The Tasks Module

The Tasks module is used to manage all tasks, such as docketing and workflow items within AppColl. AppColl has a standard set of tasks that it will use to populate your docket. Some tasks are simply notifications, particularly of actions taken by the PTO. Other tasks require action and have varying types of deadlines. To view all available tasks, hover over the Tasks module and select the Manage Task Types link from the dropdown. You may also create your own tasks to be used within the system, or, with some limitations, modify existing ones. However, this functionality is reserved for account administrators only.

When you open the Tasks module, you will see an "All Open Tasks" list. This serves as your docket. Tasks are placed on the docket in several different ways:

• You can manually add tasks.
• AppColl may add patent related tasks with information received through an XML file import from Patent Center if you have enabled this service, described here.
• AppColl may add tasks from information received from EspaceNet.
• AppColl may add US trademark related tasks from TSDR.

Task Status indicates what where a current task sits in your queue. 

• Open: Not yet resolved. Open tasks appear on your docket by default
• Completed: The action is done - e.g. the response was filed.
• Not Needed: No action required for this task.
• Missed: Closes an extendable task and creates the next deadline.
• Transferred: This status is used for a matter that is transferred out of your firm or company.
• Reviewed: This status is used when tasks beginning with “Review…” have been reviewed.

Task Types

Every task is an instance of a task type. A task type defines the default owner, the deadline type, and how the due date is calculated. It also defines the trigger events that cause it to generate. For a full look at each of the sections of a task type, see the article, Anatomy of a Task Type. We recommend completing tasks rather than deleting them to keep a complete matter history. 

Filtering and Reports

You can filter and manipulate your docket in many ways to display the information in the manner that suits you. (Click here for information on filtering information.) After setting your filters, you can save your format as a report to regenerate dynamically without resetting the filters, as described in this tutorial. 

Notifications and Trigger Events

Task types can send an email notification or calendar invite the moment a task is generated so the right attorney or paralegal hears about a new deadline without checking the docket. Notifications allow administrators to build a notification once and attach it to many task types. In short, task types define the rules, Trigger Events create the tasks, and statuses move work forward.