Litigation Made Easy

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8 King Street East, Suite 1200, Toronto, Ontario, M5C 1B5 Tel: 416.363.1650 Fax: 416.363.0361 www.korbitecinc.com

Litigation Made Easy

HOW TO USE THE

TASK MANAGER

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Confidential | 3.5.199 | Aug 2015 | Copyright

THIS DOCUMENTATION IS SUBJECT TO COPYRIGHT AND MAY NOT BE COPIED OR DISTRIBUTED TO ANY PERSON WITHOUT THE EXPRESS WRITTEN CONSENT OF KORBITEC

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ISCLAIMER

The information contained in this guide is subject to change without notice. Every effort has been made to ensure the accuracy and quality of these materials, and the publisher can assume no responsibility for any errors or omissions or their consequences. All names depicted in the screenshots are fictitious and are used for demonstration purposes only. Any similarity to actual persons or organizations is unintentional.

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RADEMARKS

In this document there will be references to a number of trademarks of products that can be used in connection with the document assembly features of GDMI and GhostFill™. The following parties are the holders of trademark and other intellectual property rights:

 Korbitec (Pty) Ltd. is the owner of the trademarks and intellectual property rights in “GDMI” and "GhostFill™", "ghostfill.com™", and of all rights to the associated software and web sites.

 Microsoft Corporation is the owner of the trademarks and all intellectual property in "Microsoft®", "Microsoft Windows 2000 Professional®", "Windows®", "Word for Windows®" and of all rights in the associated software and the websites. Windows, MS Word, Word, MS Outlook and Outlook are registered trademarks of Microsoft Corp.

 Korbitec Inc. is the holder of the intellectual property rights in the application Automated Civil Litigation and ACL3 including the associated programming, templates and precedents.

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ECHNICAL

S

UPPORT

To contact the ACL Help Desk:

PHONE: 416.363.1650 ext. 100 or Toll Free: 1.800.340.3234 ext. 100 E-MAIL: [email protected]

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Table of Contents

Table of Contents ... 3

Part 1 –Task Manager Overview ... 1

All Files Page ... 1

Next Task ... 1

Status ... 1

Agenda Side Bar ... 2

Tasks Page (Current File) ... 3

Part 2 – Working with Tasks ... 4

Adding a Task ... 4

Entering the Task ... 5

Calculating a Due Date ... 6

Editing a Task ... 7

Deleting a Task ... 7

Completing a Task ... 7

Navigating to a File Containing the Task ... 7

Synchronizing a Task with Outlook ... 8

Re-Assigning Tasks ... 8

Task Sets ... 9

Notification Recipients... 10

Part 3 – Task Manager Reports ... 11

Tasks: Current File ... 11

Tasks: My Notifications ... 12

Tasks: User Report ... 12

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ACL3 User Guide Page 1

Part 1 –Task Manager Overview

The Task Manager will allow users to handle file tasks and reminders. All ACL users at the firm will have access to all tasks created for all files.

All Files Page

Next Task and Status columns

Two columns on the All Files page identify Next Task and Status of the Next Task for each file.

Next Task

The date displayed will reflect the due date of the next uncompleted task. If a file has an overdue task, that task's due date will be displayed.

Status

An icon will display to alert the user of the status of a task: Deadline due in the next X days (grey)

Deadline and due today (yellow) Deadline and overdue (red)

Task due in the next X days (grey) Task due today (yellow)

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ACL3 User Guide Page2

Agenda Side Bar

The Agenda Side Bar shows a monthly calendar, tasks divided into "Today" and "Next 7 Days" as well as icons to add a new task and synchronize tasks with MS Outlook®_.

Tasks can be displayed one of two ways:

1. My Tasks

This will filter the tasks to show only those that have been assigned to you. This is the preferred view as it will display all your tasks regardless of file.

2. File Tasks

This will filter the tasks to show only those that relate to the highlighted file in the All

Files list.

Calendar

Dates that are bolded indicate that a task is due on that date. Click on a date to display the tasks that are due.

Today

Tasks that are due today or overdue will be listed. Tasks in red are overdue. Tasks in bold indicate a deadline.

Tasks due today that are marked as complete will be struck out or will no longer be displayed (depending on your User Setting). Overdue tasks that are marked as complete will no longer be displayed.

Next 7 Days

Displays upcoming tasks. The number of days displayed has been decided by the firm.

NOTE: The “My Tasks” filter will display any task for which you are an owner, including ethical wall restrictions.

The “File Tasks” filter will not show any tasks for a file with an ethical wall restriction.

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Tasks Page (Current File)

Within the Current File, tasks can be managed from the Tasks page, following the Backpage preview.

Group by

Tasks can be grouped by:

 Task Status, i.e. Overdue, Scheduled,

No Date, Completed

 Category, i.e. To-do or a Task Set name Show Only My Tasks

This function will filter the list of tasks on the file to show only those tasks assigned to you.

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Part 2 – Working with Tasks

Adding a Task

Creating a task can be done using one of two methods.

Option 1:

On the All Files page, highlight the file for which the task relates. From the Agenda Side Bar, click the Add a task icon.

Alternatively, right-click the highlighted file and select Add a

Task.

Option 2:

In the Current File, open the Tasks page and select Add a

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Entering the Task

File

This will populate with the file number/name of the current file for which the Task is being created.

Task

Enter brief details of the Task to be completed.

Due Date

Enter the date the Task is due, if required.

Date Calculator

To assist in the calculation of future due dates.

Deadline

If the date has a statutory or other deadline to be met, check the box. A Deadline Task will display in bold text in the Task List.

E-mail Reminder Dates

To be reminded to complete this Task, click

Add to enter a date for the reminder.

Reminders can be set to a specific date, or set relative to the Due Date of the Task. Relative reminder dates are indicated by an asterisk. Multiple reminders can be added to a Task.

Outlook Reminder

To add a reminder to the Task in Outlook (pop-up window), enter the date and time desired.

Assigned To

The creator of the Task will appear automatically in this field. To add additional assignees, click Select and choose from the list provided.

Notes

Complete this section if additional details are required.

Completed

A Task can be marked as complete by checking this box.

Status

This will populate automatically depending on the data entered above. A Task can be “Not Scheduled”, “Scheduled”, “Due Today”, “Overdue” or “Completed [date] [time]”.

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Calculating a Due Date

The Date Calculator allows the user to determine a due date based on:  an earlier date selected from a calendar

 the due date of another task on the same file, or  the completion date of another task on the same file

The user can Count forward or backward (negative numbers) the necessary number of days, weeks, months or years as selected from the drop-down.

Users will need to know the Rules to Include Weekend Days or Include Public Holidays in the date count.

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Editing a Task

There are a number of ways an existing task can be opened for editing:

 On the All Files page, right-click on a task within the Agenda Side Bar and choose

Edit Task.

 On the Tasks page of the current file, highlight a task and choose Edit Task from the left-hand side bar or right-click on a task and choose Edit.

 In either location, double-click on a task.

Make the necessary edits (e.g. change the assigned users, reminder dates, add notes, mark as complete, etc.) and click OK.

Editing of tasks can also be accomplished via Outlook. Once a task has been edited in Outlook, click on the Synchronize link at bottom of Agenda Side Bar in ACL in order to update the task in ACL

Deleting a Task

There are two ways an existing task can be deleted:

 From the Agenda Side Bar on the All Files page, right click on a task and choose

Delete Task.

 From the Tasks page of the current file, highlight the task and click Delete Task from the left-hand side bar.

Completing a Task

There are three ways an existing task can be marked as complete:

 From the Agenda Side Bar on the All Files page, right click on a task and choose

Mark as Complete.

 From the Tasks page of the current file, highlight the task and click Mark as

Complete from the left-hand side bar.

 From the Tasks page of the current file, Edit the task and check the Completed box.

Navigating to a File Containing the Task

 From the Agenda Side Bar, right-click a task and select Go To File. The file will highlight on the All Files list providing quick access to Letters or Court Forms in order to perform the task.

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Synchronizing a Task with Outlook

ACL tasks will automatically synchronize with Outlook (if this setting is enabled). ACL tasks that are subsequently edited in Outlook can also be synchronized back to ACL:

 By selecting Synchronize at the bottom of the Agenda

Side Bar.

 By going to the A button  Tools  Synchronize with

Outlook.

Tasks from ACL will be added to the tasks in Outlook and listed as ACL Tasks.

Re-Assigning Tasks

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Task Sets

A Task Set is a pre-defined set of tasks which typically apply to a legal proceeding. Task Sets are configured by the ACL Administrator. Task Sets are only available from the

Tasks page in a current file.

To select a Task Set to add to the file, choose Select a Task Set from the Task options. From the drop-down menu, select a Task Set.

To apply the Task Set: Select/De-select the tasks to include/remove. Enter the required dates for the various tasks – dates can be left blank if not known. If a task has a Relative Due Date set, the Actual Due

Date will be calculated

automatically once the

calculated from date is

entered.

In the sample above, once the Actual Due Date of the “Motion date” has been

entered, ACL will automatically calculate the two Actual Due Dates for the tasks with the Relative Due Dates.

Select the Assigned Users for each task in the set

Click OK to add the task set to the file. Once added to the file, the individual tasks can be edited to add any further details, add or change dates, notes, reminders, or assigned users.

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Notification Recipients

Other members of the firm who should be notified of the tasks for a file, but are not assigned to the tasks, can be added to the file as Notification Recipients. Click Select and add the required notification recipients.

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Part 3 – Task Manager Reports

Task reports can be accessed by going to:

 Reports

Tasks: Current File

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Tasks: My Notifications

The firm may have designated a set time for recipients to receive this report in an email. Alternatively, this report can be assembled from the Reports menu at any time. It will list any Overdue Tasks, Tasks Due Today, Reminders and Notifications for the user.

Tasks: User Report

This report will detail any Overdue Tasks, Scheduled Tasks and Tasks with no Date for the user specified. This report can be printed or exported to Excel.

Agenda Side Bar

If My Tasks are displayed, click the Word icon to generate the "Tasks: My Notifications" report.

If File Tasks are displayed, click the Word icon to generate the "Tasks: Current File" report.