Tasks and Workflows

Tasks give your practice one place to see and work every piece of client work, and Workflows generate those tasks automatically as clients move through your process, from onboarding a new client to the annual review.

The Tasks page

Open Tasks from the sidebar (under Home). Tabs across the top slice the same work different ways:

• Client pipeline: a board showing where each client sits in their journey.
• My tasks: everything assigned to you.
• My clients: tasks for the clients you look after.
• Your teams: a tab for each team you're a member of, with that team's shared tasks. You'll only see these if you've been added to a team (teams are managed in User settings → Teams).
• All open: every open task across the practice. This tab appears for Support users, and for everyone when your organisation has Share clients and documents turned on.

The client pipeline

The pipeline board shows a workflow as columns, one per stage, with each card a client:

• Pick a workflow, add a client. Choose which workflow the board shows, then add a client to it. They start in the first stage.
• Drag a card to move a client. When a client enters a stage, Paradino generates that stage's tasks for them automatically.
• Progress at a glance. Each card shows how many of the stage's tasks are done, how long the client has been in the stage, and whether anything is overdue. Expand a card to open a task.
• Ready for the next stage. When every task in the stage is done, a Ready chip offers to move the client on.

Working your task list

In the list tabs you can:

• Complete a task by ticking it, or open the row for a detail panel with the task's checklist, assignee, and history.
• Jump to the work. The arrow button on a task takes you straight to the recording, summary, form, or chat it's about, and a chip in that page's header lets you complete the task from there.
• Narrow the list. Search by task, client, or stage, and filter by status and due date. Overdue and Due this week are the quickest way to find what needs you today.
• Add one-off work. Workflows generate most tasks for you; use New task for anything else: assign it to a person or a team, set a due date, and link it to a client.

Defining workflows

Open Workflows from the sidebar (under Practice) to define the stages of each client journey and the tasks each stage generates. Most practices run a new client journey and an annual review journey, and you can add as many as you need.

• Start from a template. Add one of the default workflow templates (a full new client advice process or an annual review journey, ready to adjust) or build one from scratch.
• Stages are the steps. Order them to match your process and drag to reorder. The number beside each stage is how many tasks it generates.
• Each stage has task templates. Every client who enters the stage gets these tasks created automatically. Give each task a title and a description: the description is what the assignee sees, so write it as the instruction you'd give them.
• Who does it, and by when. Default a task to the client's adviser, a specific person, or a team. Team tasks sit unclaimed until a member picks them up. Due days count from the day the client enters the stage, and Links to sends whoever opens the task straight to the right page.
• Tasks that complete themselves. Turn on auto-complete to tick a task off when the work actually happens: a recording saved, a summary or advice document generated, a form filled. Scope it with Only with template so, for example, a discovery summary doesn't close the engagement letter task.
• Save when it looks right. Saving bumps the workflow's version and applies to future stage entries only. Clients already part-way through keep the tasks they have.

Teams

Teams are shared work surfaces that tasks can be assigned to, for example a Paraplanning team. Organisation owners create teams and choose their members in User settings → Teams, and members claim the team's tasks from the Tasks page.

Taking a tour

Prefer to see it in the app? Open Guides & Tours from the Paradino sidebar and start the Tasks tour. It walks the pipeline, the task lists, and workflow editing in place.