Learning Objectives:

After completing this module you should be able to _____.

  • create a new piece of work in Karbon with tasks assigned to multiple staff members and due on multiple due dates.
  • structure work template sections and tasks to avoid unproductive notifications and skewing of capacity reporting.
  • contrast how new work created from a template will be different from new work created from a schedule.

Product Feature Keywords:


WATCH

Work Templates allow you to standardize processes and quickly create new pieces of work. Here's how to create one from scratch.

WATCH

Tailor one of the pre-populated work templates in your account to suit your firm's clients and unique workflows.

ACTIVITY

When tasks are outlined in an email, copy and paste the text right into your work to ensure nothing falls through the cracks.

Step-by-step directions:

  • Tasks can be copied from anywhere (an email, a PDF, an excel spreadsheet, etc).
  • Select the lines of text you would like to copy into a work template or a work item and perform a copy function (Command+C or Ctrl+C)
  • Create a new work item. Go to global + menu (upper right), create new Work, assign the work to a test client, assign the work to yourself and complete the additional details as you wish.
  • After the work is created, go to the Task tab of the work item, select an empty task list item row within Karbon, and do a paste function (Command+V or Ctrl+V).
  • Karbon will ask if you would like to keep the data as one item or split into several items.
  • Choose Split and Karbon will magically re-create the checklist into Karbon as a task list.


ACTIVITY

Bulk update tasks within a work item.

Step-by-step directions:

  • Click on the Options (...) menu in the upper right hand corner of a section heading.
  • Click to set a due date for all tasks in the section. Choose a preferred due date.
  • Click on the Options (...) menu of the section heading again and click "Assign to Me".
  • All items within that section will have the same due date and will be assigned to you at this point.
  • Click on the Options (...) menu of the section heading again and click "Change Status". Select "Completed".
  • All items within that section will now be marked complete.



ACTIVITY

Resetting tasks to the previous work item or to the template.

Step-by-step directions:

  • Use the global + menu and create new Work.
  • In the create work modal, create work from a template (e.g. use a template). Select any template (e.g. Payroll).
  • Create the work for a test client, assign the work to yourself, and provide all other requested information.
  • After the work is created, make some changes to the work tasks (e.g. delete a whole section, drag and drop tasks to new locations, change due dates).
  • From the work header summary, click on the options menu "...".
  • Click on Reset tasks.
  • You will have the option to revert tasks to the template (or to the previous work item if on the schedule). Make your selection and...
  • Click Reset tasks.

ACTIVITY

Complex relationships for tax and trusts? Use Client groups to associate like contacts together.

Step-by-step directions:

  • Click the Global add button in the upper right hand corner of your screen "+"
  • Click Contact
  • Choose Add Client Group and give your Client Group a name and a contact type if needed
  • Click on the Members tab and Add members (add as many members that apply for that Client Group)
  • Any work for those members will be listed on the work tab and any communications you tag to this Client Group will be listed on the timeline.



ACTIVITY

Complex relationships for tax and trusts? Use Client groups to associate like contacts together.

Step-by-step directions:

  • Click the Global add button in the upper right hand corner of your screen "+"
  • Click Contact
  • Choose Add Client Group and give your Client Group a name and a contact type if needed
  • Click on the Members tab and Add members (add as many members that apply for that Client Group)
  • Any work for those members will be listed on the work tab and any communications you tag to this Client Group will be listed on the timeline.



ACTIVITY

Place a work item on a repeating schedule.

Step-by-step directions:

Within a work item (e.g. the previous one you created using a template), you can place it on a preferred work schedule. Click the Global add button in the upper right hand corner of your screen "+"

  • Go to the work item and click the Options (...) menu in the work item header (in the upper right). Select Setup Repeating Work.
  • In the Repeat Settings view, choose your preferred repeating settings. For instance, mark this a quarterly work item (e.g. change Repeats to Quarterly) and perhaps give it an end date (e.g. Repeat Until = year from today).
  • The Due Date, Assignment, Work Naming Convention will all be inherited from the work item. Feel free to change these as you wish.
  • To provide a specific naming convention, use the Work Naming Convention area and pay attention to the Repeat Preview area on the right side. If you want your quarterly work item to be named for the current quarter, click into the Work Title and add parenthesis and click Repeat Period when you cursor is in between ( and ). Choose the repeat period as the third option (e.g. MMM YYYY - MMM YYYY) and click Add Placeholder.
  • Notice that the Repeat Preview now shows the updated naming for the future work items in the series. Feel free to adjust as needed. Also note that the current work item will also absorb those changes.
  • Once done modifying, click Create Repeating Work at the bottom to confirm your changes.
  • Once complete, click the Work tab to review all the current and future work items in the series. To get back to your current work item, click the first one shown.
  • To go back to the Work Scheduler from the work item, either click the "Every quarter" from the Repeating line in the work item header, or click the Options (...) menu from the work header and click Edit Repeating Work.

ACTIVITY

Modifying a repeating work schedule. Note: you cannot edit the recurrence of the work item. Instead, you will need to click on "delete repeat" and reschedule the work.

Step-by-step directions:

Within a work item (e.g. the previous one you created using a template), you can place it on a preferred work schedule. Click the Global add button in the upper right hand corner of your screen "+"

  • By clicking on the "repeating every..." in the work header summary or by clicking on the options menu "..." and selecting "edit schedule",
  • On the repeating schedule, click Edit.
  • Click to edit the Due Date.
  • Click to select or deselect the option to adjust the work start date/due date to a Friday before if the date falls on a weekend.
  • Click to update the Assignee of the work item.
  • Click to update the title of the work or the period that's within the title.
  • Click to update the Work Creation parameters for both the creation of the work or the creation of the tasks.
  • Click Update Repeating Work for your changes to be saved.

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