Training 113: Task Board, Call Board and Contact Tables

Task Management and Smart Tools in Prima.Law

Effective task management is critical for running a law firm efficiently, and Prima.Law offers several powerful tools to help you track and manage tasks, phone calls, and contact lists. These tools provide a comprehensive view of your firm’s operations and ensure that nothing falls through the cracks. Here’s how to make the most of them.

The Task List: Manage Firm-Wide Assignments

The Task List in Prima.Law allows you to view, organize, and manage all tasks across your firm:

1. Key Features:
2. • Customizable Columns: View and edit fields like subject, body, status, priority, contact, and more.
   • Filtering and Grouping: Organize tasks by priority, case type, or assigned staff.
   • Sorting: Sort tasks to identify high-priority or overdue items quickly.
   • Tags: Assign tags (e.g., “Follow-Up,” “Casework”) to categorize tasks for easier filtering.
   • Export and Print: Download the task list to a spreadsheet or print it for offline review.
2. Assigning Tasks:
3. • Assign tasks to specific staff members with due dates and priorities.
   • Monitor workload distribution across your team.
3. Use Cases:
4. • Track follow-ups with clients or government agencies.
   • Assign specific steps in a case workflow to staff members.

The Phone Call List: Track Communications

The Phone Call List in Prima.Law ensures that all inbound and outbound communications are recorded and actionable:

1. Key Features:
2. • Call Logging: Record phone calls related to specific contacts or cases.
   • Filtering and Sorting: View calls by date, status, or contact.
   • Tags: Add tags to categorize calls for easier tracking.
   • Export and Print: Download or print call logs for records or follow-ups.
2. Managing Phone Calls:
3. • Assign calls to staff members for follow-up or resolution.
   • Mark calls as pending, completed, or add comments for future reference.
3. Integration with Tasks:
4. • Convert calls into tasks when further action is required.
   • Example: Record an incoming call from a client, then assign a task to a paralegal to draft a document based on the conversation.

The Contact List: A Smart Table for Your Network

The Contact List is a dynamic tool that allows you to organize and manage all contacts in your database:

1. Key Features:
2. • Smart Filters: Filter by criteria like immigration status, country of birth, or citizenship.
   • Custom Views: Create saved views for specific use cases (e.g., “All Clients with Pending TPS Applications”).
   • Tags: Add tags to contacts for easy categorization.
   • Export and Print: Download contact lists for email campaigns, follow-ups, or other external systems.
2. Use Cases:
3. • Identify contacts affected by a new TPS designation and reach out for follow-up or marketing purposes.
   • Filter by case type or referral source to evaluate marketing efforts.
   • Export a list of clients for an email campaign or reminder notifications.

Advanced Customization and Integration

1. Create Standard Views:
2. • Customize the columns, filters, and groupings in your task, phone call, or contact lists.
   • Save these views for quick access.
2. Balance Workloads:
3. • Use the task list to monitor team assignments and redistribute tasks if needed.
   • Filter tasks by assigned staff to identify potential bottlenecks.
3. Respond to Changes Efficiently:
4. • Use the contact list to react quickly to changes in immigration laws or policies.
   • Example: Filter and export a list of clients from a specific country to notify them about a new program or deadline.

Bringing It All Together

By leveraging the Task List, Phone Call List, and Contact List in Prima.Law, you can:

• Gain complete visibility into your firm’s operations.
• Ensure tasks and communications are tracked and actionable.
• Respond proactively to changes in client needs or government policies.
• Save time by organizing and exporting data for specific purposes.

These tools provide unparalleled control and insight into your firm’s workload, helping you stay organized, efficient, and client-focused.