Overview
- What is a task list and what is its purpose?
- Benefits of task lists
- What types of task lists are there?
- Examples of different task lists
- Summary of flexibility in task lists
- Examples of task lists in a law firm
- Start task lists
What is a task list and what is its purpose?
Task lists are used to organize the workflow when processing documents. Documents that need to be processed can be assigned to a task list to make the processing structured and traceable. Once a task is completed, the document is automatically forwarded to the next designated processor. This ensures a smooth and efficient workflow.
Benefits of task lists
- Structured and traceable document processing
- Automatic forwarding to the next processors
- Ability to assign tasks to specific users or groups
- Flexibility through different types of task lists
What types of task lists are there?
There are four different types of task lists that can be used depending on the requirement:
| Type of Task List | Description | Color | Icon |
|---|---|---|---|
| Strict Task Lists | The order of task processing is strictly predefined. Each task must be completed in the given order. | red | |
| Combined Task Lists | Similar to strict task lists. You can change the order of tasks if needed. | yellow | |
| Free Task Lists | These task lists have no predefined order. Tasks can be processed in any order or skipped. | green | |
| Checklists | There is no predefined order here. All tasks are started simultaneously and can be processed in parallel. Checklists are perfect for assigning multiple tasks to a single processor. | blue |
Select Document
Select the document to be assigned to a task list.
Examples of different task lists
1. Strict Task Lists
In a strict task list, the order of task processing is predefined.
Ms. Jura assigns the following strict task list to a complaint letter:
| Task List | Description |
|---|---|
| 1st Task | Forward the letter to the secretary for proofreading. |
| 2nd Task | Return the corrected letter to Ms. Jura. |
| 3rd Task | Forward to law firm partner Müller for acknowledgment. |
| 4th Task | Back to the secretary for printing, duplication, and postage. |
| 5th Task | Forward to the law firm's mail service, which sends the letters. |
The tasks must be completed in this order, and each task can only be started once the previous one is finished.
2. Combined Task Lists
In a combined task list, the order of tasks is also predefined, but Ms. Jura can adjust the order if needed.
| Task List | Description |
|---|---|
| 1st Task | Secretary corrects the letter. |
| 2nd Task | Law firm partner Müller reads the letter for acknowledgment. |
| 3rd Task | Ms. Jura performs the final review of the letter. |
| 4th Task | Secretary handles printing and mailing. |
For example, Ms. Jura can prioritize the task "Law firm partner Müller reads for acknowledgment" before the letter goes back to the secretary. This allows flexibility without changing the basic structure.
3. Free Task Lists
In a free task list, there is no fixed order. Ms. Jura could have the tasks processed in any order, depending on availability or priority.
| Task List | Description |
|---|---|
| Task 1 | Secretary reads and corrects the letter. |
| Task 2 | Partner Müller reviews the letter. |
| Task 3 | Secretary prints and stamps the documents. |
| Task 4 | Secretary handles printing and mailing. |
The secretary could, for example, correct the letter while also preparing it for printing, as the partner reviews the letter.
How do "Combined" and "Free" Task Lists Differ?
The two types of task lists, "Combined" and "Free," behave identically if the checkbox in the office settings for Do not automatically move to the next task step in free task lists is unchecked. If it is checked, the behavior differs, and there is no automatic move to the next step after completing a task step, requiring the user to manually decide who takes on the next task.
What does this mean in short?
-
Setting enabled: The task list behaves like a free list. It doesn't automatically move to the next task, and you must decide who takes on the next task.
- Setting disabled: Tasks are automatically forwarded in the given order, with the option to adjust the order if needed. This setting applies office-wide and affects all users in the office.
4. Checklists
With checklists, all tasks start simultaneously and can be worked on in parallel. A good example of such a list would be:
| Task List | Description |
|---|---|
| Task 1 | Secretary gathers all necessary attachments for the complaint letter. |
| Task 2 | Ms. Jura drafts the final version of the complaint letter. |
| Task 3 | Legal intern checks the legal citations in the complaint letter for accuracy. |
| Task 4 | IT department ensures the document is digitally signed. |
All tasks run in parallel, without needing to follow a specific order. This is especially useful when different tasks can be completed simultaneously and are not dependent on each other.
Summary of Flexibility in Task Lists
- Strict Task List: Fixed order, step-by-step process.
- Combined Task List: Guidelines can be adjusted.
- Free Task List: No order, maximum flexibility.
- Checklist: All tasks start in parallel, ideal for simultaneous work.
- These different types of task lists allow workflows to be flexible or structured, depending on the needs of your office operations.
Of course! Here's a simplified version to help clients better understand which task lists are useful for different workflows in a law office:
Examples of Task Lists in a Law Office
To ensure smooth workflow in your office, you can use task lists to clearly structure various processes. Here are some predefined lists that represent common office processes.
1. Strict Task List
1.a Strict Task List: "New Client"
This list would be ideal for handling new cases where certain steps must occur in sequence.
| Task List | Description |
|---|---|
| Task 1 | Secretary creates the client file. |
| Task 2 | Attorney reviews the documents. |
| Task 3 | Legal intern prepares an initial case analysis. |
| Task 4 | Attorney discusses the analysis and decides on the next steps. |
| Task 5 | Secretary informs the client about the next steps. |
or
1.b Strict Task List: "New Lawsuit Filing"
This list is suitable for the process when a new lawsuit is being prepared and filed.
| Task List | Description |
|---|---|
| Task 1 | Secretary creates the client file and logs the document in the system. |
| Task 2 | Attorney drafts the initial version of the complaint letter. |
| Task 3 | Secretary checks the draft for formal accuracy (address, date, etc.). |
| Task 4 | Attorney reviews the final draft and approves it for filing. |
| Task 5 | Secretary files the complaint with the court and documents the submission. |
Why this list?
A clear order is important here because each step builds on the previous one.
In this example, it's crucial that certain steps are completed before the next can begin.
2. Combined Task List: "Deadline Management for Incoming Mail"
For managing deadlines and processing daily incoming mail, where the order of tasks can be flexibly adjusted.
Tasks:
| Task List | Description |
|---|---|
| Task 1 | Secretary opens the mail, scans important documents, and sets deadlines in the system. |
| Task 2 | Attorney reviews the deadlines and prioritizes the work. |
| Task 3 | Attorney drafts response letters or legal documents if necessary. |
| Task 4 | Secretary checks the response letters and prepares them for mailing. |
| Task 5 | Documents are sent to the court or clients. |
Why this list?
Tasks can be flexibly adjusted here, depending on the urgency of incoming mail or deadlines.
Another example:
Combined Task List: "Deadline Management and Scheduling"**
This task list is for managing deadlines that arise in court cases or client matters, but tasks can be rearranged based on urgency.
| Task List | Description |
|---|---|
| Task 1 | Secretary enters deadlines into the system and reminds of upcoming appointments. |
| Task 2 | Attorney reviews the deadlines and plans case handling accordingly. |
| Task 3 | Law clerk prepares legal documents for upcoming appointments. |
| Task 4 | Attorney approves the documents and authorizes them for mailing. |
| Task 5 | Secretary coordinates submission to the court or mailing to the opposing party. |
Why a combined list?
The order can be adjusted based on urgency or resource availability to make the process efficient.
3. Free Task List: "Document Processing for Ongoing Cases"
This list is useful for everyday tasks where multiple documents for different cases need to be processed and managed.
| Task List | Description |
|---|---|
| Task 1 | Secretary scans incoming letters and court documents. |
| Task 2 | Attorney reviews the documents and decides on the next steps. |
| Task 3 | Secretary assigns the documents to the respective files and updates the system. |
| Task 4 | Attorney prepares response letters if needed or forwards the documents to the appropriate colleagues. |
Why this list?
Tasks can be completed in parallel or in any order, depending on when the documents arrive and how urgently they need to be processed.
Another example:
Free Task List: "Document Processing and File Maintenance"**
This list would be useful for general office work and document management, where tasks don't necessarily need to be completed in a fixed order.
| Task List | Description |
|---|---|
| Task 1 | Secretary scans documents and uploads them to the system. |
| Task 2 | Law clerk updates the case file with relevant information. |
| Task 3 | Attorney checks the file for completeness and provides feedback if necessary. |
| Task 4 | Secretary archives completed files or sorts them digitally. |
Why a free list?
Tasks can be completed in any order or carried out in parallel without needing to follow a fixed sequence.
4. Checklist: "Preparation for Court Hearing"
A checklist is ideal when multiple tasks need to be completed at the same time to prepare for a hearing.
| Task List | Description |
|---|---|
| Task 1 | Secretary prints all relevant documents (e.g., legal briefs, evidence, witness statements). |
| Task 2 | Attorney checks all documents for completeness and prepares their argument. |
| Task 3 | Secretary files the final documents in the client file and makes copies for the court. |
| Task 4 | Secretary organizes the mailing or delivery of documents to the court and the client. |
Why this list?
All tasks can be carried out simultaneously since none depend on the others. This saves time and makes the preparation process efficient.
Another example:
Checklist: "Preparation for Court Hearing"**
When preparing for a court date, many things need to be done at the same time. A checklist allows all tasks to start in parallel.
| Task List | Description |
|---|---|
| Task 1 | Secretary prepares all relevant documents for the trial (e.g., pleadings, evidence). |
| Task 2 | Attorney reviews the file and prepares the argument. |
| Task 3 | Law clerk conducts final research on relevant legal issues. |
Why a Checklist?
Since these tasks can be performed simultaneously and are not directly dependent on each other, a checklist is useful to save time.
Summary
- Strict Task List: Perfect for clearly structured processes where each step depends on the previous one (e.g., filing a lawsuit).
- Combined Task List: Helpful for handling deadlines and mail, where the order can be flexibly adjusted based on urgency.
- Free Task List: Suitable for daily document processing, where tasks can be completed in any order or in parallel.
- Checklist: Ideal when multiple tasks need to be done simultaneously, like preparing for a trial.
- These lists ensure that everyday law firm operations, such as document processing or meeting deadlines, are efficiently organized and nothing is forgotten.
When Should a Law Firm Use Which Task List?
In a law firm, it's important to keep track of workflows, whether it's handling legal documents, monitoring deadlines, or processing daily mail. Depending on the structure and urgency of a workflow, an appropriate task list should be used. Here are legal examples of when each type of task list would be ideal:
1. Strict Task List
Example: Filing a Lawsuit
When to use?
A strict task list is suitable when there is a fixed order that must be followed for handling a case. Each step depends on the previous one, and the next can only begin once the previous is completed.
Example:
A client hires the firm to file a lawsuit. The order of processing is clearly defined: First, the attorney drafts the complaint, then the secretary reviews the draft, and finally, the finalized text is filed with the court.
Advantage:
Each step is traceable, and processing occurs without deviations.
2. Combined Task List
Example: Deadline Monitoring
When to use?
When there is a predetermined order, but flexibility can be introduced if needed. This list is well-suited when certain tasks need to be prioritized or postponed based on urgency or availability.
Example:
When monitoring deadlines for incoming mail, the mail is first reviewed and deadlines are set. The attorney then decides the order in which pleadings or lawsuits need to be processed. If an urgent deadline needs to be prioritized, it can be flexibly adjusted in the list.
Advantage:
Flexibility in processing without changing the basic structure of the task list.
3. Free Task List
Example: Handling Ongoing Client Files
When to use?
A free task list is ideal when no fixed order is required for task processing. Tasks can be completed in parallel or based on availability.
Example:
In a large case with multiple pleadings and evidence documents, the attorney might decide that the secretary prepares various documents simultaneously while the attorney works on the pleadings. Preparing the shipment and obtaining the client's signature could also occur in parallel.
Advantage:
Maximum flexibility in assigning and completing tasks.
4. Checklist
Example: Preparing for a Court Hearing
When to use?
A checklist is suitable when multiple tasks need to be handled simultaneously without a set order. This is especially useful when many preparatory activities can be conducted in parallel.
Example:
For an upcoming court hearing, pleadings need to be printed, evidence documents prepared, and witness letters drafted. The attorney reviews the documents while the secretary prepares the pleadings and evidence for the hearing. All tasks can occur in parallel as they are independent of each other.
Advantage:
Time savings and efficiency in handling tasks simultaneously.
Starting Task Lists
You have the option to start task lists from many different places:
- via the Button (New Task List) in the "Tasks and Notes" window of the Standard DESK.
- via the Button (Start New Task List) in the document list in the Pro Client.
- via the context menu of the document list in the Pro Client: Option "Start New Task List".
- via the Button (Start New Task List) in the Folder View of the document list in Outlook DESK.
- via the context menu of the document list in Outlook DESK: "Start New Task List".
- via the Button (Start New Task List) in the Import Dialog of Outlook DESK.
- via the Button (Start New Task List) in the Sidebar of the Office Integration.
- via the drop-down menu under the document type icon in the Sidebar of the Office Integration.
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