Jobs (Basic): Link elements to jobs

Elements (such as tasks, invoices, payments and documents) are linked to jobs automatically once automations trigger. You can also link different elements to jobs manually to make them immediately available when needed.

Linked elements, explained

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

Link elements manually

Before you start linking elements to jobs, keep in mind the following:

• A job can have any number of linked elements.
• One note, client request, chat, proposal & EL, document, time entry, invoice, payment, organizer, wiki page, proposal, or job could be linked to any number of jobs.
• One task can be linked only to one job. If a task is already linked to a job, you cannot link it to another job. When you unlink a task from a job, you can link it to another job.

To link elements from a job card:

• To link an existing element, click Link, select the element type and choose the ones you want to link. Then, save the changes to the job card.

• To link a new element without quitting the job card, click New and select the element type. Fill in the element details and save the changes to the job card.

Once the elements are linked, they will appear under the corresponding Linked section on the right of the job card. Click x to unlink unnecessary elements from a job (this will not delete them from other locations on TaxDome).

Some elements require you to have particular access rights to link them. Here are the details:

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 in the kanban view and by opening the job card.

• In the job box, the counter is a different color according to the due date of the jobs and linked tasks. What the colors mean:

 The linked task doesn’t have a due date. 

The linked task is overdue.

The linked task has a three-day or shorter deadline.

The linked task has a deadline that is not too close yet.

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.

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

• In the job card, all linked entity types are displayed in tables in the Linked section. If work on the action item is not completed (e.g., the task status is not Completed or Canceled), the Automove column shows whether this action item impacts automove or status change:

Impacts automove to the next stage.

Impacts the status change.

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
• Pending organizers
• Unsigned proposals
• Documents pending payment (locked by invoices)
• Documents pending signature
• Documents pending approval
• Pending client tasks in chats
• Invoices not paid/paid partially

Incomplete tasks

• Assignees: 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.
• Delete: This deletes the task from the job.
• Unlink: This will unlink the task from the job. (It will still be available but will no longer be linked to the job.)

Pending organizers

• Move to next stage: This moves the organizer to the next stage without changing its status.
• Unlink: This will unlink the organizer from the job. (It will still be available but no longer linked to the job.)
• Submit. This will change the organizer status to Completed. You may do this regardless of whether the organizer contains unanswered questions.

Unsigned proposals

• Move to next stage: This moves the proposal to the next stage without changing its status.
• Unlink: This will unlink the proposal 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 will no longer be 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 chats

• Move to next stage: This moves the chats thread to the next stage without changing its status.
• Unlink message: This will unlink the chat 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/paid partially

• 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.)