Progress Items - How to add a Document and Tasks Checklist to a Matter
The Progress Items function within Migration Manager allows a user to set a list of documents and activities/tasks in a matter and track when these tasks/documents are required to be attended to or have been completed. Migration Manager has a built in set of Progress Items checklists available for most matter types that based on the Immigration Department's issued document checklists but users are also able to create their own lists.
The information in the Progress tab also directly links into Snapshot which allows users to quickly and easily keep track of their caseload activity.
This article covers how to add a basic checklist to a Matter (For MM Versions 220.127.116.11 and higher)
1. Open the Matter
First click the 'Open' button in the main menu to open the relevant Matter that you want to add a checklist to.
2. Go to the Progress Tab
Once the matter window opens, click the Progress tab. If this is the first time you have opened the Progress tab for this matter it will contain a blank screen.
Once you are in this tab, you will have the ability to Add items to your Progress list for this matter by either adding them:
- from a pre-configured Template; or
- by adding one-off individual items.
3. Creating a Checklist from a Template
3.1. Right Click and select 'Add Progress Items' > 'From Template'
To add items from a Progress List Template, you can click the Add button on the bottom left of the screen or right click anywhere on the screen and from the context menu choose 'Add Progess Item(s)' and then select 'From Template'.
3.2. Select the Checklist to use
The Add Progress Items will now appear. You will now need to select which template list(s) that you want to select items from for inserting in to your checklist/workflow for this matter. Note that if you have set a Category and Matter Type on the front cover of the matter, the dropdowns in the Add Progress Item window will try to match - if there is not match or nothing has been set the checklist will default to Favourites > Short List
From the 'Category' and 'Progress List' dropdowns, select the checklist that you want to select items from.
Note that you are not restricted to just using one list. You can progressively select and add items from any of the lists
3.3. Review the Advanced filter
To help curate the list of possible items that you can select from, the system includes a simple filter that will show or hide various items depending on the marital status of the main applicant, the existence/status of a Partner/Spouse and the age of any dependents. For full details on how these filters work with Groups please see: Progress Item Groups - How do Progress Item Groups work
3.4. Untick the items you don't want in your checklist
The next step is for you to review the pre-set list of documents/tasks and determine if all of the pre-set items are relevant to the matter at hand. Those items which you determine are not relevant to the matter at hand should be unticked.
We recommend only adding items as and when they are needed instead of inserting an entire list at the start due to the fact that the circumstances and what you require from your client might change. As such we recommend using the Untick All option and then selectively ticking the items you need at this point in time.
3.5. Click 'Insert'
When you have finished selecting the items you want, click the 'Insert' button to add the selected items to this matters Progress tab.
3.6. Select more items or close the Add window
After you have clicked Insert, the Add Progress Items window will remain open so that you can select additional items from any of the Progress List templates. When you have finished click the Close button
3.7. Basic list created
The selected Progress Items from the template will now be added to this matters Progress Tab
4. Add a One-Off Progress Item
To add an activity or document entry to the Progress tab that is is not from a checklist you can use the Add Progress Item > One-off function via either the Add button or the right click menu.
4.1. Right Click and select 'Add Progress Items' > ‘One-Off’
Right click anywhere on the Progress tab and from the context menu choose Add Progress Item(s) and then select One-Off.
Alternatively you can use the Add button on the bottom left of the screen.
4.2. Enter Details
When the Add Progress Item window appears, enter the following information about the Progress Item.
- Progress Item/Task - This is the description of the task or the document required
- Type: Choose between whether this progress item is a Task or a Document
- Group: The Groups allow you to categorise/sort the progress items. For details on how Groups work see: Progress Item Groups - How do Progress Item Groups work
- Required From: If this is a Document, this dropdown will let you choose from people on the matter from whom you require this document from.
When you have added the required information click Save and Close - or if you want to add another item click Save and New,
4.3. The item will appear on the Progress list
Once you have started adding items to the Progress tab of a Matter you can then do a number of different things with this list including:
- Add additional items to a matters checklist
- Tracking due and completed dates using the Progress list and Snapshot
- Scan or Bookmark received items
- Request documents via the Secure Client Portal