To automate the Add Task to Matter action, use the following guidelines to set up the template fields. Any fields denoted with a red asterisk require a value.
In the example below, the Add Task to Matter action is executed once the matter is moved to a new stage in the pipeline. For example, a matter might be moved from pre-trial to discovery. Once this move is saved, a workflow with the "Matter moved to stage" trigger will execute.
All fields with the exception of Matter Id and Assign user will allow you to enter a value or select a value from the trigger record or the record referenced in previous steps.
Click the + icon to display your choices for the selected field. Click the down arrow and then click on a field to select that value.
Name*: Enter the name of the task or click the icon in the field to select from other available values.
Description: Enter a brief description of the task to be performed or click the icon in the field to select from other available values.
Start date: Specify the date the task should start, if applicable.
Due date: Specify the date the task must be performed by, if applicable.
Three methods are available to populate date fields.
Method 1: Date fields can be populated with values from other date fields in related records. In the example below, you can populate the date field with one of the values listed from the trigger record. Just click the + icon and then click on the desired date option.
Method 2: Click anywhere on the Start date field to open a calendar and select a date. The calendar will display the current month with the current date selected. Use the scroll bar to the right of the calendar to move up or down to display a different month, if necessary. Click the date to select it and then click Done.
Method 3: Click the box next to Based on another date for more date selection options. You can define a date to occur before or after a specific number of business or calendar days.
Click the down arrow next to After/Before to toggle between the two options.
Click on the Task due field to select a value for the number of days.
Click the down arrow next to Business days/Calendar days to toggle between the two options.
Click the Done button to save your changes. If you need to delete a date previously selected, click the Remove button. Click Cancel to abandon any changes made.
In the example below, the Due date has been set to occur 2 business days after the updated date. In our example, this means the 2 days after the date the matter is updated, our trigger.
Matter Id*: Click the down arrow to display a list of existing matter ids or click Use a Custom Value (advanced) for more options.
Use a Custom Value (advanced): If you select this option you will be prompted to select the Matter Id value from the trigger record or from the record referenced by the previous step if this is not the first step. In our example, this action is the first step so the only option is to use the value from the trigger.
Assign user: To locate a user begin typing the first few letters of the user's first name and names matching that user will display in the list. You can also scroll through the list to find the user needed or click Use a Custom Value (advanced) for more options.
Use a Custom Value (advanced): If you select this option you will be prompted to select the user value from the trigger record or from the record referenced by the previous step if this is not the first step. In our example, this action is the first step so the only option is to use the value from the trigger.
Click the Add User link to include additional users on this task.
Click the Continue to next button to record the changes and add another action to the workflow.