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Work Overview

Create tasks, organize them into projects, delegate, track, and say on top of everything the firm needs to do.

Intro to Work

On the left side navigation click on Work. This is where you will see all Tasks assigned to you, across all of your clients in the platform.

Tasks

Tasks are individual jobs needing to be completed. They have assignees, due dates, task types, watchers (people who are notified upon completion of the task), and are filed under a client.

image-Apr-28-2025-07-18-03-9866-PM

  1. Tasks can be sorted by their Status: All Tasks, Overdue, To-Do, In Progress, Done, Rejected, and Upcoming. You can select more than one filter at a time. You can also sort on Due Date, including "All due dates," "Today," "Tomorrow," "This Week," "This Month," "Last Month," "Year To Date," or "Select Date Range."

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  2. The search bar in the Tasks tab of the Work module allows searches by Action item details as well as task name.
  3. By default, you are selected as the Assignee. To see Tasks assigned to other users, simply un-select your name. 
  4. Document upload tasks will display the folder name associated with the document in the Folder column. If there is no associated folder, you'll see -- in this column.

Projects

A project is a grouping of tasks that can be set to recur monthly.

On the tab nest to Tasks, you’ll see Projects. Under Projects you’ll see a list of your projects, organized by client and type of work being performed.  For example, you might see a deployment project, a month end close project, or an Accounts Payable project. 


Working with Tasks

Adding a new task

To add a new task click the Create New Task button in the top right corner. Fill out the details requested. Select the task type from one of the following options: Document Upload Request, Financial Institution Connection Request, Password Credential Request, or Custom Request. Once done, click the Create button on the lower-right side.

create task

Adding a Task Watcher

Task Watchers are users who have been selected to be notified when a task is complete.

When creating a new task, use the dropdown to select the names of users you want to make into Task Watchers. You can also start typing their name if you don't see it in your drop-down:


Simply click create once your task information is complete. Anytime you bring up task details, Task Watchers will be listed as shown below. You may also add watchers or change watchers from this screen:

⚠️ Only the requester can update the Watcher(s).

Editing task details

Once created, you can edit details of your task. Most details can be edited directly in the task table, without needing to open the task. However, any detail not editable in the task table will require the user to open the task to make the edit.

  • Task instructions can only be edited by opening the task, and can only be edited by the task requester.
  • Due dates can only be edited by the task requester or assignee. To change a recurring system-generated task you will need to delete the current task and recreate it with the new due date. 
  • Status can only be edited by the assignee.

The following items associated to a task cannot be edited:

  • Client - If you've accidentally associated a task with the wrong client, you'll need to delete the task and recreate it for the correct client.
  • Comments from others - You can only delete or edit your own comments.
  • Requester - Users creating the task are always listed as the requester. If it's important for the task to have come from a specific user, that user will need to log in and create the task themselves.
  • Task log - The log is immutable.

Completing Tasks

Document Request

This task type is requesting that you upload one or more documents directly into the body of the task request. After the requested document(s) is uploaded you can click the Upload & Complete complete button to upload the document(s) and complete the task at the same time.

Financial Institution Connection Request

This task type is requesting that you re-enter your client’s financial institution credentials to reconnect the account to the Smart Connect module of your client’s portal. After entering the credentials, click the Save button to make the reconnection. If the credentials are incorrect, the connection will not be made and the task will remain open until the correct credentials have been saved.

Password Credential Request

This task type is requesting that you re-enter your client’s third party application credentials to be updated in the Password Manager module of your client’s portal. After entering the credentials, click the Save button and the credentials will be updated in your client’s Password Manager module.

Custom  Request

This task type is an open form allowing users to make custom requests that do not fall into any of the other task types (i.e, document request, financial institution connection request or password credential request).  Examples where this task type would be used: 

  • Month End updates including open items
  • Confirming newly scoped services (i.e., new bank accounts)

After completing the task request, the user can click the Complete button on the task.
For clients with Infinite plus add-on services:

For any task that you have questions or would like to make your accountant aware of additional information, such as: 

  • Your client completed a task you created and assigned to them
    • Your Botkeeper Accountant will not be notified the task was completed unless you add a comment and use the @accountant tag to let them know 
  • You don’t understand the task or the Action being requested of you
  • You will be delayed in providing information past the Due Date

In the above examples, please use the Comments feature to communicate directly with your accountant. Be sure to use the @accountant tag inside the body of your comment to alert your accountant to the communication.

Note: once a task has been marked completed the task status cannot be changed. If you still need to action something in the completed task, you may either:

  • Leave a comment and tag your @accountant requesting they create a new task for you; or
  • If this is a document upload request, you can upload the document to one of your custom folders and tag your @accountant letting them know you have uploaded a document for their attention
For clients with Infinite (tech only)
  • When creating a task, be sure to add any Task Watchers who will want to know when the task has been completed. Alternatively, update the Task Watcher list at any point before the task has been completed.
  • Additionally, you can tag anyone with an @mention in a comment on the task at any point in time (i.e., while the task is open or marked Done.

Deleting tasks

Note, in order to delete a task, you need to be the task owner. To delete a task from your task listing take the following steps:

  1. Navigate to the Work module.

  2. Find the task you would like to delete. 

  3. From the Action column, select the three dots for the task you want to delete.

  4. Choose Delete.

Reassigning tasks

In the task table, click the name of the assignee. Click the X to remove them, then either begin typing the name of the new assignee, or scroll the drop-down list to find the assignee you want. You can also open the task and change the assignee shown there using the same method.

Reassign tasks once or permanently.
You can choose to reassign recurring tasks once, or permanently.

 

If a user s being deactivated from the system, you'll be prompted to reassign their open tasks to a different user of your choice. If you want to distribute the tasks among multiple users, you'll first need to assign a user to receive ALL the deactivated user's tasks, then go into each task and reassign it to the appropriate user.

Auto-generated tasks

The system will generate certain tasks automatically:

Smart Connect disconnections

These get assigned to the connection owner (whoever set up the connection; this could be a partner or client).

Note: If using Smart Link and "send link via email" option is chosen when requesting the initial connection, the reconnection email with link will go to the client automatically if it disconnects. If the "generate shareable link" option is chosen when requesting the initial connection, you will be responsible to share the link with the client again if it disconnects; you can access it via the task.

Transaction Manager: Outstanding Transactions

These get assigned to the assignee on the transaction (could be firm or client).

Enable Automation

These get assigned to the point of contact set when adding the client (always a firm team member and not client)

GL Disconnections

These get assigned to the point of contact set when adding the client (always a firm team member and not client)

New GL accounts added

Assigned to the point of contact set when adding the client (always a firm team member and not client)

Reconciliation Exceptions

Assigned to the point of contact set when adding the client (always a firm team member and not client)

Auto Reconciled

Assigned to the point of contact set when adding the client (always a firm team member and not client)

Working with Projects

A project is a grouping of tasks that can be set to recur monthly.

Creating a project template

To create a project template take the following steps. Note that due dates are not assigned until a project is launched from a template:

  1. Navigate to Work
  2. Select the Projects tab
  3. Click on the Project Templates button
  4. Click the New Projects Template button
  5. From the left menu pane:
    1. Enter a Project Template Name
    2. Enter a Project Description (Optional)
    3. Template Owner will default in with the template creators name
  6. In the main portion of the window:
    1. Click the +Add Task button
    2. Select the Task Type
    3. A menu pane will appear on the right side of the window requesting details about the task type:
      1. Document Upload Details 
        1. Task Type - will default in with the task type name
        2. Upload - It is not required to enter a Document Name
        3. +Add - If more than a one document upload is required for this task you can click this button until the number of document request placeholders are desired
        4. Assignee - this will auto populate
        5. Instructions (optional) - enter the actions you would like this user to take when they are assigned this task
      2. Financial Institution Connection Request
        1. Task Type - will default in with the task type name
        2. Task Name - It is not required to enter the financial institution name
        3. Assignee - this will auto populate
        4. Instructions (optional) - enter the actions you would like this user to take when they are assigned this task
      3. Password Credential RequesT
        1. Task Type - will default in with the task type name
        2. Task Name - It is not required to enter a Task Name
        3. URL- enter the URL for the 3rd party vendor you are requesting the credentials for
        4. Assignee - this will auto populate
        5. Instructions (optional) - enter the actions you would like this user to take when they are assigned this task
      4. Custom Request
        1. Task Type - will default in with the task type name
        2. Task Name - It is not required to enter the Task Name
        3. Assignee - this will auto populate
        4. Instructions (optional) - enter the actions you would like this user to take when they are assigned this task
  7. Repeat steps 6a through 6c until all the desired tasks are added to your project template
  8. If you would like to add this new Project Template to a client now click the Save & Add to Client button or you can click the Save button and add this project template to a client at a later point in time.

Creating a project from a project template

Note: you will need to be a Partner Admin or Partner Ops role to create a Project from a Project Template.


To create a Project from a Project Template take the following steps:

  1. Navigate to Work module from the partner portal or client portal view.
  2. Click the Projects tab.
  3. Click the Project Templates button.
  4. Find the Project Template.
  5. Click the Project Template name.
  6. Click the Add To Client button.
  7. In the Project Details section of the window complete the following fields:
    1. Client - select from the drop-down list
    2. Primary Point of Contact - will default in from the point of contact assigned during the scoping process for this client; if it does not default in, then you can select it from the drop-down list
    3. Recurrence - select from the drop-down list
      1. Choose the recurring cadence for your project: Yearly, Monthly, Weekly, or Daily. You can also choose to skip one or more time periods so your project may recur at the interval you need (for example, recur every 3 days, or recur every 5 weeks). Note the following fields will need to be completed if you opt for this recurrence:
        1. When should this project start? - Either enter the date in the specified format or use the date picker to select the date you wish the project start date
        2. Project Recurrence Start Day - Enter the date in the specified format, or check the box marked, "Start on the last business day of the selected month" if you want your project always to begin on the final day of any month.
        3. Project Recurrence Due Day - Enter the date in the specified format, or check the box marked, Set due date to the last business day of the selected month if you want your due date always to be on the final day of any month.
      2. Does not recur - will be a one time project that does not recur in the future—ensure you have the recurrence slider turned off; note the following fields will need to be completed if you opt for this recurrence:
        1. Start Date - Enter the date in the specified format.
        2. End Date - Enter the date in the specified format. 
    1. Project Description - enter details regarding this project for your team to reference
  2. In the Product Template portion of the window
    1. Click the Add Details button; for anything requesting additional information
    2. A menu will appear on the right side of the window for you to populate the requested information 
  3. Click the Launch button in the lower right corner of the window

Congratulations, your project will now appear in the Projects window for your chosen client!

⚠️ Note! You can edit the recurrence for any project, new or preexisting.

Adding a task to a project

It’s simple. When you create a task, select the project you want to add it to.

You have the option of adding it as a one-time occurrence or making it recur in future instances of the project. 

  • If you want to add a task to a project for the current month only, select “Current project occurrence only.”*
  • If you want a task to recur every month with the same project, select “Current and any future project occurrences.”

How-do-I-add-a-task-to-a-project

*Note: This will be your only option for Password Manager Credential Request and Smart Connect Connection tasks, as these never need to recur on a monthly basis. 

Editing Project details

Project details may be edited before or after a project launches. To edit the details of a Project:

  1. Visit the Projects tab within the Work module.
  2. Click the action button  on the row of the project you wish to edit, and select Edit.
  3. The Edit Project Details window will open. Make the changes you need to make.
  4. Click Save Project.

Adding a Project Watcher

Project Watchers are users who have been selected to be notified when a  project is complete.

When creating a new project, use the dropdown to select the names of users you want to make into Project Watchers. You can also start typing their name if you don't see it in your drop-down:


Simply click create once your project information is complete. Anytime you bring up project details, Project Watchers will be listed and can be edited from the area shown below:

⚠️ Only the requester can update the Watcher(s).

Available recurrence options in Projects

Yearly, Monthly, Weekly, and Daily with adjustable intervals.

The Projects feature allows you to select a recurrence of Yearly, Monthly, Weekly, or Daily. Additionally, you can set the recurrence to skip periods to further customize it. For example, you can set a recurrence for every 3 weeks, every 4 days, every 3 months, and so on.

You can edit the recurrence for any project, new or existing.

Upon creation or editing of monthly or yearly recurring projects, users have the option to choose between calendar days or business days, enabling weekend day selection for project launch and/or due date. The option will not be available for daily or weekly recurrences.

Reviewing established projects' recurrence

In the Work module, click on the Projects tab. You'll see a table with all your projects listed. The second-to-last column on this display provides the recurrence for each project, as shown below.

Organizing Projects Using Filters

You can use the Clients and Status filters to surface only the projects you want to see.

Client filter

If you only want to see projects pertaining to a specific client, you may select their name from the Clients drop-down filter.

Project Status filter

If you’d like to see your projects listed by their status, you can filter them using the Status drop-down on the Projects tab of the Work module. This can help you easily see which projects are on or off track, upcoming, or completed. 

You can also choose to filter all open projects, which will show projects across the On Track, Off Track, and Upcoming statuses.

 

Completed Projects

If you’d like to see which projects have been completed, simply select “Completed Projects” under the “Status” drop-down on the Projects tab of the Work module. The list of completed projects will appear below. 

Note that you cannot add or delete tasks from completed projects.

Upcoming Projects

“Upcoming Projects” are projects that have a start date in the future. You might wish to see upcoming projects to help plan your workload, make sure all project parameters are being addressed, or to edit the tasks in the project as needed.

To see upcoming projects, simply filter for them using the “Status” drop down on the Projects tab of the Work module.

Note that you cannot work on any task assigned to a project until its Start Date.

Deleting a Project, a Project template, or a task within a project

Deleting a project

If you want to Delete a project, navigate to the three dots on the project and select Delete Project. You will have the option to delete only this project or this project and its future occurrences. If you only delete this occurrence it will still recur next time. Past occurrences will not be affected. If you do not have this option for a particular project, you do not have permission to delete. 

If you wish for this to be the last recurrence of a project, navigate to the three dots on the project and select “End Recurrence.” This project will not recur anymore. If you do not have this option for a particular project, you do not have permission to end this project’s recurrence. 

Deleting a Project Template

Note: you will need to be a Partner Admin or Partner Ops role to delete a Project Template you created.

To delete a Project Template take the following steps:

  1. Navigate to Work module from the partner portal or client portal view.
  2. Click the Projects tab.
  3. Click the Project Templates button.
  4. Find the Project Template you would like to delete.
  5. Click the three dots in the Action column for the Project Template.
  6. Click the Delete option.
  7. A warning message popup window will appear.
  8. If you want to proceed, click the Delete button; if not, click the Cancel button.
Deleting a task from a project

  1. Navigate to the Work module.

  2. Select the Projects tab.

  3. Expand the Project you would like to delete the task from.

  4. From the Action column, select the three dots for the task you want to delete.

  5. Select the Delete option from the drop down list.

  6. When the popup window appears, select the option that you would like:

    1. Delete task from the current project occurrence only;, or 

    2. Delete task for current and any future project occurrences

  7. You have successfully deleted your task occurrence from a project.