How to include Task-Based Information in Email Notification Templates

Last published at: May 9th, 2023

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When creating emails, calendar invites or form letters for a specific task type, the referencing information for different elements of the notification may vary. For example, the referencing information of a specific task the notification is tied to is different than the referencing information of the task triggering the specific task. If you use elements of these different sources of information, you must indicate their origin within the notification syntax.

(Click here for basic instructions on creating an email or calendar invite notification for a task.)


Referencing Database Fields for the Task where the notification is associated
You would begin a database field string with {Task.xxx}, if you wish to pull database information based on the task the notification is associated with. For example:

{Task.Matter.AttorneyRef} = the matter the task is associated with
{Task.TaskType} = the type of task
{Task.RespondBy} = the due date of the task
{Task.Matter.Client} = the client associated with the task's matter

Referencing Database Fields for a Triggering Task
If a new task is generated based on an event of a different task (i.e., the triggering task) you would refer to the triggering task as {TriggeringTask.xxx}. A triggering task is present if one or more of the triggering events of the current task type is based on another task being created, completed, missed, etc.

For example, a "Respond to Non-Final Office Action - 3 month deadline" task is generated when a "Receive Non-Final Office Action" task completes. Here, the triggering task is "Receive Non-Final Office Action".

To refer to the Receive task, you begin your string with {TriggeringTask}. Use {Task} when referring to the "Respond" task itself. For example:


{TriggeringTask.Matter.AttorneyRef} = the matter the triggered task is associated with
{TriggeringTask.TaskType} = the triggering task's type
{TriggeringTask.RespondBy} = the due date of the triggering task
{TriggeringTask.Matter.Client} = the client associated with the triggering task's matter

Also, you can refer to some database fields in multiple ways. 
{Matter.Client} = {Task.Matter.Client} = {TriggeringTask.Matter.Client} since the client for the task and the triggering task are the same. 

Here's an example notification that refers to information from the task the notification is tied to and a the triggering task.

Dear {Task.Matter.Client} (you could also say {TriggeringTask.Matter.Client} since the client for the main task and the triggering task is the same),
Matter {Task.Matter.AttorneyRef} entitled, {Task.Matter.Title} received a {TriggeringTask.TaskType} on {TriggeringTask.RespondBy}. As such, a response is due on {Task.RespondBy} with extensions available up to {Task.FinalDueDate}. Please provide instructions on how to proceed.


The resulting email would state something like

Dear Acme, Inc.,
Matter ABC-123 entitled, "System and Method for Travelling Through Time" received a Non-Final Office Action on 01/01/2016. As such, a response is due on 04/01/2016 with extensions available up to 07/01/2016. Please provide instructions on how to proceed.