Deadline monitor

Regardless of whether you work as a lawyer, consultant or in administration: Keeping important dates and deadlines has top priority. With this Additional Feature you can create deadlines and advance deadlines and keep them in view at all times thanks to clear folders and calendar views. The corresponding config set can be found here .

Application

Create a 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).
• Deadline with check : This type is selected if there is 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 appointment and the responsible person are entered and the necessary information such as case, title, description etc. is 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 initiated.

Advance deadlines are created on the deadline under More Info .

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

Click 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 advance periods, click on the Create advance period button again. In the dialog, already existing advance periods are listed and the date for the further advance period is 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 automatically also be changed 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 not the responsible person or the title.

Check the deadline

If the deadline is a deadline with scrutiny , it is checked for completeness and correctness by the person responsible and the check mark is marked 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 must be in the Control Deadlines User Group .

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

Completing Deadline

At the latest, when the deadline is 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:

• Outbox means that 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 canceled : This option is selected if the task does not have to be completed within the deadline for some reason.

To meet the deadline on Erledigt and enter the completion form, the corresponding user must be in the Completed Deadlines User Group .

View your own deadlines

The deadlines for review and open deadlines are activities and are shown in their own lists on the user:

In addition, this additional feature provides the following folder structure:

Folder for monitoring deadlines

In the folder Mandate controlling > deadline monitor the following lists are available:

To see the folder Mandate monitoring and thus also the subfolder Deadline monitoring , the user must be in the User Group Folder access Mandate monitoring .

Deadlines for inspection

Contains a list of all deadlines with scrutiny by 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 date, the darker the color:

• red : Date today or expired
• orange : date within the next three days
• yellow : due in 4 – 5 days
• transparent : appointment 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. A 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. Each team member is shown a row with his deadlines in the selected period, incl. advance deadlines.

The title of the deadline is shown as a tooltip. A 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 displayed:

Deadlines in cases

Shows for a case manager the deadlines of his cases in the selected period, including advance deadlines.

The title of the deadline is shown as a tooltip. A 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 displayed, as with 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 / rights

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

Requirements and Download

• The Expert product line is a prerequisite for this feature.

Important information before importing can be found in the article Interesting facts about the additional features . The exact import process can be found in the Articles about the config sets .

Download the additional feature with the following download link:

The following objects are created by importing the config set: