Jobs: How to Add, Move, Edit, Archive, and Delete

While pipelines allow you to view all your projects in one place, jobs are the individual projects you perform for clients that move through a pipeline. You add new jobs to a pipeline, then link documents, contacts, tasks, and invoices to them, as you move them from stage to stage until completion. 

Covered here:

Adding Jobs

Once a pipeline has been created, add jobs to it, then link them to accounts. Keep in mind:

  • Jobs are added to a pipeline by a firm owner or any team member who has been given access rights to manage pipelines.
  • Team members see only the pipelines made available to them.
  • Team members move jobs for their assigned accounts through pipelines.
  • Team members see only the jobs that are for the accounts assigned tounless they’ve been given access rights to view all accounts.
  • New jobs are always added to the first stage of a pipeline.
  • Jobs can be added for both active and offline accounts. However, only users with active accounts and notifications turned on receive emails sent via pipeline automation.
  • If you want to speed things up, create jobs based on custom templates.

There are three ways to add jobs to a pipeline:   

Add Jobs in Bulk

To begin adding a job, choose one of the following:

  • Go to the Workflow section, select the pipeline, then click on Add job.
  • Click the + NEW button in the left sidebar, then select Job from the slide-out menu. 
  • Go to Clients, Accounts, then All Accounts, select the checkboxes next to the accounts the job is for, then click on the Add Job button.

1. Accounts: Add or remove the names of client accounts here.

2. Pipeline: Select the pipeline the jobs should be added to. You don’t need to indicate which if you’re adding jobs from the pipeline itself.

3. Template: To speed up the process of creating jobs, select a template with a custom job name and dynamic data (fields for things like the date and account name are automatically filled in), a description, due date, comments, etc. To learn more about job templates, go here.

4. Assignees: Select the team members for the jobs. To learn more about assigning jobs, go here.

5. Add: Click to bulk-add jobs to a pipeline. When adding multiple jobs isn’t fully successful, you receive a notification explaining why in your Inbox+. Go here for more details. 

Job Card View Settings

To add and edit job details, choose one of the following:

  • From a pipeline: Either in the Workflow section or in the client’s profile, click on the job box to expand it.
  • From a tasks list: If a job has a linked task, the job’s name is displayed in the Firms Tasks and My Tasks lists. Click on the job’s name to see its details. 
  • From the Jobs tab in the Workflow section: Click on the job’s name or select several jobs to make changes in bulk.

The job details will appear in the expanded box on the right, and you’ll be able to edit them:

  • 1. Change the job’s name: By default, the job’s name is similar to the pipeline’s. Change it by clicking on it, then typing a new one.
  • 2. Stage: Move the job to a new stage in the pipeline by selecting the new stage from the drop-down menu. For more details, go here.
  • 3. Assignees: Select the team members for the job.
  • 4. Due Date: Adding a due date is optional but can act as a helpful time-management tool.
  • 5. Priority: Select LOW, HIGH, MEDIUM, or URGENT.
  • 6. Description: Apply formatting and add bullets or numbered lists to the job description. 
  • 7. & 8. Link elements (documents, bills, organizers, contracts, tasks, etc.): For more details, go here.
  • 9. Add Comment: Write helpful reminders about the job. When it’s no longer relevant, delete. 
  • 10. Back: Click to return to the pipeline; all changes are automatically saved.

Bulk-Edit Jobs

To make changes to several jobs at once:

  1. Select the checkboxes next to job names in the Jobs list, then click Edit. Use filters to narrow the job list.
  2. Make your changes, then click Save.

    Note: When bulk-editing jobs...

    • can’t link elements, change job names, move jobs to other stages, or add or remove comments.
    • ...the data in all the fields that you don’t change remains the same. 

    Edit one job at a time rather than bulk-edit if you need to make any of the above changes. 

    Linking Elements to Jobs

    Go here to learn about linking elements.

    Moving Jobs to New Stages

    Jobs can be moved to new stages manually or via automation. To learn more, go here.

    To manually move jobs, choose one of the following: 

    • In bulk from the pipeline: Hover the mouse over the job’s name, select the job, click the Move to link at the top left, then select the stage from the list. 
    • One by one from the pipeline: Hover the mouse over the job's name name, then drag-and-drop it. 
    • One by one from the job details view: Select the stage from the list. 

    If there are any automations linked to a stage, a pop-up displays them. Deselect the ones you don’t want triggered. All automations are triggered at the same time when a job enters a new stage.

    If job elements linked to a stage aren’t completed, choose one of the options from the pull-down menu in the Unfinished Requirements section, then click the MOVE button. To find out more about how to use linked elements in Jobs, go here.

    Keeping Track of Jobs 

    You can always stay on top of how long a job has remained in a stage; the amount of time is displayed right beneath the client account name in the job box. 

    To view all jobs belonging to all pipelines on one page—then sort them or apply filters (a useful tool for reporting)—navigate to the Workflow section, then open the Jobs tab. You'll find all your jobs in either the Active or Archived subtab.

    You’ll also see these column headers:

    • NAME: the name of the job.
    • PIPELINE: the pipeline the job belongs to.
    • STAGE: the stage the job is currently in.
    • ACCOUNT: the name of the client the job is for.
    • DATE ADDED: when the job was added.
    • DUE DATE: the due date for the job (only for Active jobs).
    • DATE ARCHIVED: when the job was archived (only for Archived jobs).

    To sort the jobs list, click on the up-down arrow next to the relevant column header. Sort jobs by NAME, PIPELINE, STAGE, ACCOUNT, DATE ADDED or DUE DATE.

    Filtering Jobs

    Use filters when you need to find specific jobs. For example, filtering allows you to find all jobs for a certain client account. You can filter jobs either from the Jobs page or from the pipeline itself.

    Click the FILTER button in the top right corner, select the filters, then click APPLY. You can use one or more at a time.

    There are several ways to filter a list (depending on the page you are on):

    • Account Access: See only the jobs for client accounts assigned to a selected team member.
    • Account: See only the jobs for a selected client account.
    • Pipeline: See only the jobs belonging to one or several pipelines. Select a specific pipeline stage or several stages from different pipelines to narrow the results further.
    • Job Assignee: See only the jobs assigned to selected team members. 
    • Due Date: See only the jobs with due dates from a selected range.
    • Priority: See only the jobs with a selected priority.

    Once the filters are applied, the list of jobs is narrowed. Clear all the filters by clicking  RESET, then APPLY.

    Sorting Jobs in Pipelines

    By default, jobs are sorted by client account name. However, you can also sort them by the amount of time they’ve been in a stage, so that newly added jobs are displayed at the top or bottom. Go to Settings, select Pipelines, then click the pipeline name to change the Sort accounts in stages by setting.

    Archiving Jobs

    Once you’ve completed a job, archive it. Archiving rather than deleting helps when it’s time to do your reporting. Archived jobs can be edited the same way active ones are; however, they’re no longer visible in your pipelines.

    There are four ways to archive a job: 

    • In bulk from the Jobs tab in the Workflow section: Select the job names in the Jobs list, then click Archive at the top of the list.
    • In bulk from the pipeline: Select the job names in the pipeline, then click Archive at the top of the list.
    • One by one from the Jobs tab in the Workflow section: Click on the three-dots icon to the far right of the job’s name, then select Archive.
    • One by one from any pipeline: Click on the job box to expand it, click on the three-dots icon on the top right of the expanded box, select Archive, then confirm by clicking the ARCHIVE button.

    The job is then moved from the Active to the Archived subtab. 

    If you have archived a job but later discover you need it, make it active again:

    • From the Jobs tab in the Workflow section: Go to Archived, click on the three-dots icon to the far right of the job’s name, then select Make Active.
    • From the Workflow tab of the client's profile: Go to Archived Jobs, click on the three-dots icon to the far right of the job’s name, then select Make Active.
    • From the job details bar: Click on the three-dots icon on the right of the job details bar, then select Make Active from the pull-down.

    Deleting Jobs From Pipelines

    Though we recommend archiving completed jobs rather than deleting them, you can permanently remove them. Click on the job box to expand it, click on the three-dots icon on the top right of the expanded box, select Delete, then confirm by clicking the DELETE JOB button.

    Or you can delete jobs from one pipeline in bulk by selecting them and then clicking the Delete link on the top left.

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