When setting up new Matters, you have the ability to require Task Codes on Fee, Expense and Client Advance transactions entered for the Matter.  If you require Task Codes, you must specify a pre-defined Task Set to be used on the Matter.  The Task Set feature allows you to maintain a set of Codes that will be used by multiple Matters.  If a change needs to be made, you do not have to update every Matter. Instead, you update the Task Set and the change is automatically distributed to all Matters that have the Task Set assigned.  

To add a Task Set, click on the TOOLS Button on the File Maintenance Manager Tool Bar and then click on the Manage Codes option.  From the File Maintenance Codes window, choose to Show Codes for Task Sets.  The following window will appear:

You may sort the list by Code or Description by clicking on the appropriate column name.  To add a new Task Set, click the NEW Button and the following window will appear:

Code

The Code field is a 15 digit alphanumeric field.  Enter the desired Code.

Description

Enter a description for the Task Set.  This name will appear on all screens and reports related to Task Sets.   How you set up the Codes within the Task Set is largely dependent on your client’s requirements. A list of the Codes under this set will be displayed in the lower grid. You may sort this list by a column of information.  You may also re-arrange the order in which the columns display by dragging and dropping the column headings.

To add a new Code to a Task Set, click the ADD CODE Button and the following screen will appear:

Phase

The Phase Code is a five digit alphanumeric field.  Enter a unique Code for the Phase or Task Code you are setting up in the system. The Phase is the highest level Code in the coding hierarchy.  It should represent a collection of Tasks and Activities that occur largely in sequence during the course of a Case or Matter.  Regardless of the value chosen in the Type field (see below), the Phase field must have a value. 

Task

The Task field is a five digit alphanumeric field and is not set as a system required field.  If you are using a Phase level (you will have codes set to Type = Phase and some set to Type = Task) and will define the Code you are entering as a “Task” code, enter a value in this field.  If you are using Phase Codes and Task Codes, the Task Code represents more detail under the Phase Level in the coding hierarchy.  Tasks can be consolidated into a Phase.

Type

Choose whether the Code you are entering is a Phase Code or a Task Code.

Used For

Choose transaction types with which this Code may be used.  For Fees, Expense and Client Advances choose Both.  If the Code should be available on Fees Only, choose Fees.  If it should be available to Expenses/Client Advances only, choose Expenses.  This setting controls what Codes will display in the Task Code Look-Up where Fees, Expenses and Client Advances are entered.

Activity Code Required

If you want the system to require an entry in the Activity Code field in Fee Entry when this Task Code is used, place a check mark in this option.

Description

Enter a description of the Phase or Task.  This description will be used mainly to identify what type of work for which the Code should be used.  The Description field is limited to 50 characters.

After entering the required information for the new Code, click the OK Button.  Once you have finished adding or editing the Codes in the Task Set, click the SAVE Button and the Task Set will be saved.