Matter Details - Agenda tab

An agenda sets out the process involved in completing a matter. You can work with agendas on the Agendas tab, or in the agenda-based modules, for example the Conveyancing module.

There can only be one agenda per matter. Therefore, if you have an agenda at matter level, then add the matter to a module, the original agenda will be replaced by any agenda that is applied in the module.

Agendas are made up of Agenda Pages (shown as tabs) for each stage of the matter, and Agenda Steps that detail what needs to be done to complete the Agenda Page.

If a Conveyancing agenda step has been linked to an online search provider (Transaction Online, SearchFlow or TM), this is indicated on the agenda by in the Upload column. When you action the agenda step, the appropriate website opens for you to make the search.

If a step of an agenda is reportable on Web Case Tracking, this is indicated on the agenda by * in the Rep column.

• Adding an agenda
• Replacing or merging an agenda
• Adding pages
• Adding steps
• Adding documents to steps
• Editing Steps
• Re-ordering steps
• Actioning agenda steps
• Completing tasks and removing reminders
• Deleting an agenda from a matter
• Deleting pages
• Deleting steps

Tip Before you can work with agendas in Matter Details or in the modules, master agendas need to be set up by the system administrator in Utilities » Document/Agenda Setup. The system administrator also defines the step types and delay reasons used in agendas.

Adding an agenda

1. On Agendas tab, click New Agenda.
2. Select the agenda you want to use.
3. Click OK.
4. You can now:
• Add pages
• Add steps

Replacing or merging an agenda

If you already have an agenda on the matter, you can replace or merge the agendas. This allows you to merge agendas created in modules.

Caution Replacing an agenda will delete the old agenda.

1. On Agendas tab with the relevant agenda displayed, click Replace/Merge Agenda.
2. Depending on whether you want to replace the current agenda or merge it with another, click either Replace or Merge.
• Replace: the new agenda is displayed, and the old one deleted.
• Merge: the pages of the new agenda are appended to the current agenda's pages.

Adding pages

1. On Agendas tab with the relevant agenda displayed, click Add Page. A new page tab is displayed, named Page x.
2. Right-click on the agenda page tab and select Edit Page Names.
3. On Rename Pages, type the new name for each tab that you need to rename.
4. Click Finish.

Adding steps

1. On Agendas tab, with the relevant agenda and page displayed, click Add Step.
2. On Step Details » Step Details tab, complete the details:
• Action. Type the name of the step.
• Reminder. If you need a future reminder in relation to this step, use Reminder and Reminder Days to define a diary entry that will be created when you action the step. Type the subject of the reminder that you want to appear on the Diary tab and in the Diary application.
  
  For example, you might want a reminder to follow up documents created by the agenda step, after a certain number days.
• Reminder Days. If you are using the Reminder, type the number of days after actioning the step that you want to have the reminder task scheduled in the Diary.
• Predecessor. If you want this step of the agenda to happen a certain number of days after another step of the agenda, use Predecessor to define the other step, and use Process After to define the number of days. This means that when the predecessor step is actioned, the step you are currently defining will have its target date set for the certain number of days later.
• Process After. If you are using Predecessor, select the number of days after the predecessor step is actioned that you want to use for the target date of the step you are currently defining.
• Make All Documents Public for this Step. If checked, this allows those clients with Client Self Service (CSS) to view any documents produced by this step. This setting is a default setting only and you are able to override it at the point of saving the document, if required.

Note Where there are several documents in the step, it is possible to set this on a per document basis. Click on the Document tab and then double-click on each document in turn. There is a Make This Document Public check box which effects only that document.

• Actioned Date. When you action the step, this is automatically set to the current date.  
• Target Date. If you are using a predecessor step, Target Date is automatically set for the current step when the predecessor step is actioned. Target Date is the number of days in Process After after the Predecessor step is actioned.

Adding documents to steps

1. On the relevant agenda, page, right-click on the step and select Edit Step.
2. Click Add Document.
3. Select the document template you want to use and the document type.
4. Click OK.

Editing Steps

1. On the relevant agenda, page, right-click on the step you want to edit and select Edit Step.
2. Edit the details.
3. Click OK.

Re-ordering steps

You can reorder steps in a page using the up and down arrows.

You can delete documents, or change their order in the list, using the buttons on Step Details. There are also buttons for selecting all and deselecting all documents listed.

Actioning agenda steps

1. On the relevant agenda, page, double-click the step you want to action.
2. Deselect any items you do not want to action.
3. Click Action.
• If there are documents associated with this step, they open for you to finalise and save.
• If the step contains a reminder, Task For ... opens with details of the diary task.

Completing tasks and removing reminders

If you have actioned a step that contains a reminder, is displayed to the left of the step to show that there is a task scheduled for this step.

When you have finished the reminder task, do one of the following:

1. On Agendas tab, click to complete and remove the reminder for all users. The task will also be removed from the Diary tab and the Diary application.
2. On Diary tab or in the Diary application, set the Status of the task to Completed. is automatically removed from the Agendas tab.

Deleting an agenda from a matter

Caution Deleting an agenda will delete all data for the agenda.

1. If you have selected the wrong agenda and need to remove it from the matter, click  Delete Agenda.
2.  Click Yes to confirm.

Deleting pages

Caution Deleting an agenda page will delete all data on that page.

1. Open the agenda page you want to delete.
2. Click Delete Page.
3. Click Yes to confirm. The page is deleted.

If you remove all pages from the agenda, there will be no agenda displayed.

Deleting steps

Caution Deleting a step will delete all data on that step.

1. Select the step you want to delete.
2. Click Delete Step.
3. Click Yes to confirm. The step is deleted.