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Overview
Managing admin tasks efficiently is crucial for maintaining smooth operations within your team. AdviserLogic provides a streamlined way to create and delegate standalone internal tasks to team members or Pools to be completed individually outside an Admin Workflow.
This feature will help ensure that administrative tasks are completed on time and will maintain a high level of organisation within your team.
Access
To create an Admin Task Navigate to Tools > Adviser Tools > General > Admin Tasks.
Create a New Task
Select Add from the upper right corner of the screen.
The Admin Tasks window is divided into 4 tabs.
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Task Details
The Task Details tab is the initial landing page of the Admin Tasks window and must be completed to activate the other tabs.
Please ensure that you complete all fields marked with a red Asterisk*.
Admin Task Fields
To ensure tasks run smoothly and on time, it is best to complete as many fields as possible, even though only the ones marked with the Red Asterisk* are mandatory.
*Title | Add a Title that clearly describes the task |
*Start On/Due By | Select the Start On and Due By dates by selecting them from the pop-out calendar and entering the time |
*Assignee | Choose the assignee from the drop-down, you can assign the task to a Person or a Pool. |
Status | Select the task Status from the drop-down options. Tasks can be marked as:
This status will show in the Tasks Widget. |
Task Type | Select a previously created Task Type from the drop-down menu. Task types can also be created by scrolling down and selecting <Add New>, following the prompt, or by following the |
Time Spent on Task | This field will be greyed out and populated by the task widget completion. |
Extended Description | Enter an extended description in a field with Word-inspired controls |
Additional Presets
There are two additional Presets available at the bottom left of the screen.
Link To Recommendation | Legacy Functionality - Slated for removal pending complexities. Please Do not Use this. |
Recurrence Setting |
Recurrence Setting
Select the Recurrence Setting button from the bottom left of the window to set a recurring task.
Select whether the task should repeat Weekly or Monthly by choosing the option from the Frequency field.
The following fields are dependent on the above option and will need to be completed accordingly.
Weekly
Recur Every | Specify the frequency for task repetition, for instance, "repeat every 2 days" means the task should be done every two days. |
On A | Select the days of the week the task is due |
Task Due In(days) | Days from the start date until the task is due |
Task Will Recur(times) | Amount of times the task should repeat |
Monthly
Recur on Day | Specify the due date of the month for the task (e.g., the 13th of each month) |
Every (months) | Indicate how often the task should recur in terms of calendar months (e.g., every two months) |
Task Due In (days) | Days from the start date until the task is due |
Task Will Recur | Amount of times the task should repeat |
Task Notes Tab
The Task Notes tab lets you enter any notes related to the task and determine the time the task has taken to complete. This information will populate the Time Spent on Task field on the Task Detail tab.
Type any details related to the Task Notes in the Word-inspired field using the controls to customise the content, and enter the time taken on the task into the Minutes Spent field, then Save.
The notes will populate as a list in this tab, showing the details of the note as well as the time spent. To add additional notes, select Add from the top right of the window.
The Time Spent Field on the Task Detail Tab will now populate the time spent on the task as a cumulative total of the Minutes spent Entered in the notes.
Export Task Notes
You can also export the notes from the Export Notes button, appearing once you have saved at least one note.
You can also select Export Notes from the Task Detail tab once notes have been created.
Task Notes will be exported into a Word Document as a list view.
Documents Tab
The Documents tab allows you to attach any documents related to the task by selecting the Upload button from the bottom right of the tab window and following the prompts to upload a document from your device.
Drag and drop files or browse your device to upload them.
You can upload multiple files at once. These will show in a list where you can edit the Name field or delete them from the list by selecting the Rubbish Bin Icon on the right of the line item
For tasks that require a lot of large uploads that will take some time, you can minimise the upload window and continue working by selecting the window size tool from the top left of the window.
Once you Save the uploads they will populate the Documents Tab, where they can be downloaded by selecting the Down Arrow, or copied to Adviser Docs by choosing the Copy + icon.
If you have copied the file to Adviser Docs, you can see it there by going to the Adviser Docs button in the left menu panel.
Alerts Tab
The Alerts Tab allows you to set up alerts and notifications for specific actions to ensure timely task completion.
Alerts can be set as Email or Internal Notifications, these can be sent to the Assignee, the Assigner, the Adviser for the client, or two additional roles-Client Services Manager and Practice Manager.
📌Note
Users can define themselves as one or both roles by using Role Defaults at the bottom of the Workflow Defaults settings in Tools.
Send a reminder by Email to the task creator by selecting the Adviser from the first drop-down of the Reminders fields, selecting Email from the middle field and setting the Reminder Date from the last field by typing in the time and choosing the date from the calendar pop-out.
📌Note
When choosing Notification, you will receive the notification for the trigger in AdviserLogics Internal Notifications center.
Access the notification centre by selecting the Bell icon from the top right menu. A Notifications Panel will slide out.
Select the Tasks tile from the bottom options of the Notifications Panel.
Save Settings
Once you have established the alerts and reminders for the task, select Save from the bottom right of the Alerts window.
📌Note
Saving here will only save the settings while the task is open and you navigate to different tabs. To save the settings to the task, the task must be closed by selecting Save and Close from the Task details tab.
Recent Activities
To see a log of recent actions related to the task open the Recent Activities section by clicking on the heading to expand it.
The Recent Activities section will show a breakdown of actions taken related to the task including.
User | Date & Time | Action Taken | Details |
Export Activity Log
To Export a Full Activity Log, select this button from the bottom left of the Activities section.
This will export a full log of activities into a tabulated Word document.
Save, Edit & Delete Admin Tasks
To Save the task with all its settings, select Save and Close from the Task Details Tab.
Saved tasks will show as a list in the Admin Tasks main window. The task will also show key field information as column headers.
To Edit a task select it from the list view, apply the requisite changes by following the above instructions, and then Save and Close.
To Delete a task select it from the list view, then select the Delete button from the Tasks Details tab.
📌Note
Please keep in mind that any changes you make will only apply to future uses of the workflow.
Workflows that have already been assigned are fixed and can only be altered for specific clients by manually editing them within the client's record.
Similarly, deleting a workflow will not remove any previously assigned workflows. Instead, it will simply prevent users from using that workflow in the future.
Tracking Admin Tasks
Any admin task created will be visible in the Task widget on your AdviserLogic Homepage.
Please follow the Tasks Widget Setup Instructions to learn how to do this.