Tip #89 - How to create a simple WorkPlan that can be used to assign a single task to multiple cases in bulk.
Tip #89 - How to create a simple WorkPlan that can be used to
assign a single task to multiple cases in bulk.
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 (a task for the respective Paralegals to follow up on all Auto Accident cases in the Litigation Stage or all 3M Earplug cases for example). 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 Administrative 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 WorkPlan name. Enter any optional Description and Special Notes in the appropriate fields if desired 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
6. Right click on the WorkPlan name to display a drop-down of the available option to add WorkPlan items
7. Click the Add Task option
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
a. General Information
i. Type in the name of this task (replace ‘New Element’ with the name of the task, e.g., Follow up with client)
ii. Leave the Type (Task) as defaulted
iii. Choose a Category from the drop-down (e.g., Follow-Up)
iv. Select a priority level if desired, or simply leave the default Normal
v. Enter an optional description for the task
vi. Enter any optional Special Instructions if desired
b. Scheduling Settings
i. Since the task will become due the moment the WorkPlan is added to the case, there is no need to make any changes for Scheduling Settings, so just accept all the defaults on this page
c. Contacts Information
i. 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
ii. 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
iii. 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’.
iv. 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 then click Add WorkPlan
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