Plug-in: Deadline monitoring

Whether you work as a lawyer, consultant or in administration, meeting important Due Dates and deadlines is a top priority. With this plug-in, you can create deadlines and advance deadlines and keep track of them at all times thanks to clear folders and calendar views.

Download and install

Download the config set with the following download link and install it in your Vertec. The exact procedure is in the article   Things worth knowing about the plug-ins described.

Requirements

• The Expert product line is a prerequisite for this plug-in.

Workflow

Deadline

To create a deadline, an activity is created.

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

• Deadline: This type is selected if there is no separate check step (see other type).
• Check deadline : This type is selected if you want to have a check step in your workflow, i.e. the person responsible checks whether the correct document is attached, the date and the description is correct.

Then the Due date and the responsible person are entered and the necessary information such as case, title, description, etc. are noted.

Create advance deadline(s)

In order to remind you of the deadline in advance, advance 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 advance deadline is set to completed, or appropriate measures are taken.

Advance deadlines are created on the deadline under More Info .

When you click on the button Create advance notice Create dialog is shown, where a date for the advance notice is pre-set, by default at intervals of 7 days. This can also be adjusted here.

Click on OK The advance period with the selected Due date is created. The person responsible for the period is automatically entered as the person responsible for the deadline.

To create further advance periods, click on the Create advance create button again. The dialog lists already existing advance periods and shows the date for the further advance shown, again in the 7-day step by default.

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

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

Checking the deadline

If the deadline is a deadline with control , it shall be checked for completeness and correctness by the person responsible and the tick shall be ticked Kontrolliert set:

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

Around the check mark Kontrolliert to set, the appropriate user in the User group To control deadlines.

In the case of deadlines without control, this step is dispensed with.

Complete deadline

At the latest, when the deadline has been reached, the deadline should be completed. Then on the deadline the Erledigt ticked (the normal Erledigt Checkmark of the activity) and under More Info the form of completion entered:

There are the following forms of execution:

• Outgoing mail means that the document to be sent has been sent, so the task of the deadline is deadline-completed.
• Extended deadline : If the deadline is extended, a new deadline will deadline created, as described above. This will not be triggered automatically.
• Deadline canceled : This option is selected ifdeadline for whatever reason, the task does not have to complete is completed within the deadline.

In order to meet the deadline for Erledigt to set and enter the form of discharge, the corresponding user must User group deadlines.

View your own deadlines

The deadlines and deadlines with control are activities and are shown in their own lists on the user:

In addition, the plug-in provides the following folder structure:

Folders for deadline monitoring

The following lists of deadline monitors are available in the folder Mandate controlling > Deadline controlling :

In order subfolders see the folder Mandate control and thus also the subfolder Deadline monitorDeadline control , the editor must User group Folder Access Mandate Controlling.

Deadlines for checks

Contains a list of all time deadlines with control for which the Kontrolliert The check mark has not yet been set.

Advance deadlines do not appear in this view.

Open deadlines

Contains a list of all outstanding deadlines (with and without control).

The closer the Due date, the darker the color:

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

Advance deadlines do not appear in this view.

Calendar of deadlines

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

The title of the deadline is shown as a tooltip. Click on the button opens the corresponding deadline or advance deadline in a separate tab.

Deadlines by user

Shows for a team leader all the deadlines of his team. For each team member, one row is shown with his deadlines in the selected period, including advance deadlines.

The title of the deadline is shown as a tooltip. Click on the button opens the corresponding deadline or advance deadline in a separate tab.

If several deadlines fall on one day, the tooltip shows the quantity of deadlines. When clicking, a selection dialog is shown:

Time deadlines in cases

Shows the deadlines of a case manager’s cases in the selected period, including advance deadlines.

The title of the deadline is shown as a tooltip. Click on the button opens the corresponding deadline or advance deadline in a separate tab.

If several deadlines fall on one day, the tooltip shows the quantity of deadlines. Click on the tooltip shows a selection dialog, the same as for the deadlines by user (see above).

Completed deadlines

Displays a list of completed deadlines in the selected period.

Advance deadlines do not appear in this view.

User groups / user rights

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

Technical Information

Importing the plug-in creates the following objects: