How do I work with deadlines and reminders?

How do I work with deadlines and reminders?

Another tool in timeSensor® LEGAL is the deadlines and reminders management. In this tool, you can enter, manage, link your deadlines and reminders with the corresponding case, and receive a reminder from timeSensor.

Info
For timeSensor LEGAL 365, the Add-In B08. Deadlines & Reminders is used. 
For transferring deadlines and reminders to Microsoft 365, please consult the following articles:
Configuration of the Exchange Interface for timeSensor LEGAL 365 (Requires Add-In A04. Exchange Interface)

Deadlines and Reminders Management 

You can find these in your personal area under the Deadlines/Reminders button.





Use Structure of the Deadlines and Reminders Management


1. Select here for which staff member you want to see the deadlines / reminders. 


2. Here you can see which staff members are involved in the deadlines / reminders. 

2.2. The column can be displayed as an icon or executive abbreviation. You can control which variant you see (if no deadline is selected) via the action menu. 


3. Here you can change the view to a daily, monthly, or yearly view. 


4. Deadlines / reminders are always displayed per month. Here you can navigate back and forth between the individual months or select the yearly view.


5. Here you can control whether completed deadlines and/or reminders are displayed and whether completed deadlines/reminders are hidden. 


6. By clicking on the printer icon, you get to the overview of the templates available to you. Here you can print lists of recorded deadlines and reminders or save them as PDFs. 






To simplify working with deadlines and reminders, the following shortcut menu appears when you right-click on a selected deadline:

The Traffic Light System

Deadlines are indicated with a dot, reminders with a flag.
The deadlines and reminders are marked with a Traffic Light System marked. This means: 
  1. Everything highlighted in red should be done urgently.
  2. Yellow must be done soon
  3. Green indicates that there are still a few days until the due date.
  4. Emergency deadlines are also indicated with a red dot. These cannot be extended. 
  5. Deadlines and reminders marked with a green checkmark are done. 
  6. Deadlines and reminders marked with a small question mark have not yet been cross-checked by another executive within the four-eyes principle. 

Adding a deadline or reminder

With the plus and minus icons, you can create and delete new deadlines / reminders. 
Click the plus icon and choose whether you want to create a deadline or a reminder. 
Please note that the deadline calculation tool is only available for deadlines. 


Enter all relevant information about the deadline at the top - name, date, subject. 

The subject includes the case related to the deadline / reminder as well as the client and can be changed using the action button.






Further down, you can define for whom the deadline / reminder is. Simply click on the corresponding name. You can also select multiple people. 


You can also make a group selection using the action button. 


Using the arrow symbol, you can also define whether it is a deadline or a statutory deadline. 

A statutory deadline always appears with a red traffic light and the date can no longer be changed. 



Details / History

In the Details / History area, you can enter notes about the deadline / reminder.


Use the action button here to fill the field with default values. 
To adjust the field properties for the suggested values, select "Change..." via the action button, add the desired default values, and confirm with ok. 


Categories 

Optionally, you can categorize your deadlines and reminders into categories. 



You can define these categories yourself using the "Edit..." button. Click the plus icon to create a new category or the trash icon to delete it. 



Duplicating reminders / recurring reminders

To create a recurring deadline or reminder, you must first create a single deadline or reminder. Then you can select the option Duplicate Deadline from the action menu. 

You will receive the following menu: 


Make the desired settings for the recurring deadline or reminder here and save the process. 

Reminders

With the reminder, you give timeSensor® LEGAL the task to remind you accordingly of the deadline or reminder. 

This can be issued as a warning or as a ticket (or both). Select here at what time interval before the deadline or reminder the reminder should occur. 


Deadline Calculation Tool 

You can also have the deadline calculated using the integrated deadline calculation tool. You can open the deadline calculation tool by clicking on the small triangle at the top right. 


Enter the start date and the number of days. There you will find an action menu where you can find and select some standard respites. 

Define the start, end, and options. 

If you are aware that you use this tool at your own risk, you can now have the deadline proposed to you. 

Check the deadline and then save it. 

Warning
 You should always be aware that timeSensor® LEGAL does not guarantee the accuracy of the calculated deadline and it must be checked by you. You alone are responsible for meeting the deadline. 

Frist prüfen 

As soon as you have entered and saved a deadline, it appears with the corresponding color coding in the deadline window. In addition to this color coding, a question mark appears. 




This question mark means that the deadline has not yet been checked for accuracy by a second person. 

This means a second person from your team must open your recorded deadline, check it, and then save it as verified. 




If you want to check the deadline yourself, you will receive this message 



Frist bzw. Wiedervorlage erledigt 

Double-Click on a deadline or reminder in the overview to open it. Here you can check the box for "done". 


The deadline then appears with a green checkmark in the deadline window, which indicates that the deadline has been completed. 






    • Related Articles

    • How do I work with the timesheet?

      Timesheet Each staff member using timeSensor® LEGAL has a personal timesheet where all productive and non-productive hours are recorded. The timesheet allows each employee to monitor their working hours. At the same time, the timesheet serves as the ...