RB User Guide > Calendar > Tasks In Progress

Analyzing resources’ workloads

View all resources’ outstanding tasks, grouped by resource, or use search filters to see a single resource’s To-Do list, jobs outstanding on a case, or other criteria. Customize the results grid to show information in the order that works best for you, including grouping tasks by additional/different criteria. For example, group by case then resource to see who is working on what in each case.

Also, update tasks with benchmark dates and other information as they progress and are completed. You can even begin turn in from the job detail window.

  1. View outstanding tasks

    1. Calendar > Tasks in Progress.
    2. In the Search By pane, Order Date To defaults to today. Change the search filters as needed:
      • Order Date From/Order Date To

        An order date is either the job date or the date a write-up was ordered for a previously billed non-transcribed job. Default is all days up to today. Change date range, if desired (see Date Navigator).

      • Due Date From/Due Date To

        Deadline date or date range to see which outstanding tasks you are expecting from your reporters by a specific date.

      • Job Type

        Categories of jobs requested by clients. Default is ALL. Click lookup button to restrict search to specific job types (see Lookup panel). Job type options are set in Lists > Jobs.

      • Task

        Parts of jobs requiring separate resources. Default is ALL. Click lookup button to restrict search to specific tasks (see Lookup panel). Task options are set in Lists > Jobs. Tasks that have been set to “No Turn-in” in Lists > Jobs, such as your conference rooms, will not appear in Tasks in Progress.

      • Resource

        Default is all resources. To see a single resource’s To-Do list, click look up button and find the resource in the Lookup Resource panel. See Looking up resources.

      • Firm

        Click lookup button to restrict search to tasks for one firm’s jobs. See Looking up firms.

      • Contact

        Click lookup button to restrict search to tasks for one contact’s jobs. See Looking up contacts.

      • Case
        Click lookup button to restrict search to tasks for one case (see Looking up cases).
      • Show completed tasks if Job Status is still Turned In
        Default is No. If you want the search results to include tasks that have been finished, but whose jobs haven’t been invoiced yet, click to select Yes.
      • Business Units

        Profit centers or parts of your business you track separately. Default is ALL. Click lookup button to restrict search to jobs tied to specific BUs (see Lookup panel). BUs are set in Business Units.

    3. Click search button. RB lists all of the tasks that meet the specified search condition(s) color coded by the related job’s job status. (Job status colors are set in System Preferences > Calendar > Job Status Color.) If you did not search for a single resource, the default is that all tasks are grouped by resource, with each resource’s tasks’ Average Days Old and Total Estimated Pages listed in the footer of their task grouping.

      At a glance, you can see:

      • Resource

        Who was assigned the task.

      • Job number and type

        To view more details, click the hyperlinked job number.

      • Job date, order date and due date

        Job date and order date are usually the same, but can be different if, for example, a depo was taken but a transcript was not ordered until later.

      • Number of days since the job occurred (Days Old)

        The Days Old column is calculated using the number of business days since the Order Date.

      • Assigned task

        What the resource was assigned to do.

      • Current job status for each job

        See Changing case or job status.

      • Case

        If the job is part of a case.

      • Ordering firm and contact

        The client who requested the job.

      • Estimated number of pages (if applicable)

        For a better idea of any resource’s workload, look at the Estimated Pages column in addition to the number of jobs the resource has yet to turn in.

      • Estimated delivery date

        Date appears if the resource entered this information in RB Connect, or your staff entered it in RB (see Updating tasks).

      • Business unit

        Part of your business responsible for invoicing the job.

      TIP: Set up the results grid to work for you

      The Tasks in Progress function’s results grid layout is customizable. The default grid groups tasks by resource, but you can add other criteria to group by, arrange the grouping order, and delete grouping criteria. See Grouping results.

      You can also hide or show any column, rearrange the column order, stretch or shrink column widths, designate which column to sort results by in ascending or descending order, and choose which columns you want to always be visible when scrolling through the results. You can save your custom grid layout or return to the default layout. See Customizing grids.

  2. View details & update tasks

    View job and task details. Update task milestones and other information.

    1. In the Tasks in Progress results grid, click a Job No. hyperlink to view details. RB opens the selected job’s View Job window scrolled to the Tasks pane.
    2. To update tasks, click Edit in the View Job window.
    3. In the Tasks pane, click a hyperlinked task to update. See Updating tasks.
    4. If the job is ready to turn in, click More > Turn In. See Generating invoices.
NOTE: Automatically record task completion

If you prefill parties when invoicing a job, you can quickly note which tasks have been completed to have RB update Tasks in Progress for the job automatically. If you do not note completed tasks that way, then manually update tasks to keep resource workload reports accurate.

Reference
Step-by-step instructions