Jobs: Linked Elements

Linking different elements (such as tasks, invoices, payments, documents, and so on) to jobs makes them immediately available when needed. Plus, you need to have linked elements in order to automate a pipeline so that jobs move from stage to stage on their own until completion.  

Covered here:

Linked Elements, Explained

Elements can be linked to jobs either manually or by adding automations. While adding different elements to a pipeline using automations involves a change in the template, manual linking allows you to track all of a job’s related data within a pipeline without modifying the template. 

Linking Elements Manually

Here's what you should keep in mind when linking elements to jobs:

  • A job can have any number of linked elements.
  • One document, organizer, invoice, payment, note, contract, message, or time entry could be linked to any number of jobs. 
  • One task can be linked only to one job. If there's a task that is already linked to a job, you will not be able to link it to another job. When you unlink a task from a job, you can link it to another job.

To link elements manually:

1. In the chosen stage, click on the job box to expand it, click + Link on the top right, then select one of these options:

  • Notes: These can be linked by a firm owner or any team member who has been given access rights to view all accounts or been assigned to the client’s account.  
  • Invoices: These can be linked by a firm owner or any team member who has been given access rights to view invoice history. Note that you can also link invoices to jobs from the invoices list or from the invoice creation/editing screen. Read more in the article.
  • Contracts: These can be linked by a firm owner or any team member who has been given access rights to manage contracts.
  • Documents: These can be linked by a firm owner or any team member who has been given access rights to manage documents.
  • Messages: These can be linked by a firm owner or any team member who has been given access rights to view all accounts or been assigned to the client’s account.
  • Organizers: These can be linked by a firm owner or any team member who has been given access rights to manage organizers.
  • Payments: These can be linked by a firm owner or any team member who has been given access rights to view invoice historyNote that you can also link payments to jobs from the payment creation/viewing screen. Read more in the article.
  • Tasks: These can be linked by a firm owner or any team member who has been given access rights to view all accounts or been assigned to the client’s account. Note that you can also link tasks to jobs from the task creation/editing screen. Read more in the article.
  • Time Entries: These can be linked by a firm owner or any team member who has been given access rights to manage time entries.

2. Choose the element you want to link, including any element from the client’s account—for example, their uploaded documents, organizers, contracts, invoices, or tasks. Link as many elements to a job as needed.

Once the elements are linked, you’ll see them in the corresponding section on the right. Collapse any section to save space. Click the cross icon to unlink unnecessary elements from a job (this will not delete them from other locations on TaxDome).

How to Identify Unfinished Elements Linked to Jobs

Some job elements require specific user actions (either from a team member or a client), and some don’t. You can always find out if there are any unfinished elements by looking at the counter on the right in the job box. For example, if there are two elements that require user actions (e.g., an unpaid invoice and a document pending signature), the gray counter with the number two is displayed. Hover the mouse over the counter to get more details about the unfinished elements.

If there are no elements that require actions, a counter does not appear.

The counter is a different color according to the status of the unfinished elements. What the colors mean:

 The job has no pending tasks or the tasks don’t have a due date.

The job contains at least one pending task that is overdue.

The job contains at least one pending task with a three-day or shorter deadline.

The job contains at least one pending task with a deadline.

All job elements for the stage are completed. The checkmark only appears if the Automove Jobs toggle for the current stage is turned off or if it’s the last stage of the pipeline. If the Automove Jobs toggle is turned on, the job automatically moves to the next stage.

How to Handle Unfinished Elements When Moving Jobs

When you manually move a job with unfinished elements, a pull-down menu appears where you can select what to do about them. Please see below for the details:

Incomplete Tasks

  • Assignee(s): This lets you add, delete, or change task assignees.
  • Mark complete: This changes the status of the task to COMPLETED.
  • Move to next stage: This moves the task to the next stage without changing its status.
  • DeleteThis deletes the task from the job. 
  • UnlinkThis will unlink the task from the job. (It will still be available but no longer linked to the job.)

Pending Organizers

  • Move to next stage: This moves the organizer to the next stage without changing its status.
  • Unlink Organizer: This will unlink the organizer from the job. (It will still be available but no longer linked to the job.)
  • Submit organizer. This will change the organizer status to Completed. You may do this whether it has unanswered questions or not.

Unsigned Contracts

  • Move to next stage: This moves the contract to the next stage without changing its status.
  • Unlink: This will unlink the contract from the job. (It will still be available but no longer linked to the job.)

Documents Pending Payment (Locked by Invoices)

  • Move to next stage: This moves the documents to the next stage.
  • Unlink: This will unlink the document from the job. (It will still be available but no longer linked to the job.)

Documents Pending Signature

  • Move to next stage: This moves the documents to the next stage.
  • Unlink: This will unlink the document from the job. (It will still be available but no longer linked to the job.)

Documents Pending Approval

  • Move to next stage: This moves the documents to the next stage.
  • Unlink: This will unlink the document from the job. (It will still be available but no longer linked to the job.)

Pending Client Tasks in Messages

  • Move to next stage: This moves the message thread to the next stage without changing its status.
  • Unlink message: This will unlink the message thread from the job. (It will still be active but no longer linked to the job.)
  • Mark complete: This will automatically check all client tasks.

Invoices Not Paid

  • Move to next stage: This moves the invoice to the next stage without changing its status.
  • Unlink: This will unlink the invoice from the job. (It will still be available but no longer linked to the job.)

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