How to use Contractbook tasks

Contracts generate tasks throughout their entire lifecycle. Define and manage your legal obligations to your contracts to ensure they are executed.

How to add a new task to my Contractbook documents?

You can add a new task to all your Contractbook documents except for a Template.

In your Documents tab under My documents folder, you can use the overview to instantly add a task to a contract by clicking Add task button on the right-hand side of its title.

This will open a new pop-up window where you can add all the attributes and details of your task. This includes a title, description, assignees, followers, type of the task, due date, and any alerts (notifications) you would like to receive. Find more about each field further down in this article.

If you are working on a document and want to add a task to it, simply click on the Tasks icon from the right-hand navigation bar. You will receive a list of shortcuts to set up three types of tasks from here: Renewal, Review, and Approval. 

After you choose the type of task, you will be able to fill in its details in the corresponding Tasks pop-up window we reviewed above.

You can also add a task to any opened document after clicking on the blue Add task button from the right-hand navigation bar:

The drop-down menu offers you all available types of tasks and shortcuts to their customization. 

How to add details to my tasks?

After you choose to set up a new task, a pop-up window will open and allow you to customize all the details related to the task. 

If the type of task you chose is Request approval, you will have one additional field available. You can choose to block the document from any signatures until the requested approval is completed:

If you need to have the contract reviewed by any second party before the contract is sent for signature, this option would easily help you:

Title and description

Name the task and add a brief description to it. These fields will be retrievable for anyone assigned to the task and will get automatically sent to the email notification of the new task they will receive upon creation.

Type of task

Contractbook tasks offer you a complete variety of obligation types:

• Request approval
• Renewal
• Ask for review
• Update
• Obligation
• Milestone
• Expiration
• Inform
• Custom

Assignees and followers

You can add assignees who are active contributors, responsible to complete a task, and who can change its status.

Assignees to a task will also be notified about its status, due date, and any additional alerts. Additionally, assignees can use the Tasks management dashboard to see all tasks activities under Assigned to me tab:

Followers, on the other side, will not be notified about these changes made to a task. If you are a follower of a task, you can use the Tasks management dashboard and track all activities of the tasks you are a follower of under the Following tab:

Note: You can customize the settings under your account and choose which types of notifications you want to receive. Here is our article about the advanced notification settings and their usage. 

Followers of a task are passive observers of the task and its lifecycle. They can stay informed about its status but are not given any right to change it.

You have complete freedom to add assignees and followers to your tasks. This can include team members or external individuals who are not yet Contractbook users. Nevertheless, anyone can contribute to a task for free by becoming a user of our Recipient plan.

Due date

If a due date has been added to a task and it is still in the future, a notification will be sent to the assignees on the due date, both on the Contractbook platform and through an email. To allow this, you can choose to activate Send a reminder on the due date:

Due date notifications will not be sent to the followers of the task. 

Alerts

Alerts or also called reminders can be justified for all tasks and will be sent through email and visible in-app on the assignees' Contractbook accounts.

Tasks alerts will not be sent to followers if they are not also assigned to the task.

Tasks for drafts

If you assign any task to your drafts you will be able to keep them for internal usage: you, the assignees, and followers will be able to observe the task's progress. The signing parties added as the draft is turned into a contract with the signature initiation process will not be notified about the existence of any tasks on the document. 

Tasks for signed contracts

Contractbook Smart Reader makes it easier for you to keep track of your legal obligations. Read how to use auto-detected reminder tasks on signed contracts here. 

If you already have created your Contractbook tasks, while working on your documents you can always get a completely updated, well-structured summary in-document from the Task sidebar view. and in the Task management dashboard.