In this video we will walk through how to view, create and manage tasks in Practice Pro.
Introduction to Tasks
Tasks help you organize and track work across your firm. You can create personal to-dos, assign work to team members, monitor progress, and manage deadlines all in one place. Tasks can also be linked together with dependencies to ensure work happens in the correct order.
If a task is assigned to you, you’ll receive an email notification with a direct link to the task so you can quickly review and begin work.
Accessing the Tasks List
To view your tasks, open the left sidebar and select Tasks. This opens the Tasks List page, where you can:
Create new tasks
Import or export tasks
Search and filter tasks
Edit multiple tasks in bulk
View task history
Sort tasks by columns such as client, matter, or due date
Sorting tasks by column headers makes it easier to group related work and stay organized.
Understanding Task Statuses
Each task includes a status that reflects its current stage of work. You can update the status directly from the Tasks List page using the status dropdown menu.
Available task statuses include:
Ready — The task is ready to begin
In Progress — Work has started on the task
On Hold — The task is paused temporarily
Stuck — Progress is blocked by an issue or dependency
Completed — The task has been finished
Closed — The task is no longer active, even if unfinished
Using Filters to Stay Organized
Filters allow you to narrow your task view and focus on the work that matters most. For example, you can filter tasks assigned to yourself, open tasks for a specific team, or tasks due within a certain timeframe.
To create and save a filter:
Select All Filters
Choose the filters you want to apply
Select Apply Filters
Click Save Filters
Enter a name for the filter and save it
Saved filters appear beneath the filter section and can be reapplied instantly with a single click.
Filters are especially useful for managers and team leads who need visibility into workload distribution, task ownership, and team capacity.
Managing 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
Creating a Task
There are two ways to create a task:
From the Tasks List Page
Open the Tasks List page
Click Add Task
Enter the task details
Select Save
Using Quick Add
You can also create a task from anywhere in the system using the Quick Add 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
Viewing Tasks by Matter
You can also view tasks associated with a specific matter.
To do this:
Open the Matters list page
Select a matter
Open the Tasks tab
This provides a centralized view of all work related to that matter.
Using 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
Dependency Types
Predecessor — The related task must be completed before the current task can begin
Successor — The related task begins after the current task is completed
You can also define:
Lag Days — The number of days between dependent tasks
Lag Type — Whether lag is calculated using calendar days or business days
Dependencies help teams maintain accurate timelines and avoid scheduling conflicts.
Managing Timelines with the Gantt Chart
The Gantt Chart view provides a visual timeline of tasks and dependencies.
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
This allows teams to manage schedules efficiently without leaving the task view.
Saving Time with Task Blueprints
Task Blueprints are reusable collections of tasks that can be applied to matters repeatedly.
Blueprints help standardize workflows by:
Creating predefined task sets
Aligning tasks to specific matter types
Automatically assigning tasks based on staff role types
Task Blueprints are especially useful for recurring processes and repeatable workflows.
For more information on creating and applying blueprints, refer to the Task Blueprint training documentation.
Summary
Tasks provide a flexible way to organize, assign, and manage work across your firm. With features like filtering, bulk actions, dependencies, Gantt charts, and task blueprints, teams can stay aligned, track deadlines, and manage workloads more effectively.