Tip #156 - How To Create A Simple WorkPlan To AssignA Task To Multiple Cases

Tip #156 - How To Create A Simple WorkPlan To Assign
A Task To Multiple Cases

In general, a task is assigned to one individual staff member on a case-by-case basis. Occasionally, you may find it necessary to assign the same task in multiple cases (For example, a task for the respective Paralegals to follow up on all Auto Accident cases in the Litigation Stage or all 3M Earplug cases). The easiest way to assign such a task in “bulk” is to create a WorkPlan with only one item and then use Case Browse and Mass Update to assign the WorkPlan to the respective cases. Here is an example (you need to have Admin privileges to be able to create WorkPlans).

Go to Admin > WorkPlan Management
Click the “New WorkPlan” button in the top left corner of the page
Enter a new “Name”. Enter any optional “Description” and “Special Notes” in the appropriate fields, then click the “Update” button when finished.

4. Now locate the WorkPlan you just created on the list of WorkPlans in your system.

5. Click one of the WorkPlan icons in the far-right “Actions” column[1]. In this example we will use the “grid” option, i.e., the first WorkPlan action icon.

Our screenshots are interactive! Just click on each one to see enlarged versions for better viewing.

6. Right click on the WorkPlan name to display a drop-down of the available options to add WorkPlan items.

7. Click the “Add Task” option

Our screenshots are interactive! Just click on each one to see enlarged versions for better viewing.

8. Click the “Add Empty Item” button on the resulting dialog box

We will complete the following items on the “WorkPlan Item details”:

General Information
Scheduling Settings
Contacts Information

9. WorkPlan Items details

General Information
1. Type in the “Name” of this task (replace “New Element” with the name of the task, e.g., Follow up with client).
2. Leave the “Type” (Task) as defaulted
3. Choose a “Category” from the drop-down (e.g., Follow-Up)
4. Select a “Priority” level if desired, or simply leave the default “Normal”
5. Enter an optional “Description” for the task
6. Enter any optional “Special Instructions” if desired
Scheduling Settings

g. Since the task will become due the moment the WorkPlan is added to the case, there’s no need to make any changes here, just accept all the defaults on this page.

[1] The first WorkPlans icon opens the WorkPlan editor in the “grid” format. The second WorkPlans icon to the right, opens the editor in the “drag-and-drop” format. Either option will provide the same functions in creating your WorkPlans.

Contacts Information

h. Here you will designate the staff member by selecting either role in the case (most common option) or a specific staff member (less common option) who will be assigned the task. Click the “Contact Information” button then click “New Contact”.

i. Click the drop-down to select a “Role from the Case” (e.g., Paralegal, Case Manager, etc.) or click the “Specific contact” radio button, then choose a specific staff member who will be assigned the task.

j. Check the appropriate box(es) for “Is responsible for”, “Is acting as assigner”, “Check to notify”, to indicate whether the person selected above will be responsible for the task, will be listed as the assigner or will be notified of any status change in the task, respectively. Generally, you will want to check “Is Responsible for the WorkPlan Item”.

k. Click the “Update” button to save your changes.

10. Click the “OK” button on the “WorkPlan Item detail” dialog box to save all entries.

11. After you have created your WorkPlan, simply use Case Browse to get your list of appropriate cases.

12. Then from your Case Browse results, choose the cases you want to apply the WorkPlan to (or simply select all cases listed in the result), click “Mass Update”, then select “Add WorkPlan”.

13. Choose the WorkPlan created above and then click "Add WorkPlan".