Task Management

FluentCase provides comprehensive task management to help you track work, meet deadlines, and stay organized across all your matters.

Creating Tasks

Quick Task Creation

1. Click adjacent to Tasks in the left navigation panel
2. Enter task title
3. Press Enter
4. Task is created with default settings

Detailed Task Creation

1. Click adjacent to Tasks in the left navigation panel
2. Fill in task details:
   • Title - Task name (required)
   • Description - Detailed information
   • Matter - Associated matter (optional)
   • Assigned To - User responsible
   • Due Date - When task is due
   • Priority - High, Medium, Low
   • Tags - Categorization tags
3. Click Save

Creating Tasks from Matters

1. Open a matter
2. Click adjacent to Tasks in the left navigation panel
3. Task is automatically associated with the matter
4. Fill in details and click Save

Task Fields

• Description - Detailed information, notes, instructions
• Assigned To - User responsible for completing the task
• Due Date - Deadline for completion
• Priority - High, Medium, Low, or None
• Estimated Hours - How long task will take
• Matter - Associated case or matter (only visible when creating tasks outside of a matter)

Tasks do not have to start on a matter. You can create a general task first and link it to a matter later when the case context is known.

Scheduling Cues

When a task has date or time information, FluentCase may show conflict or adjacent-schedule indicators for the assigned user. These indicators are warnings, not automatic blockers. Review them before saving to avoid missed deadlines or unrealistic back-to-back scheduling.

See Conflict and Adjacent Schedule Warnings for more detail.

Viewing Tasks

Task Lists

Click Tasks in the left sidebar. The task page has four lists:

• All - Every incomplete task in the firm
• Assigned to Me - Incomplete tasks assigned to you
• Delegated - Incomplete tasks you created and assigned to someone else
• Completed - Tasks completed in the last 90 days

If a task you expect is missing from your view, click Assigned to Me to see only your own incomplete tasks. FluentCase remembers the list you last used.

Tasks are sorted by Date Due, oldest first. Completed tasks do not appear in the All, Assigned to Me, or Delegated lists; open the Completed list to see them.

Quick Filters

The buttons above the list narrow it by due date or priority:

• Overdue, Today, This Week, Next Week, This Month, Next Month, Upcoming, High Priority

In the Completed list, the buttons filter by Ahead of Schedule, On Time, and Late. Click an active button again to clear it.

Matter Tasks

View tasks for a specific matter:

1. Open a matter
2. Click Tasks tab
3. See all tasks for this matter
4. Filter by status, assignee, or date

Task Organization

Priorities

Set task priority to indicate urgency:

• High - Urgent, critical tasks (red flag)
• Medium - Important tasks (yellow flag)
• Low - Can wait if needed (blue flag)

Due Dates

Set due dates to track deadlines:

• Specific date - Exact due date
• Date and time - Specific deadline
• No due date - Open-ended tasks

Completing Tasks

Mark as Complete

1. Open the task
2. Check the Completed checkbox
3. Task is marked as done
4. Completion date is recorded

Quick complete:

• In task list, click the checkbox next to the task
• Task is immediately marked complete

Incomplete Tasks

To reopen a completed task:

1. Open the task
2. Click Mark Incomplete
3. Task returns to active status

Task Assignment

Assigning to Users

Assign or reassign a task to a different user:

1. Open the task
2. Click (Edit Task)
3. Select a user in the Assignee field
4. Click Save

Completed tasks cannot be edited. Click Mark Task Incomplete first if you need to reassign one.

Self-Assignment

Assign a task to yourself:

1. Open an unassigned task
2. Click Assign to Me
3. Task is assigned to you

Task Notifications

Memo Notifications

Receive memo notifications for:

• New assignment - When a task is assigned to you
• Due soon - Tasks due in 24 hours
• Overdue - Tasks past due date
• Completed - When someone completes a task you created

In-App Notifications

All tasks spawn a notification to the assigned staff member. Each individual may “snooze” these notifications via the top-right Tasks button. Tasks with a due date on or before the current day are indicated with a small number highlighted in red.

The number on the top-right Tasks button counts incomplete tasks assigned to you. When the count is over 99, it shows 99+. Click the gear icon on the button to choose which tasks the count includes under Count Indicator Includes: Overdue & Due Today, Overdue only, Due Today only, or All tasks.

Task Filters and Search

Filtering Tasks

Filter tasks by:

• Search Text Field - Search by task title or description
• Priority - High, Medium, Low
• Created By - Filter by task creator
• Assignee - Specific user or unassigned
• Date Due - Today, This Week, Overdue, Custom range

Best Practices

Task Creation

• Be specific - Clear, actionable titles
• Add context - Include relevant details in description
• Set due dates - Always set realistic deadlines
• Assign appropriately - Assign to the right person
• Use tags - Categorize for easy filtering

Task Management

• Review daily - Check tasks every morning
• Prioritize - Focus on high-priority and overdue tasks
• Update status - Mark tasks complete promptly
• Communicate - Add comments for updates
• Clean up - Archive or delete obsolete tasks

Team Coordination

• Clear assignments - Ensure everyone knows their tasks
• Realistic deadlines - Don’t overcommit
• Regular check-ins - Review team tasks weekly
• Use descriptions - Provide context for assigned tasks
• Follow up - Check on overdue tasks