Tip #162 - Tasks, Appointments And Critical Deadlines:How They Are Distinguished In SmartAdvocate

Three of the main features (functions) of SmartAdvocate, are the ability to assign or create and track Tasks, Appointments and Deadlines (Deadlines are usually referred to in SmartAdvocate as Critical Deadlines). Let’s take a look at each of these features individually.
 
Tasks
In its simplest form, you could think of a Task as something that you do, or something that is completed (i.e., return a phone call, follow up with a client or a lead, order medical records, draft pleadings, etc.) Please bear in mind that in SmartAdvocate, Tasks are required to have a due date. So, you could have a task to draft a complaint and it is due on a certain date - the date designated by the Assignor for the Task to be done.
 
In SmartAdvocate you can assign yourself a Task, or you can assign a Task to another staff member. A Task can only be assigned to one person, and the Task must be case-related, i.e., the Task is assigned in the case. The easiest way to assign (create) a Task, is by clicking the Task icon on the Quick Access Toolbar on the case’s Summary Screen (item #1 in the screen shot below). Next, complete the required information for the Task (Due Date, Description, Assigned To, etc.).

Assigned Tasks that are open (i.e., not yet completed) will show on the case’s Summary Screen.[1]

Critical Deadlines
Critical Deadlines are typically prescribed by Statute, Court Rule or Court Order. Some examples of a critical deadlines would include the Statute of Limitation (SOL), Discovery deadline, deadline to make a motion for Summary Judgment or deadline to file a Note of Issue. In SmartAdvocate, the SOL is generally populated to the case automatically once the matter is created. Other Deadlines are generally entered in the case manually, e.g., Discovery Deadlines are entered on the Litigation Page. Open deadlines will be displayed on the case’s Summary Screen.

Appointments
Appointments can be thought of as events that you attend, (i.e., a meeting with a client, a court appearance, a deposition). Appointments are most often viewed on the calendar.

Incidentally, you can view all three (Tasks, Deadlines and Appointments) together on the Office Calendar. Simply select the check boxes for each of the three tabs and apply the desired filters.

[1] You can go to Dashboards > Tasks to see all Tasks regardless of their status for all cases in SmartAdvocate. The “Task” page, accessed from the left menu of the case, will show you all Tasks associated with that case regardless of their status.