In this video we will walk through how to view, create and manage tasks in Practice Pro.
Overview
Tasks are the backbone of efficient workflow management, helping you and your team stay organized and on top of priorities. Think of tasks as your personal and team “to-do’s.” They can be assigned to yourself or others in your firm and categorized by deadlines, high priority, or statute of limitations.
When someone assigns you a task, you’ll receive an email notification with a direct link to it, ensuring you never miss an update. Tasks are designed to streamline your work processes, making it easier to manage responsibilities and meet deadlines.
Access a Task
To view your tasks, open the left sidebar menu and select Tasks. This opens the Tasks List page, where you can perform a variety of actions depending on your security settings:
Update task statuses- Change the status of tasks to reflect their progress.
Create new tasks- Add tasks directly from the Tasks List Page.
Import or export tasks- Transfer tasks in bulk to or from the system.
Search and filter tasks- Narrow down your view to focus on specific tasks.
Edit multiple tasks in bulk- Make bulk updates to save time.
View task history- Review the history of changes made to a task.
Sort tasks- Sort by columns such as client, matter, or due date.
Update a Task Status
Each task has a status to indicate its progress. You can update a task’s status by selecting from the dropdown menu in the Status column. The available statuses are:
Ready- The task is set and ready to be worked on.
In Progress- Work has already started on the task.
On Hold- The task is paused and not currently being worked on.
Stuck- Progress is blocked, and the task cannot move forward.
Completed- The task has been finished from start to end.
Closed- The task is no longer active, even if unfinished (e.g., it became irrelevant or was completed by someone else).
Filter Tasks
Filters help you focus on what matters most. For example, you can filter tasks to show only active tasks assigned to you. Once applied, filters can be saved for future use.
Save Filters
Click All Filters.
Select the filters you want.
Hit Apply Filters.
Click Save Filters.
Name your filter.
Click Save.
Your saved filter will appear as a button under the filter section for quick access.
Manage Tasks in Bulk
Bulk actions allow you to update multiple tasks at the same time, helping teams stay aligned and reducing repetitive manual work.
To perform a bulk action:
Select the tasks you want to update.
Open the Bulk Action dropdown menu.
Choose the action you want to apply.
Click Save.
Create a Task
There are two ways to create a task:
Tasks List Page Method
Open the Tasks List page.
Click Add Task.
Enter the task details.
Select Save.
Quick Add Method
You can also create a task from anywhere in the system using the + icon in the top navigation bar.
Click the Plus (+) icon.
Select Task.
Complete the task details.
Click Save.
Required Task Information
At minimum, every task requires:
Task name
Client
Matter
Additional optional details include:
Assignee
Priority
Start and end dates
Budgets
Tags
Notes and other metadata
View Tasks by Matter
You can also view tasks associated with a specific matter. This provides a centralized view of all work related to that matter. To do this:
Open the Matters list page.
Select a matter.
Open the Tasks tab.
Task Dependencies
Task dependencies help ensure tasks are completed in the correct sequence.
To add a dependency:
Open the Tasks page or the Tasks tab within a matter.
Select Add Dependency from the Actions column.
Choose the dependency relationship.
Select the related task.
Enter any lag days and lag type if needed.
Click Save.
Dependency Types
Dependencies help teams maintain accurate timelines and avoid scheduling conflicts.
Predecessor- The related task must be completed before the current task can begin.
Successor- The related task begins after the current task is completed.
Lag Days- The number of days between dependent tasks.
Lag Type- Whether lag is calculated using calendar days or business days.
Manage Timelines with the Gantt Chart
The Gantt Chart view provides a visual timeline of tasks and dependencies.This allows teams to manage schedules efficiently without leaving the task view. Using the Gantt Chart, you can:
View task schedules visually.
Adjust timelines by dragging task bars.
Resize task durations directly in the chart.
Quickly identify scheduling conflicts or delays.
Save Time with Task Blueprints
Task Blueprints are reusable collections of tasks that can be applied to matters repeatedly. Task Blueprints are especially useful for recurring processes and repeatable workflows. Blueprints help standardize workflows by:
Creating predefined task sets.
Aligning tasks to specific matter types.
Automatically assigning tasks based on staff role types.
