Disclaimer:  Tasks are an optional feature within the system and may be enabled or disabled by your System Administrators. If you do not see Tasks or related functionality in your Unity PMS environment, please contact your Administrator for further assistance.

What are Tasks in Unity PMS?

Tasks are work items that help you track what needs to be done on your matters. Think of them as to-do items with due dates that are linked to specific legal matters.

Examples of tasks:

• "Review client documents"
• "File court application"
• "Call client for update"
• "Draft settlement agreement"

Every task includes:

• A subject (what needs to be done)
• A due date
• An owner (who's responsible)
• A status (Not Started, In Progress, Completed)
• The matter it relates to

How to Create Tasks Manually

Steps:

1. Open the Matter you want to create a task for

2. Scroll to the Activity section (on the lower left part of the page) and click this green button or go to the Matter Plan section of the matter and click the "Add New Task" Button to create a new task.

   

    

   

3. Fill in the task details:
   • Subject - What needs to be done
     • Example: "Review signed contract"
   • Due Date - When it needs to be done
     • Click the calendar icon to select a date
   • Name - The person or contact related to this task
     • Start typing a contact name and select from the list
   • Assigned To - Who will do this task
     • By default, this is you
     • You can change it to another team member
   • Status - Current state of the task
     • Options: Not Started, In Progress, Waiting on someone else, Completed, Deferred
     • New tasks default to "Not Started"
   • Priority 
     • Options: Low, Normal, High
   • Comments (Optional) - Add any additional details or notes
4. Click Save

Your task is now created and will appear in:

• The Activity timeline on the Matter
• Your personal task list
• The Task Manager view

How To Automate Task Creation

Unity PMS can automatically create tasks for you based on your matter workflows. This ensures important steps aren't missed.

Stage-Based Task Creation

When a matter moves through different stages, Unity PMS automatically creates tasks based on templates.

How it works:

1. Your firm sets up Matter Plans - Your administrator creates matter plans for different types of matters (e.g., Conveyancing Plan, Litigation Plan, Family Law Plan)

   

2. Each plan has stages - The plan includes different stages the matter will go through (like "Initial Consultation", "Document Review", "Filing", etc.)

3. Tasks are assigned to each stage - Your administrator assigns specific tasks to each stage that need to be completed before moving to the next stage

   

4. A matter plan is applied to your matter - When a new matter is created, the appropriate matter plan is selected
5. Tasks are created automatically - As the matter enters each stage, Unity PMS automatically creates all the tasks assigned to that stage

Note: If you don't see tasks being created automatically, your matter may not have a matter plan assigned, or the stages in the plan may not have tasks set up. Contact your administrator if you think tasks should be created automatically but aren't appearing.

Editing Tasks

You can edit any task you own or have permission to modify.

Quick Status Change (Complete or Change Status)

The fastest way to update a task's status is using the quick action buttons in the Matter Plan section.

Steps:

1. Go to your Matter record
2. Find the Matter Plan section (this shows all stages and tasks)
3. Locate the task you want to update
4. Use the quick action buttons next to the task:
   • Click "Complete" to mark the task as completed
   • Click the "Change Status" button to change to another status (In Progress, Waiting, Deferred, etc.)
5. Changes save automatically - no need to click Save

This method is recommended when you only need to update the task status.

Full Edit (Change Other Details)

If you need to change the task's due date, subject, assignee, or add comments, you need to open the task itself.

Steps:

1. Click on the task subject (either from the Matter Plan section or Activity timeline)

   • This opens the full task record

      

2. Modify any fields you need:

   • Subject (task name)
   • Due Date
   • Assigned To / Name (reassign to another person)
   • Status
   • Priority
   • Comments/Description

   

3. Click "Save"

Viewing Your Tasks

The Task Manager is your main hub for viewing and managing all your tasks.

To access:

1. Click the App Launcher icon (grid icon in the top left) 
2. Type "Task Manager" in the search box 
3. Click on "Task Manager" from the results