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      Navigating and Utilizing the Work Module: A Step-by-Step Guide

      Mastering Task Management in Your Business

      The Work module is your gateway to efficient task management. Whether you're dealing with a single entity or multiple entities, this guide will walk you through the process of accessing and managing your tasks effectively

      TASKS

      If this is your first time logging in, you will be brought to the Work module, located first on the list of the left menu pane.  

      Please note, the portal has built in memory logic; meaning it will bring you back to the location you were last working within the portal. If that was not the Work module you may need to navigate back to it to see your assigned tasks.

      SINGLE ENTITY BUSINESS

      If your business is a single entity business and you have selected the Work module from the left menu pane, then you are viewing all your tasks.

      Filter Tasks

      To help you stay on track of what is most important your Client portal is equipped with the following three predefined filters.  You have the ability to use one or any combination of the three filters.

      Assignee

      The filter will default to Everyone, but you have the ability to narrow down to yourself or another specific user; provided you are given the ability to see other users

      Due Date

      This filter allows you to select one of the following options:

      • All Open Tasks
      • All Upcoming
      • Today
      • Tomorrow
      • This Week
      • This Month
      • Last Month
      • Year to Date
      • Custom Range…

      Status

      This filter allows you to select one of the following options:

      • All Open Tasks
      • All Tasks
      • Overdue
      • To Do
      • In-progress
      • Done

       

      A task is composed of two parts

      Details

      This following information will be provided:

      • Client  - business the task is for
      • Due Date - when the task is to be completed by
      • Assignee - the user the task is assigned to
      • Projects - the name of the project the task is assigned to 
      • Status - the status of the task
      • Requester - who created the task

      Action

      The steps the task is asking the user to take to be able to complete the task

       

      MULTIPLE ENTITY BUSINESS

      If your business is a multiple entity business you will be presented with a global Work view of all your businesses.  You have the option to use the filters to narrow down to a specific business (client) or you can use the Navigate by Client search box in the left menu pane to navigate to that client’s portal.

      The following three screenshots provide examples of how you can delimit your tasks using the holistic business view, Client filter, and Navigate by Business

      Holistic Business View

      This view is for owners with multiple entity businesses on their portal.  It provides a holistic view of all their business tasks with a To-do, In-progress or Done status.

      Holistic Business View - Clients Filter

      The holistic business view provides a Clients filter that allows you to delimit the tasks displayed in the task list for only the selected client(s). To see this view take the following steps:

        1. Click on the Work module 
        2. Click on the Clients filter box to expose and use the drop down list or start typing the business name to delimit your business list
      • Click on the client name to put a check mark and include them in your filtered results

      Navigate by Business - Entity Portal

      A multiple entity business owner can also navigate directly to the client portal to view only tasks assigned to that client. To see this view take the following steps:

      1. Click in (to use the drop down list) or start typing the business name in the navigate by business search box on the top of the left menu pane

      TASK TYPES

      There are 4 different tasks types that you could be assigned

      Document Upload Request

      A task requesting you upload one or more respective documents 

      Financial Institution Connection Request

      A task that requests you to make a Smart Connect reconnection directly in the task for a disconnected financial institution

      Password Credential Request

      A task that requests you to provide updated password credential details for a 3rd party application your accountant requires to complete the monthly bookkeeping on behalf of your client

      Custom Request

      A task that requests information outside a request for a document, financial institution connection, nor password credential request

       

      VIEW & COMPLETE A TASK

      A task is composed of two parts

      Details

      This following information will be provided:

      • Client  - business the task is for
      • Due Date - when the task is to be completed by
      • Assignee - the user the task is assigned to
      • Projects - the name of the project the task is assigned to 
      • Status - the status of the task
      • Requester - who created the task

      Action

      The steps the task is asking the user to take to be able to complete the task

      Single Entity

      To view and complete a task for a single entity business take the following steps:

      1. From the Work module, navigate to and select the task you would like to view
      2. The task will open in a new window

      In this example, the user is being asked to Upload the BOA - Loan 9872 statement

      1. There are three options to upload the requested file
        1. Drag and Drop your file into the designated box on screen
        2. Click the Browse Files or Browse Folders button to select a file from your computer
      2. Whichever route you chose to upload your file you will now see it in the bottom of the Action side of the task
      3. The two grayed out buttons in the lower right hand corner of the task are now available for you to either:

      Upload & Save the task 

      this option will allow you to make further edits and it will remain in a To-Do status

      Upload & Complete the task 

      this option will change the task status to Done and provide a notification to your accountant that you have completed the task

      In this example, we will Upload & Complete

      • Click the Upload & Complete button
      1. You will be brought back to your task list and receive 2 alerts in the lower right corner of the window
        1. Uploading Files - waiting on security scan

      1. Upload Complete
      1. Your Work Task Status is now update from To-Do to Done

      1. Your document will automatically be saved to the respective folder in your Documents module; as this mapping was setup during the task creation process

      Holistic Business View

      To view and complete a task from the Holistic Business View take the following steps:

      1. From the Holistic Business View, select the Work module

      1. Navigate to and select the task you would like to view from the Task List
        1. You can narrow your list down by utilizing the Clients filter to delimit your task list to only those tasks associated to the selected client

      In this example we will use the Upload BOA - Loan 9872 task

      1. The task will open in a new window

      In this example, the user is being asked to Upload the BOA - Loan 9872 statement

      1. There are three options to upload the requested file
        1. Drag and Drop your file into the designated box on screen
        2. Click the Browse Files or Browse Folders button to select a file from your computer
      2. Whichever route you chose to upload your file you will now see it in the bottom of the Action side of the task
      3. You will have the option to Preview your file before you upload it to your portal
        1. This will download the file to your computer to view it locally
        2. This will not open a new tab to view your file
      4. The following two grayed out buttons in the lower right hand corner of the task are now available for you to either:

      Upload & Save the task 

      this option will allow you to make further edits and it will remain in a To-Do status

      Upload & Complete the task 

      this option will change the task status to Done and provide a notification to your accountant that you have completed the task

      In this example, we will Upload & Complete

      1. Click the Upload & Complete button
      2. You will be brought back to your task list and receive 2 onwindowalerts
        1. Uploading Files - waiting on security scan

      1. Upload Complete
      1. Your Work Task Status is now update from To-Do to Done

      1. Your document will automatically be saved to the respective folder in your Documents module; as this mapping was setup during the task creation process

      Entity Portal

      To view and complete a task from an entity portal take the following steps:

      1. From the left navigation menu, use the Navigate by Business search box to launch your specified business portal
      2. Navigate to the Work module
      3. Navigate to and select the task you would like to view
      4. The task will open in a new window

      In this example, the user is being asked to Upload the BOA - Loan 9872 statement

      1. There are three options to upload the requested file
        1. Drag and Drop your file into the designated box on screen
        2. Click the Browse Files or Browse Folders button to select a file from your computer
      2. Whichever route you chose to upload your file you will now see it in the bottom of the Action side of the task
      3. The two grayed out buttons in the lower right hand corner of the task are now available for you to either:

      Upload & Save the task 

      this option will allow you to make further edits and it will remain in a To-Do status

      Upload & Complete the task 

      this option will change the task status to Done and provide a notification to your accountant that you have completed the task

      In this example, we will Upload & Complete

      1. Click the Upload & Complete button
      2. You will be brought back to your task list and receive 2 onwindowalerts
        1. Uploading Files - waiting on security scan

      1. Upload Complete
      1. Your Work Task Status is now update from To-Do to Done

      1. Your document will automatically be saved to the respective folder in your Documents module; as this mapping was setup during the task creation process

      REASSIGNING A TASK

      There may be instances where you need to assign a task from one user to another after it has been created.  You can reassign a task for open tasks only.  Completed tasks will not be eligible for reassignment.  You can only reassign one task at a time.

      To reassign a task take the following steps:

      1. Navigate  to the Work module from either the Holistic Business View or the Navigate by Business - Entity Portal view
      2. Navigate to and select the task that requires reassignment
      3. The task will launch in a new window and when it does navigate to the Details section of the task

      1. Click on the Assignee name to reveal the Search by Name functionality
      2. Click the upside down triangle to reveal the drop down list; or start typing the name of the user you would like to reassign the task to
      3. Select the user name when it appears in the drop down list

      In this example we will use katy@gentlecleandental.com

      1. After you select the name it will now appear as the Assignee of the task
      2. Click the X in the upper right corner of the task to close the task

      You have successfully reassigned a task from one user to another user!

      CHANGE THE DUE DATE

      There may be instances where you need to change the due date of a task.

      To change the due date of a task take the following steps:

      1. Navigate  to the Work module from either the Holistic Business View or the Navigate by Business - Entity Portal view
      2. Navigate to and select the task that requires reassignment
      3. The task will launch in a new window and when it does navigate to the Details section of the task

      1. Click on the Due Date 

      1. Enter the new Due Date

      In this example we will use August 31, 2023

      1. After you enter the date and leave the field the new Due Date will appear
      2. Click the X in the upper right corner of the task to close the task

      You have successfully changed the date of a task!

      LEAVE/VIEW A COMMENT ON A TASK

      There may be instances where you need to provide your accountant information specific to the task you were assigned.  You may also need to review and respond to a comment from your accountant on a task that you have been assigned. 

      To review or leave a comment on a task take the following steps:

      1. Navigate  to the Work module from either the Holistic Business View or the Navigate by Business - Entity Portal view
      2. Navigate to and select the task that you would like to review or leave a comment for
      3. The task will launch in a new window and when it does navigate to the Comments tab

      1. The window will update to hide the Details tab and reveal the Comments tab

      1. If there is a comment left for you, you will see it in the middle of the Comments tab; in this example it is represented by No comments.
      2. If you would like to leave a comment, click in the Add a comment text box; if not, move on to step 8
        1. Use the formatting features as necessary to enter your comments
        2. Use the @ mention feature to tag your accountant (@accountant) to make them aware you have left a comment for them
      3. Click the Comment button to submit your comment in the portal
      4. If you want to leave the Comment window without leaving a comment, click on the Cancel button
      5. Your accountant will receive a notification and acknowledge receipt within 24 business hours

      You have successfully reviewed a comment or left a comment on a task!

      VIEW THE TASK LOG

      You have the ability to view the activity of the Task Log within the task at any time. Note, no action can be taken on the task log. It is for information purposes only.

      To view the task log take the following steps:

      1. Navigate  to the Work module from either the Holistic Business View or the Navigate by Business - Entity Portal view
      2. Navigate to and select the task that you would like to view the task log for
      3. The task will launch in a new window and when it does navigate to the Task Log section of the task

      1. The window will update to hide the Details tab and reveal the Task Log tab

       

      You have successfully viewed a task log!