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Creating a Task:
A new task can be created from multiple places in Prevail:
Click: Calendar, Add, Task.
From the Prevail toolbar, click New, Task.
From the Home tab, in the Upcoming Tasks section, click Add.
From the Events tab, in the Tasks panel at the bottom, click Add.
Subject Field: Enter the description of the task, or what needs to be done.
Choose a task type from the dropdown list.
Start Date: When you want to begin seeing this task on your task list.
Due Date: The task deadline for that task.
Pro tip: In the date field, you can type the date, Any day of the week, "Today" "Tomorrow" or "today plus" any number of days and it will jump you to that specific date. If you would like to jump to the last day of the current month, type
‘EOM’
To enable a reminder pop-up window to appear on a certain date/time, check the "Reminder" box, and indicate the date/time to be reminded.
Note: You'll need to be logged into Prevail at this date/time in order to see the reminder.
Next, Choose the responsible user or users.
Warning
: If a task is assigned to multiple users, when any of the users mark the task as complete, it will be removed from all users' task lists. Therefore, we do not recommend setting a single task for multiple users.
Note: The calendar assumes that the task should be associated with the matter that you currently have open in Prevail. To change or remove the matter association, click the "Contacts" button at the top of the task window. You can either search for a different matter or detach it so that it isn't attached to any matter.
Optional
: Enter any other notes about the task in the Notes field.
Click 'Save'
To Complete a task, simply go to the task, and click
'Complete Task.'
Note: You can do this from the Calendar,
Events Tab,
or the Home Tab.When you complete a task assigned to you by another user, they will get a notification that you completed that task.
The following is how to create an appointment in the Prevail Calendar.
From any of the calendar views discussed, click 'Add.'
Note: You can create an appointment from the calendar, Home Tab, or Events Tab.
Pro tip: In the 'Day View' of the calendar, you can slide through the desired time slot for the appointment, and right click, 'add,' or click add at the top of the calendar. This fills out the information for the start date, end date, start time, and end time.
In the subject field, enter the description of the appointment.
Choose an appointment type from the designated drop-down lists.
Enter a Location and Room Number in the corresponding fields, if applicable.
If not already filled out from the method previously mentioned, Choose the appointment start and end date, and start and end time.
Note: The start and end date will default to the current date you have selected in the thumbnail calendar.
Attendees: Select the users who should be included in the appointment.
Time Zone: Use the dropdown to select the time zone that corresponds with the appointment.
Note: If you select the client's time zone instead of yours, Prevail will automatically put it on your calendar as your own time zone.
Check the "Notification Message" checkbox if you would like for Prevail to automatically send a text message to the client to notify of the appointment being scheduled. The text message will contain the Subject, Start Date, Start Time, Location, and Room of the appointment,
Note: That text will be saved in History.For more information on text messaging from Prevail, see "How-To: Text Messaging."
Check the 'All Day' checkbox if the appointment lasts an entire day. This is especially useful for when you are out of the office for an entire workday or more than one workday, such as vacation or a conference.
Note: The calendar assumes that the appointment should be associated with the matter that you currently have open in Prevail. To change the or remove the matter association, click the "Contacts" button at the top of the appointment window. You can either search for a different matter or detach it so that it isn't attached to any matter.When you have input all of the information needed, click 'Save
.' Click ‘Save’ when all the information has been input
Private Appointments: When this box is checked, this appointment will show on the calendar as private. Other users will see that time blocked off, but they won't be able to see details for the
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appointment
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Note: You may only set a private appointment for yourself. Private appointments are only an option for unattached appointments (meaning, they are not associated with a matter)
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Modifying an Existing Appointment
You can change anything about any appointment by simply finding that appointment in any calendar view, (as well as the Home Tab and Events Tab) and double-clicking on it.
Make any desired changes to the appointment and click the 'Save' button at the top of the window.
You can also click and drag an appointment in the calendar to change its date, and time.
If you have the "Notification Message" box checked in the appointment window, Prevail will automatically send a text message to the client advising them of the change in the appointment.
Note: The text message will be saved in History.
Cancelling Appointments:
In Prevail, we recommend that you never delete an appointment, unless it was scheduled in error or for testing purposes.
Always cancel appointments that were scheduled correctly but were later called off.
When you cancel an appointment, the appointment remains on the calendar, but is marked as cancelled.
Note: There is an entry made on the History tab noting that the appointment was cancelled, and the appointment is marked with a strikethrough on the Events and Home tabs.
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Rescheduling Appointments:
Follow these steps to reschedule an appointment:
After you change the date and or time of the appointment, check the "Rescheduled" checkbox to the right of the date and time fields for the appointment.
If you want Prevail to automatically send a text message to the client to advise of the rescheduling, check the "Notification Message" box.
Click 'Save'.
By marking an appointment as Rescheduled, you preserve the original appointment on all calendars where it existed, and create the new appointment on its new date and time.
Rescheduled appointments are displayed on the Events and Home tabs with a strikethrough, and they are marked as Rescheduled on the calendar.
\uD83D\uDCCB Related articles
Deleting User Accounts, User SettingsModifying, Cancelling, and Rescheduling Appointment