Advanced Task Management - Users: 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:

Active Tools Section Contains the Neodeluxe Sidebar functionalities.  Select the Task Manager option to access the Advanced Task Management interface.  Manual Triggers Allows users to manually trigger the selected queues from a Filevine Project*. This section is enabled for ATM Manual Task User roles. Task Creation Section This section allows users to create single tasks that are not part of a flow, or a queue. This section is ONLY enabled for ATM Admin, ATM Manager, and ATM Manual Task User roles. Create A 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. Task Resolution Section This section allows users to set their portal user as Online or Offline, and manage their  Tasks (Current Tasks, Manual Tasks and Snoozed tasks),  Scheduled Tasks, and  My Metrics. 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.

• Tasks Tab

  

  Within the Tasks tab, the following tabs are displayed: Current Tasks, Manual Tasks and Snoozed Tasks tabs: Here's an overview of each tab:

  Current Tasks

  This tab contains the following sections: Current Task (N) and Upcoming Tasks (N).

  • Current Task (N): This section contains the current task from queues manually or automatically assigned to the user.

  

  NOTE: 

  If the assignment setup is By User Request, and the user does NOT have an assigned task: Current Task (0), the Ask For My Next Task button is enabled to request a new task.	If the user has an assigned task: Current Task (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. This time period will be calculated when the user is online and is without an assigned task.
  • Upcoming Tasks (N): Displays up to 3 upcoming tasks, sorted by the nearest due date. Users with the appropriate labels can view, claim, and manage tasks based on their assigned attributes. Tasks in this section have enabled the Snooze Task to Me and Snooze to the Queue buttons. 

  

  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.

  

• Scheduled Tasks Tab

  The Scheduled Tasks tab displays all scheduled tasks matching the user’s labels. Includes a Search bar to find scheduled tasks by Queue Name. If no tasks match the user’s labels, a message appears: There are no scheduled tasks that match your label.

  

  NOTE:

  • You can resolve scheduled tasks in the same way as described in the Resolve Task article.  
  • If multiple users have access to the same scheduled task (due their labels match the task labels), and one user resolves it first, the following notification is displayed to the other users:

  The task (Task Name) was already resolved by another user. Please pick another task.

• My Metrics Tab

  The My Metrics tab contains key metrics and task details specific to the user. It includes a time range filter and metrics that are tailored to the user's tasks. NOTE: By default, the metrics for the current day are shown.

  This tab contain the following elements:

   

  	Element	Description
  	1. Time Range	Select an option to filter the data based on the chosen time range. Available options are: Custom: Select the Start Date (mm/dd/yyyy) and End Date (mm/dd/yyyy) to display metrics according to the selected range.   Daily: Select this option to display metrics corresponding to the current day.   Weekly: Select this option to display metrics for the current week. Monthly: Select this option to display metrics for the current month.
  	2. Clear Filters	Click this button to clear all applied filters and reset the view.
  	3. User Name Metrics	The user’s name associated with the metrics.
  	4. N Average Task Resolution Time (In Hours)	Average time (in hours) the user spends resolving tasks.
  	5. N Tasks Assigned	Number of tasks assigned to the user.
  	6. N Tasks Resolved	Number of tasks resolved by the user.
  	7. N Snoozed to You	Number of tasks the user snoozed to themselves.
  	8. N Snooze to Queue	Number of  tasks the user snoozed back to the queue.

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:

	Element	Description
	Instruction	Displays the task instructions.
	Display the tasks flow for this task	Open the visual queues flow editor diagram in a pop-up. (See image below).
	Complete Form	When the Complete Form button is clicked, a pop-up window displays the form associated with the task. NOTE: The Complete Form button is only available for Form Type tasks and tasks located in the Current Task (N) section; tasks in the Upcoming Tasks does not display this button.
	Add Note	Add and save notes directly to the task.
	Note chevron icon	Click to expand the notes in the task. If the task was reopened, a note with the Reopen Reason appears, showing the reason provided by the Admin or Manager.
	Resolve	Click to open the task resolution options. NOTE: The Resolve button is only available for tasks in the Current Task (N) section; tasks in the Upcoming Tasks does not display this button.
	Snooze to me	Click to delay the task and manage it later.
	Snooze to queue	Click to snooze the task and send it back to the escalation queue where someone else can claim the task and manage it.

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 (N) section.

   N is a placeholder variable, the actual number users see will depend on the number of current tasks.

2. Click the Ask For My Next Task button or wait until the next task is automatically assigned to manage the corresponding task.

Reopened Tasks

Users can receive and manage reopened tasks assigned by the Admin or Manager through the Neodeluxe Sidebar Extension. When a task is reopened, the following notification appears for the user.

Additionally, reopened tasks display a note with the date (mm/dd/yyyy), the name of the Admin or Manager who reopened the task, and the Reopening Reason.

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.
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 (Snooze To Me)

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

To request a new task assignment, follow these steps:

1. Go to the Current Tasks tab and locate the Current Task (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 Upcoming Tasks (N) 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.

The options in the User* dropdown displays the users that match the selected Custom Labels and Role Labels.

Queues Manual Trigger

In the Manual Trigger section, users can manually trigger the queues.

Follow these steps to manually triggering a queue.

1. Go to the Manual Triggers section.

Select the Filevine Project* in which the queues to be triggered are located, or click +Add Project to ATM to include a Filevine project that is not listed in the dropdown.

•  If the Project ID* is invalid, the following message appears: The Project could not be found.

2. Click *Add Queue and in the Queues* dropdown, select the queues to trigger.

3. Click Trigger Queues. A notification displaying Queues Triggered Successfully appears in the bottom-right corner of the screen. 

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.