Process Step Details - Create Note

Used to enter the details of the file note.

This field supports html, for example, <strong></strong> for bold text, and <p></p> to create separate lines.

The user assigned as the owner of the File Note.

By default, this is set to System. A specific user can be selected from the drop-down, or alternatively, Merge Fields can be used to dynamically select the user based on the Automation Filter, for example, the Client or Job Manager or Partner.

AutoFile can be enabled or disabled as required.

• Enabled - The Cabinet and Category are selected based on the order defined in Email AutoFile Filing Defaults. For example, Filing Defaults may be applied from the Client, the User, or the Practice. Refer to AutoFile Settings and Defaults.
• Disabled - The File Note will be filed using the settings for the Cabinet and Category selected in the Automation Process step.

Available when AutoFile is set to Disabled. This can be set as required to control where the File Note is filed within FYI.

Depending on the Cabinet selected, additional Categories may be displayed e.g. Year.

The Filing Status of the File Note. This will be set to Filed by default.

If set to Unfiled, the File Note will be displayed in the Owner's In Tray by default as per the Owner field in the Action section, or if not selected, the Process Owner.

Used to select the owner of the File Note. 

This can be set to a specific person in your user list. Merge Fields can be used on the Owner filter to select the appropriate User.  Click the Merge Fields icon and select from the available merge fields. For example, you can select the Merge Field filter Trigger Client Partner and select "User". This will select the Client Partner as the Owner. Refer to Including Merge Fields in Automations. 

When selecting a Custom Field, only Custom Fields that have the Type set as "User" are included in the list of what can be selected for the Owner (refer to Custom User Roles). 

When a drop-down option has been used to select the Owner:

• For a process that is run for a Client, the Manager/Partner/Custom User Role is taken from the Client Details.
• For a process that is run in the context of a Job, the Manager/Partner/Custom User Role is taken from the Job Details.

If there is no Partner/Manager assigned to the client, it adds the user running the process as the Owner of the document created.

Used to set the Approver of the File Note.

This can be set to a specific person in your user list. Merge Fields can be used on the Approver filter to select the appropriate User.  Click the Merge Fields icon and select from the available merge fields. For example, you can select the Merge Field filter Trigger Client Manager and select "User". This will select the Client Partner as the Approver. Refer to Including Merge Fields in Automations. When selecting a Custom Field, only Custom Fields that have the Type set as "User" are included in the list of what can be selected for the Owner (refer to Custom User Roles). 

When a drop-down option has been used to select the Approver:

• For a process that is run for a Client, the Manager/Partner/Custom User Role is taken from the Client Details.
• For a process that is run in the context of a Job, the Manager/Partner/Custom User Role is taken from the Job Details.

Select a Task Template if required, to prepopulate remaining fields as per the template e.g. Assignee.

Advanced Task Fields, for example, Priority, Job Category, or Work Type, can only be populated using the selected Task Template. You will not be able to update these fields in the Automation Step.

Can be set as a specific person in your user list. Using Merge Fields, this can be set as "Manager" to assign the task to the relative job's manager, or as "Partner" to assign it to the relative job's partner. For manual processes, the task can be assigned to the "Automation Initiator User", the user that triggered the automation to run. Custom User Roles can be selected from the Merge Fields window. Refer to Custom User Roles.

When using the drop-down option to select the Assignee:

• For a process that is run in the context of a Job, the Manager or Partner is taken from the Job Details.
• If there is no Partner/Manager assigned to the job, the Assignee is set as "Unassigned".

If a user has been selected incorrectly, and the task needs to be set back to unassigned, select "Unassigned" from the dropdown menu.

Select when the task needs to be completed as the number of days. You can also set this as 0 (zero) days to make the task due immediately.

If Custom is selected, an additional Days field will be displayed, allowing you to enter a value up to 365 days.

If Task Security is set in your Practice Settings, a Cabinet can be selected to add Cabinet Security to the task. This ensures that only users with access to that Cabinet can see the task, for example, for sensitive areas such as HR or performance management. 

Where a task is automatically created as linked to a File Note, the task cabinet is inherited from the document created and displayed in the task details. Refer to Managing Practice Settings.

When creating a task, you can set Blocking as "On" so that the process stops until a Task created in the automation process is set as "Completed". When the Task is set as "Completed", the next step in the process commences.

Note: If the process only holds one step, ensure you do not set a task that is created with Blocking as "On" as the process will show as outstanding until the status of the task is set as "Complete".

The method used to calculate the time assigned to the task.

Fixed - The Default Time value entered in the next field will always be used when the time entry is created, regardless of the size of the client or the Job Time Budget. Relative is used to calculate the time for the Task relative to the total estimated hours for a Job.

Relative - Calculates the time relative to all of the tasks on the job. the total of the Default Times for all the Tasks in the Process is calculated. This is then compared to the Estimated Hours for the Job and any "Relative" times are then calculated and proportionately increased or decreased based on the total for the Job that is being considered. For example:

• The total of all Default Times in the Tasks in the Process is 10 hours.
• A Task has been set up as Relative, so it will allocate the time proportionate to the estimated total of the Job.
• The Default Time of this Task is 30 minutes (00:30).
• The Estimated Hours for one of the Jobs that triggered the Process is 30 hours. For this Job, the Time allocations for this Task will be increased by three times the Default Time. The time allocated for this Task, for this Job, will be 1 hour 30 minutes.
• The Estimated Hours for a different Job that triggered the Process is 2 hours. For this Job, the Time allocations will decrease and allocate it as one-fifth of the Default Time. The time allocated for this Task, for this Job, will be 6 minutes.

Set as the estimated time that the action or Task would take.

Time can be added using the hours and minutes format (hh:mm), a whole number, or as a decimal. Decimals will be converted using 6-minute increments. Once entered, the time will be converted to display using the hours and minutes format (hh:mm). Refer to Time Overview.

For example, to add 12 minutes you could enter:

• 00:12
• 12
• 0012
• 0.2

Used to update the Custom Fields when a time entry is created after completing a task.

If you select a Custom Field, a new field will be added to the drawer.

Once a Custom Field has been selected, it will be removed from the options available in the Custom Field drop-down list. You can add additional Custom Fields by selecting them from the drop-down.

Update the added Custom Field by selecting a value from the drop-down, or clicking the Merge Field. When updating a Custom Field that is a Date, this is set as the "Current Date" by default.

Custom Fields on the time entry will be updated using the selections made in the Automation step, along with any values inherited from the job.

Note: To inherit from the Job, the Custom Fields must be enabled for both Job and Time. 

Enter the details of a comment, using the @ symbol to notify a specific user.

Note: The following Merge Fields do not work in the Name field or the Comments in Processes.

• Original File Name (except in the Alter Document step)
• Upload Folder
• Share Folder