Tasks Overview
Introduction to Tasks
Tasks are reminders to complete or follow-up on an action for a client and policy, or can also serve as non-client related reminders. You can create, edit, and update tasks from a client, policy, log notes, attachments, and the Task Center. Based on user permissions, your agency can create task templates, categories, and default task rules to help standardize, track, and automate task creation to ensure consistency.
The difference between Tasks and Log Notes
Tasks and log notes serve different purposes and should not be confused with one another. Log notes serve as a permanent form of documentation, while tasks serve as a temporary reminder and should be closed once the task is complete. The table below highlights the purpose and details of tasks and log notes to help you understand the purpose and proper use case for each feature. For more information about log notes, see Log Notes Overview.
| Tasks |
Log Notes |
|---|---|
|
Serves as a temporary reminder to follow-up on or complete an action |
Serves as a permanent record of interactions with or changes to a client/policy |
|
Client/policy related or non-client related |
Directly related to clients and policies |
|
Not a form of legal documentation or state-required record keeping, and does not serve as E&O documentation for clients and policies |
Legal documentation, can be subpoenaed as a part of state-required record keeping, and is essential to E&O documentation for clients and policies |
|
Assigned to one or more users in the agency and can be reassigned, if needed |
Cannot be assigned to agency users |
|
Provides instructions about the steps needed to complete the task See Creating a Taskfor more information |
Provides historical documentation about client/policy actions and details |
|
Accessed from clients, policies, and the Task Center |
Located on clients and policies |
|
Users can update the status of a task and mark it as "Done" once the task has been completed See Tracking My Daily Tasks for more information |
Statuses do not apply to log notes Log notes serve as an ongoing record that cannot be marked as completed |
Using Tasks and Log Notes in the flow of work
The following video provides an example of how to utilize log notes and tasks in concurrence with one another during a week's correspondence with a client that has requested a new auto policy.
Creating a Task
This article explains how to create a task directly from the Task Center, a client or policy, a log note, and while attaching a document to a client/policy. Creating tasks enables you to set reminders, prioritize your upcoming client-related and non client-related actions, and helps you easily manage all of your tasks from the Task Center.
Tracking My Daily Tasks
This article explains how to manage, edit, and update your tasks from the My Tasks tab in the Task Center. The My Tasks tab is a good place to begin your day to address reminders and take action on clients and policies as needed.
Task Notifications
HawkSoft's task notifications provide a quick way of seeing when a new task has been assigned to you, without needing to review your entire task list. Notifications appear in HawkSoft Desktop, as well as in the Task Center when opened in a separate window or web browser tab.
Managing Tasks for your Agency
Administrators and managers with permissions can quickly view all tasks for the agency from the Agency Tasks tab in the Task Center. This article explains how to drill-down, review, remove, and reassign tasks in your agency.
Best Practices for Standardizing Tasks for your Agency
This article is intended to teach agency administrators/managers about the best practices to ensure a consistent use of tasks for your agency. Understanding how your staff will use tasks in their daily workflows and how you will track the progress of tasks for your agency will help you standardize tasks, train your agency on your preferred workflows, and ensure proper E&O documentation with required log notes on client-related tasks.
Best Practices for Managing Tasks for your Agency
Task Settings
Task Settings enable you to create categories and standardized task templates, automate task creation based on downloads or policy actions, and organize tasks in your agency. They help you efficiently streamline task management and ensure consistency for your agency.