Editing Smart Task Templates

To edit a Smart Task template, either go to the Settings menu (cog icon) or go to the Tasks tab and click on the Smart Task button:

This will list all Smart Tasks templates. Click on one of the tasks to view or edit. The right-hand panel will open to display all relevant settings. Note: Any changes made will also affect any incomplete tasks previously created by that Smart Task.

Task Details

Within any of the Smart Task template, you can enable a Records Required toggle:

This adds a folder icon to the task list at line level. When clicked, it records the date documents were received. Until clicked, the icon remains greyed out. This helps track document readiness for tasks such as VAT and Year End accounts.

Smart Task Settings

Update on completion means that once the task is marked as complete, this field will be updated, which will generate the smart task for the following period. For AML, completing the task updates the next review date based on the client’s risk level and last risk assessment date.

Internal

There is a section to assign to account manager (default) or any user.

You can also add any relevant notes related to the task:

Planning

Each Smart Task has a Planning Section, where you define:

• Start Date: When the task becomes visible or actionable.
• Complete By: The internal target date.
• Deadline: The actual external deadline.

The planning section allows rules to be applied to an example due date shown greyed out on the top bar of the planning section. In this example, the company has a year ending 31/12/2025 and the Accounts due date has been set as 30/9/2026. You can use the dropdown menus to select a certain number of days/weeks/months that occur before/after a date relative to the due date. This will then set the planned start, planned complete and deadline dates.

You can amend the settings and see the resulting dates against each line (start, complete and deadline). When you are happy with the amendments, click the “save” button top right.