Assigning and Reviewing a To-Do as a Case Manager

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What is To-Do?

To-Do is a feature to assign and manage the data collection and review process with your clients or external stakeholders. It is an improved way to assign tasks to foreign nationals or corporations regarding a specific case, a foreign national record or a corporation.

With To-Do feature, you can

Request Information: To-Do for assigning questionnaires and/or documents to be uploaded.
Request Review: To-Do for assigning documents, forms, letters and/or invoices for review or payment.
Assign a Quick Task: To-Do for asking a question or sending a note.

Features & Benefits:

Enhanced Security: It mandates login to the portal with user login credentials preventing unauthorized access.
No Email Overload: It is hassle-free without many emails regarding the tasks, questionnaires, documents and invoices.
Up to date assignments: It enables firm users to modify the assignments and keep them up to date after being assigned to stakeholders.
Real time visibility: It helps all stakeholders to have visibility to the documents/questionnaires with real time changes.

Getting Started:

To-Do doesn’t need any subscription. INSZoom enables all users of Enterprise and Professional edition to benefit with the To-Do feature.

The To-Do module is accessible from the main navigation menu after logging in to the INSZoom application. If the menu is not available, it can be managed using ‘Main Menu Customization’. Please contact your administrator if it isn’t still available.

To-Do menu can also be accessible from the left menu of a specific corporation, foreign national or a case. If the menu is not available, the menu options can be customized using the ‘Customize my shortcuts’ option.

1. Assigning a To-Do:

To-Do can be assigned either from the main navigation menu or from a specific corporation/foreign national/case. If the To-Do is assigned from a specific corporation/foreign national/case, assignee details such as corporation name/foreign national’s name or case will be auto-filled.

A. Assigning To-Do regarding a Case:

Click on To-Do in the main navigation menu and click on ‘New To-Do’ button. Click on ‘Regarding Case’ and search for the Client and choose the case from the drop down to assign the To-Do.

You could also navigate to a specific case and access ‘To-Do’ from the case left menu. Click on the ‘New To-Do’ button within the To-Do interface.

Choose from the template options available (Refer to the above screen)

Click on ‘Questionnaires + Docs Checklist’ to assign a To-Do for questionnaires and/or document data collection.
Click on ‘Docs, forms and letters’ for assigning a To-Do to get documents, forms or letters reviewed.
Click on ‘Invoices’ for assigning a To-Do for invoice review and payment.
Click on ‘Quick task’ to send a note or ask a question with a due date.

After choosing the To-Do template, you will be redirected to the To-Do assignment interface to input the required details such as Due date, Assignee, Reviewer, Questionnaires, Doc check list items and so on depending on the template chosen. (Refer to the above screen)

Select the due date for the task in ‘Due Date’ field.
Select the user you would like to assign the To-Do in ‘Assign to’ field.
Select one of the firm staffs to be the To-Do reviewer in ‘Reviewer’ field.
Select or unselect and review the questionnaires, docs checklist, documents, forms, letters or invoices you wish to assign.

Optionally, you could include (refer to the above screen)
1.   people to be notified about the To-Do update; select the people in ‘CC’ field.
2.   any instructions you would like to add or message from pre-defined email templates.
3.   e-Consent

Click on ‘Assign To-Do’ to assign the To-Do. For discarding the To-Do and assigning new To-Do, click on ‘Start Over’.

B.Assigning To-Do Regarding Foreign National/Corporation:

You could also assign To-Do regarding a Foreign national/Corporation.

Once the To-Do is assigned, an email notification is sent to Foreign national/Corporation assignee notifying about the assignment.

To-Do regarding a case/foreign national/corporation can also be assigned to an internal firm staff if you intend to track some of the internal assignments such as drafting/reviewing forms etc.

Click here to learn more about completing To-Do as a FN.

Click here to learn more about completing To-Do as a Corp user.

C.Configuring Automated To-Do reminders:

Outstanding and Overdue Reminders empower case managers to automate follow-ups with assignees, minimize missed deadlines, accelerate case completion timeline, and improve overall client satisfaction.

Outstanding reminders: Sent periodically, from the time the To-Do is created until its due date.
Overdue reminders: Sent periodically once a To-Do's due date has passed, continuing until the To-Do is marked as complete.

Configuration Options:

Case managers have the flexibility to configure reminders based on their firm’s or client’s needs:

Global Settings: Apply default reminder rules across all or specific corporations via: Portal Setup > General Settings > To-Do
Individual To-Do Settings: Customize reminder behavior for specific tasks as needed.

Reminder emails will be automatically triggered to the assigned users without requiring manual follow-ups.

Note: Configuring or updating To-Do reminder settings in Portal Setup does not automatically enable reminders for existing To-Dos. To activate reminders for a previously created To-Do, case managers must manually edit the individual To-Do and turn on the reminder settings.

I. Global To-Do reminder settings for all or Specific Corporations:

Global To-Do reminders can be configured either for all or specific corporations via: Portal Setup > General Settings > To-Do.

To configure To-Do reminders for a specific corporation, go to the Portal Setup, select the desired corporation under Customized Portal Access, and then navigate to the To-Do Settings within the General Settings tab.
To configure To-Do reminders for All corporations, go to the Portal Setup and navigate to 'Setup/View Portal Defaults', and then navigate to the To-Do Settings within the General Settings tab.

You may choose to retain the default To-Do reminder settings configured in Portal Setup, or override them with custom settings for the individual To-Do, based on specific case requirements.

II.Custom settings for Individual To-Do:

Outstanding Reminders: Outstanding Reminders are sent periodically, from the time the To-Do is created until its due date.

Outstanding reminder toggle: Use the toggle to enable or disable outstanding reminders for this To-Do.
Outstanding reminder frequency: You can set the frequency at which Outstanding email reminders are sent to assignees by selecting a value from the dropdown menu. Alternatively, if you need a specific reminder frequency, select the 'Custom' option to enter the number of days between reminders.
Send outstanding reminders to person(s) in CC: Use the toggle to include or exclude the person in CC on all outstanding email reminders sent to the assignee.

Outstanding reminder email:

Overdue Reminders: Overdue Reminders are sent periodically once a To-Do's due date has passed, continuing until the assignee marks the To-Do as complete.

Overdue Reminders toggle: Use the toggle to enable or disable overdue reminders for this To-Do.
Overdue Reminder Frequency: You can set the frequency at which overdue email reminders are sent to assignees by selecting a value from the dropdown menu. Alternatively, if you need a specific reminder frequency, select the 'Custom' option to enter the number of days between reminders.
Send overdue reminders to person(s) in CC: Use this toggle to include or exclude the person in CC on all overdue email reminders sent to the assignee.
Max Allowed Overdue Reminders: This setting lets you define the maximum number of overdue reminders that can be sent for a To-Do. Once this limit is reached, no further reminders will be sent, and the overdue reminder settings for that To-Do will be locked and cannot be modified.

2. Viewing Progress of a To-Do:

After assigning To-Do, you could see the pending To-Dos assigned to Case Manager, Foreign National or Corporate users in ‘Pending with CM/FN/HR’ section with details.

To view the progress in detail of any To-Do, click on the progress of the specific To-Do. You may notice a green tick mark against the completed items.

Click on ‘Edit’ to make any changes while the assignment is in progress or navigate to 'Pending with CM/FN/HR' section by clicking on ‘Back’.

3. Reviewing To-Do:

To-Dos pending case manager review can be found in the ‘Assigned to Me/For My Review’ tab. If no further action is needed, click ‘Mark as Complete’ to finalize the review.

Completed To-Dos are available in the ‘Completed’ tab, while To-Dos where the selected case manager is CC'd can be viewed in the ‘Notified’ tab.

The default To-Do view lists the To-Dos where you are the reviewer. To view To-Dos of other firm users, choose the specific case manager or ‘All’ using the filter.

A.Reassigning To-Do from list view

For any To-Do in the 'In Review' status, case managers can choose the ‘Reassign to CM/FN/HR’ option. This action opens the To-Do in edit mode, allowing for quick and easy reassignment to assignee.

B. Changing the Status of a To-Do

Case managers now have complete control over when and how a To-Do’s status is updated. To change the status of a To-Do, edit the To-Do and select a status from the dropdown:

Changing the To-Do status to 'Pending with Assignee' will reassign this To-Do to the assignee.
Changing the To-Do status to 'In Review' will assign this To-Do for the case manager’s review.
Changing the To-Do status to 'Complete' will mark this To-Do as complete

Each status change prompts a confirmation message before being applied. If no status change is made, clicking ‘Save and Close’ simply saves the To-Do without triggering reassignments or notifications.

4. Deleting a To-Do:

You can permanently delete To-Dos across all categories in the To-Do module, including: Assigned to Me/For My Review, Pending with CM/FN/HR, Completed, and Notified. When a To-Do is deleted by another case manager, an email notification is sent to the assigned reviewer to ensure visibility into the change.

5. Accessing To-Do from ZoomBoard:

You can view To-Dos pending your review by navigating to 'My Zoomboard' and checking the 'To-Dos/Tasks' block. If the 'To-Dos/Tasks' card isn’t visible, you can customize your Zoomboard layout to add it.

6. Tracking To-Dos using Reports 3.0

You can track To-Dos through Reports 3.0 by clicking on 'Task/To-Dos' under the 'Upcoming Case Activity' section. This opens a detailed report of all tasks and To-Dos for better tracking and management.