Deadline monitor

Regardless of whether you work as a lawyer, consultant or in administration: Meeting important due dates and deadlines is top priority. With this additional feature, you can create deadlines and early deadlines and keep an eye on them at all times due to clear folders and calendar views. You can find the corresponding config set here.

Application

Create a deadline

Creating a deadline results to an activity.

To make the activity a deadline, one of the following types is selected:

• Deadline: This type is selected, if there is no separate review step (see other type).
• Deadline with review : This type is selected, if there is a review step in your workflow. The responsible person checks, whether the correct document is attached and the date and the description is correct.

Then the due date and the responsible person should be entered and the necessary information such as case, title, description etc. is noted.

Create early deadline(s)

In order to remind you of the deadline in advance, early deadlines can be set. These serve as a reminder that the deadline is approaching. Once the deadline has been reached and it is clear that the deadline can be met, the early deadline is marked as completed, or appropriate measures are initiated.

Early deadlines are created on the deadline on Further Information page.

When you click on the button create early deadline, a dialog appears, where a date for the early deadline can be selected. By default, it is an interval of 7 days that can also be adjusted right here.

By clicking on OK, the deadline with the selected date is created. The person responsible for the deadline is automatically entered as the person responsible.

To create further early deadlines, click again on the create early deadlines button. In the dialog, already existing early deadlines are listed and the date for the further early deadlines is shown, again in the 7-day interval, by default.

The early deadlines are stored in a subfolder under the deadline:

If the deadline or a deadline with review of a project/case changes, it will automatically also be changed on the corresponding early deadlines. All other fields on the early deadline will not be updated, in the event of subsequent changes to the deadline, in particular not the responsible person or the title.

Deadline with review

In the case of type deadline with review, the responsible person will check, if it is complete and correct and tick the Reviewed check box:

This process automatically records the person who carried out the review and the date and time of the review.

To be able to tick Reviewed, the corresponding users should be assigned to the user group review deadlines. In the case of deadlines without review, this step is omitted.

Complete deadlines

At the latest, when the deadline is reached, the deadline should be completed. Then the button Completed is ticked on the deadline (the usual button Completed check box of the activity) and on Further Information, the form of the action is entered:

These are the following forms of execution:

• Outgoing mail: The document to be sent has been sent, so the task of the deadline is completed.
• Deadline extended: If the deadline is extended, a new deadline will be created, as described above. This will not be triggered automatically.
• Deadline cancelled: This option is selected, if the task does not have to be completed within the deadline for some reason.

To set the deadline on Completed and enter the action taken, the corresponding user must be assigned to finish deadlines user group.

Print deadline control

Via the print menu on an individual deadline (activity) or on a list of deadlines, the PDF document Deadline control can be created, if required, which contains the essential elements of the deadline. All users, who have access to activities, can print out these deadline control sheets.

View your own deadlines

The deadlines for review and open deadlines are activities and are shown in individual lists on the user. In addition, this additional feature provides the following folder structure:

Folder for monitoring deadlines

In the folder Case management > Deadline control the following lists are available:

To see the folder case management and thus also the subfolder deadline control, the user must be assigned to the folder access case management user group.

Deadlines to be reviewed

It contains a list with all deadlines to be reviewed, in which the check box Reviewed has not been ticked yet. Early deadlines do not appear in this view.

Open deadlines

It contains a list of all open deadlines (with and without review).

The closer the date, the darker the color:

• red: due day today or expired
• orange: due date within the next three days
• yellow: due date in 4 – 5 days
• transparent: due date in 6 days or later

Early deadlines do not appear in this view.

Deadline calender

In the deadline calendar, one row including the early deadlines is shown for each deadline.

The title of the deadline is shown as a tooltip. A click on the button opens the corresponding deadline or early deadline in a separate tab.

Deadlines of users

A team leader can see all deadlines of the team. Each team member is shown in a row with the deadlines in the selected period, including the early deadlines.

The title of the deadline is shown as a tooltip. A click on the button opens the corresponding deadline or early deadline in a separate tab. If several deadlines fall on the same day, the tooltip shows the number of deadlines. When clicking, a selection dialog appears (see above).

Deadlines in Projects

It shows the deadlines of cases for a case manager in the selected period, including early deadlines. The title of the deadline is shown as a tooltip. A click on the button opens the corresponding deadline or early deadline in a separate tab. If several deadlines fall on the same day, the tooltip shows the number of deadlines. When clicking, a selection dialog appears, as with the deadlines by user (see above).

Finished deadlines

It shows a list of finished deadlines in the selected period. Early deadlines do not appear in this view.

User groups / rights

For the different tasks, the users are assigned to the following user groups and thus receive the described rights:

Requirements and download

Before importing the config set, we recommend you read the article Key information about the additional features. Config sets modify data in Vertec, which can overwrite existing data.

The exact import process is described in config sets.

You can download the additional feature with the following link:

The following objects are created by importing the config set: