Task Code Sets and Templates

To add a task code set:

1. In the User Menu, click the New Task Code Set button at the top of the Task Code Sets tab. The New Task Code Set window opens.
2. Enter a Name and Effective Date for the task code set.
3. Enter a Code for the Task Code Set. This code will help integrate the Phase, Tasks, and Activities to the task code set.
4. Select Firm, Client, or Vendor to determine the level you are creating the task code set for. If you select Client or Vendor, choose the appropriate entity from the drop-down list.
5. For the Is this based on another Code Set (Firm or UTBMS) field, select Yes or No. If you select Yes, select from one of the existing code sets in your system.
6. If creating a vendor or client-level task code set, the option, Map to firm code set? is available. If you select Yes, select a firm-level code set from the drop-down to map to your vendor or client-level task codes.
7. Fill out the following tabs. They are prepopulated if basing this task code set on an existing set; if not, they are blank. On each tab, you can click Add to enter a new code and use the edit and delete icons to modify or remove existing codes. When adding a new code, you have the option of selecting a UTMBS standard code or entering a custom code/description.
   • Task Code- All tasks that are to be included in this set.
   • Activity Code- All activities that should be able to be associated to the selected tasks.
   • Expense Code- All firm expenses that would be associated to the selected tasks.
   • Phase Code- All phases the selected tasks can be associated to.
8. If creating a vendor or client-level code set and mapping to a firm-level code set, you also see the Mapping tab. Click the edit icon to the right of each vendor or client-level code value to select the corresponding firm-level code from the Firm Task Code drop-down.
9. Click Save to apply your changes. To modify the task code set further, click the ellipsis in the upper right corner of the screen and select Edit.

To enter basic template/model details:

1. Click the New Template button at the top of the Template & Model tab. You are taken to the Phase / Task Code Template & Model screen.
2. In the Details tab, Enter a Name for the template/model.
3. Enter a Description to provide further information, if applicable.
4. Select the Firm, Client, Vendor radio button to determine the level at which the template/model should be available. If you select Client or Vendor, choose the appropriate entity from the drop-down list.
5. Select one of your custom task code sets from the Select task code set drop-down.
6. For the Will phase codes be used?, select Yes if you want to plan at both the phase and task code level, or No if you want to plan at task level only.
7. For the Type of Template field, select Phase only or Phase and Task Code.
8. Select Yes or No for the Set-up as a model field (you will still have to create a model even if you select Yes here; a model is not automatically created).
9. Optionally, make selections in the Filters for when this should be provided as an option section to limit the template/model for use only with certain types of matters or areas.
10. Optionally, assign a default matter team in the Select Staffing Default Staffing section. You can select a predefined team from the Template drop-down, or click the Add button to individually add each person/fee earner class.
11. Click Save.

To define default phase length:

1. Click the pencil icon to the right of the phase you would like to define.
2. Make any desired changes to the phase code and description.

3. In the Start Offset From Matter Open field, enter the number of days after the matter start date this phase should typically begin.
4. In the Duration of Phase field, enter the typical duration of this phase, in days.
5. Click Save. Repeat for each phase you wish to define.
6. Click on the Add From List button to add phases/ tasks from a pre-defined list.
7. Click on the Add New button to add a new phase.

To add tasks to a phase:

Click the Add button beneath the list. Select the checkbox next to each task you wish to add to this phase and click Save.

To enter default task duration (optional):

1. Click the pencil icon.
2. Enter the estimated number of days after the start of the phase this task should begin in the Start Offset From Phase Start field.
3. Enter the typical duration of this task (in days) in the Duration of Task field. Click Save.