab displays the user’s snoozed tasks.

Task Details in the Sidebar

Each Task contains the following details:

Element	Description
Queue	Displays the queue's name.
Project Name	Links to the Filevine project where the task originated.
Priority	Indicates the task priority.
Due Date	Shows the task due date.
Chevron icon	Click to expand the task card and see more details.
Open in web app (Diagonal Arrow)	Click this icon to view/manage the task in the Neodeluxe application in a separate tab.

When the user click the chevron icon the following elements are displayed:

Receive & Manage Tasks:

Users can automatically receive and manage tasks through the Neodeluxe Sidebar Extension. Follow these steps:

1. Navigate to the Current Tasks tab.
2. Locate the Current Task from Queues (N) section.
   
   N is a placeholder variable, the actual number users see will depend on the number of tasks they have.

Complete Form Task

To complete the form that is required by the task, follow the steps:

1. Click the Complete Form button.

2. Complete the form associated with the task, and then click Save and Close or Save.

• Save and Close: Click this button to save the form’s information and send it to Filevine.
• Save: Click this button to save the form’s data without sending it to Filevine.

Add Notes in the Task

To add and save notes directly to the task, follow the steps:

1. Click Add Note.
2. Enter the note content, and click the Save icon.
3. To view existing notes, click the chevron icon in the top-right corner of the Notes section.

Open Task in Web App

Users can manage and resolve tasks through the Neodeluxe Portal as follows:

1. Click the arrow icon at the right of the task card. This will open the task interface in a new browser tab, and the user can manage the task through this view.

Resolve Task

Users can resolve tasks as follows:

1. Click Resolve.
2. Select the Resolution Category:

• Completed
• No Longer Needed
• Not Applicable

3. Choose a Resolution Code (based on pre-set options).
   For more information on Resolution Codes, please visit Managing Resolution Codes.
4. 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. 

Snooze Tasks for Later

Users can delay an assigned task and save it for later management as follows:

1. Click the Snooze To Me button.
2. Enter the snooze time (in hours), and click the Save icon . 

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

Snooze Tasks to Queue

Users can snooze to the queue an assigned task as follows:

1. Click the Snooze To Queue button and the Set Snooze Time field will be displayed, as well as the maximum snooze time allowed. 
2. Enter the snooze time in hours, then click the Save icon to move the task to the queue. 

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

 Ask For My Next Task

NOTE: 

• If the assignment setup is By User Request, and the user does NOT have an assigned task: Current Task from Queues (0), the Ask For My Next Task button is ENABLED to request a new task. If the user has an assigned task: Current Task from Queues (1), the Ask For My Next Task button is DISABLED.
• If the assignment setup is By defined period of time, and the user does NOT have an assigned task: Current Task from Queues (0), the task is AUTOMATICALLY ASSIGNED to the user after a defined period of time, and the Ask For My Next Task button is NOT available. 

To request a new task assignment, follow these steps:

1. Go to the Current Tasks tab and locate the Current Task from Queues (0) section.
2. Click the Ask For My Next Task button; the task is assigned, and its card is displayed.

Reactivate Snoozed Tasks

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

1. Go to the Snoozed Tasks tab and locate the task to reactivate.
2. Click the arrow icon to expand the task card information, and click the Reactivate Task button.

The task is moved to the Reactivated Tasks from Snoozed section in the Current Tasks tab, where it can be managed.

Claim Manual Tasks

Users can browse the task inventory and select tasks from queues containing unassigned tasks they wish to resolve. To claim a task manually, follow these steps:

1. Go to the Manual Tasks tab and locate the queue with unassigned tasks you want to manage. Each queue card contains the following details:

• Queue: The name of the queue.
• Unassigned Tasks: The number of tasks currently unassigned within the queue.
• Tasks Due Today: Tasks that are scheduled for completion by the end of the current day.

2. Click the arrow icon on the right side of the queue’s card to view its unassigned tasks list.
3. Click the chevron icon on the right side of the task’s card to expand the task details.
4. Click on the Claim Task button to take the task.

The task is moved to the Current Task from Queues section in the Current Tasks tab, where it can be managed.

Create Single Tasks

Through this option, users can create single tasks that are NOT related to a Queue or a Flow.

1.  Click the Create a Single Task button.
2. Complete the following fields:

Filevine Project: Select the project which the single task is required.

3. Enter the Task Summary, and Task Instructions.
4. Select the Custom Labels that will define the users that can resolve this task.
5. Select the Role Labels that will define the users that can resolve this task.
6. Enter the task Due Date.
7. Indicate the task Priority.
8. Click Create Task And Send It To Assignment Queue or Create A Task And Assign It To A User.

• If the user clicks Create Task And Send It To Assignment Queue the single task is created. The task is available in the queue inventory of the users that match the  task assigned labels.

Click the Create a Single Task button and complete the following steps:

1. Filevine Project: Select the relevant project for the task.
2. Task Summary: Enter a brief description of the task.
3. Task Instructions: Provide detailed instructions for the task.
4. Custom Labels: Choose labels that define users eligible to resolve the task.
5. Role Labels: Select labels to specify which roles can resolve the task.
6. Due Date: Set the task's due date.
7. Priority: Indicate the task's priority level.

Finally, choose one of the following options:

• Create Task and Send to Assignment Queue: The task will be created and added to the queue for users matching the assigned labels.
• Create Task and Assign to User: The task will be directly assigned to a specific user.

If Create Task and Send to Assignment Queue is selected, the task is created and made available in the queue for users with the appropriate labels.

• If the user clicks Create Task And Send It To A User select the User* that will be assigned, and click Create Task And Send It To A User.

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using 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.