Creating Tasks and Notes

This section describes the purpose of tasks and notes and how to create them:

Understanding

If unplanned tasks arise from working on a task list, for example, create a single task. The original workflow of the task list is still maintained. If an unplanned task is particularly urgent, you can also create an urgent task. This will be highlighted to the responsible person with the urgent task symbol in the workbook and in the "Tasks and Notes" window.

Use single and urgent tasks when only one task is intended for a document. You can set it to be completed by a specific date.

Single and urgent tasks can also be forwarded if, for example, you are not responsible for completing the task.

Tasks can also be started via a processing template in the Document Collector.

Note
As a user of Winmacs or Insomacs, create and edit task templates under the menu item "Application" > "Kanzleieinstellungen" > Navigation area "Administration" > Button Manage Task Templates.

Create Single Task/ Urgent Task

  • To create a new single task or an urgent task, you must first select a document.

  • Click the Button (New Single Task) or Button (New Urgent Task) in the "Tasks and Notes" window.

    Alternative for creating a single task: Press Shortcut [Ctrl]+[F1] or choose "Tasks and Notes" > "New Single Task" in the main menu.

    Alternative for creating an urgent task: Press Shortcut [Ctrl]+[F6] or choose "Tasks and Notes" > "New Urgent Task" in the main menu.

  • Select the person or group you want to assign the single task to in the available "User/ Group" area. Click the corresponding name and add it to your selection with one of the following buttons.

    • Button > (Add individual people or groups to your selection.)

    • Button >> (Add all people and groups to your selection.)

      Use the arrow keys (key sequence [Left], [Right]) to select or remove marked users and groups.

      Note
      Enter the first letters of the name you are looking for. The first matching list entry will be highlighted in the list.

  • You can also remove a user from the list of selected users. Click the corresponding name in the selected list and remove it with one of the following buttons:

    • Button < (Remove individual people or groups from your selection.)

    • Button << (Remove all people and groups from your selection.)

  • To display only users from groups you belong to, check the box Only users of my group(s).

  • If you have selected a group, you have two options for how the group should complete this task:

    • By default, each user in the group sees the same task in the group workbook. If one user completes the task, it is completed for the group. It will no longer be displayed to any user.

    • If you want each user in the group to complete the task separately, check the box To all users of this group(s). Example: Each user must read the new company policies.

  • If needed, enter the Text for your task in the "Description" area.

  • Select a Date by which the task should be completed, if applicable.

  • If applicable, enter in the Page and Paragraph fields which page and paragraph the task in the selected document refers to.

  • If the single task should be displayed on the desktop with the status "Urgent," check the box Urgent. It then becomes an urgent task.

    This step is omitted if you create an urgent task from the start. If an urgent task is to be converted into a single task before its creation, the Urgent box must, of course, be unchecked.

  • If you want to know when the task has been completed, check the box Autom.(atic) Feedback.

  • Confirm the single task or urgent task by clicking the Button Send.

Create Follow-up

The follow-up differs from a single task, for example, only in that there is an additional field for the follow-up date when the document should be presented again.

  • To create a new follow-up, you must first select a document.

  • Click the Button (New Follow-up).

    Alternatively, you can also create a follow-up by pressing the Shortcut [Ctrl]+[F4] or choosing "Tasks and Notes" > "New Follow-up" in the main menu.

  • Select the person or group you want to assign the follow-up to in the available "User/Groups" area. See the previous instructions for more details.

  • If needed, enter the Text for your follow-up in the "Task Description" area.

  • Select a Date by which the task with the follow-up date should be completed, if applicable.

  • Select in the Page and Paragraph fields, if applicable, which page and paragraph the task with the follow-up date in the selected document refers to.

  • Select a date for the Follow-up.

  • If you want to know when the task has been completed, check the box Autom.(atic) Feedback.

  • Click the Button Send.

Notification

The notification differs from a single task (besides the symbol) only in that it is meant to notify and therefore no date can be set.

  • To create a new notification, you must first select a document.

  • Click the Button (New Notification).

    Alternatively, you can create a notification by pressing the shortcut [Ctrl]+[F5] or selecting "Tasks and Notes" > "New Notification" from the main menu.

  • In the "Users/Groups" section, select the people and groups you want to assign the notification to. For more details, see "Create Single Task / Urgent Task".

  • If needed, enter the text for your notification in the "Task Description" section.

  • Click the Send Button.

Create Note

  • To create a new note, you must first select a document.

  • Click the Button (New Note).

  • Alternatively, you can create a note by pressing the shortcut [Ctrl]+[F3] or selecting "Tasks and Notes" > "New Note" from the main menu.

  • Enter the text for your note in the "Text" section.

  • Click the Save Button.

Insert Task Texts

If you want to insert standardized task texts into the "Task Description" or "Text" section while creating a task, you must first have initiated the creation of a single task, urgent task, reminder, note, or notification.

To insert the texts, follow these steps:

  • Navigate through the folder structure in the "Text Templates" or "Text" section and search for the desired template.

  • Double-click with the left mouse button to insert the desired text.

  • If you want to format the inserted text to your liking, highlight it and click the respective buttons in the toolbar.

  • Continue with the task creation.

Add Attachment

If you want to add a document as an attachment to a task, you must first have initiated the creation of a single task, urgent task, reminder, or notification. To add a document as an attachment to a task, follow these steps:

  • Select a dictation or document you want to add to the task, if applicable. Click the Button (Select Dictation/Document) with the left mouse button.

  • Select the appropriate document from the list and confirm by clicking the Select Button.

    Note that the single task still refers to the previously selected document (Document 1). The document you can link with the single task (Document 2) is merely an attachment. Document 2 can serve as additional information for the people who need to complete the task for Document 1.

Add Document Template

Adding a document template follows the same procedure as the previous instructions.

Click the Button (Select Document Template) to add a document template as an attachment.

Related to