This article explains the steps for creating client emails any time a task with an external deadline is generated. Please note: AppColl does not send emails directly to clients. The email will be sent to a specific user within your law firm or company (e.g., the task owner, matter paralegal, or matter attorney). You may then copy the contents of the email and paste them into a separate email to send to a client. Note that you may also create calendar entries for all tasks with external deadlines. Some of the steps vary, but this article provides the basic steps for the process. 

To send client reporting emails with tasks with external deadlines are created:

1. Go to Tasks > Manage Task Types. Note: Only account administrators have the rights to complete this function.
2. Click the Add button.

3. Populate the New Task Type page. Enter a Type Name, such as “Client Email," for example.
4. Select the Default Owner.
5. Select “Event” for the Deadline Type.
6. Select the Response Date. For example, select, “Use the triggering task respond-by date.” 

7. Click the Add button under Notifications. 

8. Select “Task Owner from” the Notify dropdown options. Ensure that the Email option is checked.
9. Update the Show From option as needed.
10. Review the Send options. Select the option to send, “When task is Opened.” Review further Send options to select from send frequency or when a file is attached.
11. Enter the Message Subject and Message Body or populate from a saved Template. Below is the actual text you could paste into the notification. These are only suggestions. You can insert any text you like. 

Email Subject
AppColl Task Due: {TriggeringTask.TaskType} due on {TriggeringTask.RespondBy} | Matter: {TriggeringTask.Matter}

Email Body

Dear Client,

Matter {TriggeringTask.Matter}, entitled "{Matter.Title}",has received a {TriggeringTask.TaskType} which was mailed on {TriggeringTask.RefDate(MMMM d, yyyy)}.A response is due on {TriggeringTask.RespondBy(MMMM d, yyyy)}.

Please provide instructions on how to proceedby {Task.RespondBy(-1m MMMM d, yyyy)}.

A copy of the USPTO communication is attached.

Regards,

{TriggeringTask.Owner}

12. Click the Ok button. 

13. Verify the Notification was added successfully. 
14. Click the Add button under Trigger Events.

15. Select the Event Type. For example, you may wish to select, “When any task is created.”
16. Click the Ok button. 

17. Click the Add button again to continue adding Trigger Events.

18. Select an additional Event Type. For example, "While a specific field in the task contains a specific value.
19. Select the Field, in this case, “Deadline Type.”
20. Enter any information in the contains field. For example, “External.”
21. Click the Ok button. 

22. Confirm the Notification and Trigger Events look correct.
23. Check the Generate task even if a task with the same type, matter and response date already exists option.
24. Click the Save button.