What is a Key Date?
A key date is a date that is important to the functionality of your work type. This could be the incident date of an accident, the date a service desk ticket was responded to, the completion data on a property sale. A key date is itself a work type, this is because key dates have a phase model. They can be in progress or done. Key dates can be created or updated either through the user interface or via execution engine workflow.
Where Do I See Key Dates in the System?
Key dates are can be added onto your work type view using a variety of widgets or aspects. The portals can be configured to show only important dates whilst the key facts blade can show a list of all dates. The key dates portal widget offers a refined view of the key dates on a work type.
For a full view of key dates, the Key Dates aspect can be added to a work type blade.
Configuring the Key Dates Aspect
See the Add an Aspect to a Work Type article for information. When configuring the Key Dates Aspect, you can set it to poll for changes based on a list of events and select key date types from the list that you want to refresh on save.
Changing the Date Format of Key Dates
The way the date is formatted depends on your browser settings. The standard UK date format is dd/mm/yyyy, while the USA standard is mm/dd/yyyy. As different browsers may have these settings in various locations, use an internet search engine to discover how to check and adjust your browser's settings.
In Chrome, navigate to settings, then on the Language tab, move the relevant language to the top of the list. With the settings shown in this image, Key Dates in ShareDo on this browser will be displayed in the UK standard: dd/mm/yyyy.
Key dates can also be added shown on a work type calendar widget.
What Is the Difference Between Captured and Tracked Dates?
ShareDo comes out of the box with several preconfigured key dates. You can choose to delete these. Within that key dates structure are two structural dates Captured and Tracked. This can be used to separate out dates that are immediately set to done - the date is just captured - to dates that are in the future and are being tracked.
What is a Key Date Category?
A key date category is a way of grouping together key dates that are conceptually similar. In a house sale, you might have various search dates that have an expiry, so you could group these dates together. In the view shown below the dates are grouped into their categories on the screen.
Can I See My Key Dates in Outlook?
ShareDo can be configured to sync to on-premise or Office 365 Outlook calendars. For more details, see the calendar sync feature.
| Value | Description |
|---|---|
| System Name | This will be automatically created by the system to identify the role |
| Name | This is the role name that will be displayed in the UI |
| Description | A description of the role |
| Role Category | The role can be allocated to a category to allow similar participants to be grouped together |
| Icon | The Font Awesome icon that will be used to represent the participant role in the UI |
| Active | This indicates whether the role is currently active in the application |
| Organisational Hierarchy Role | Allows the role to be added to a user to define their role in the context of a team |
| ShareDo Role | This role can be assigned to someone within the context of a work type |
| Primary Owner | The participant with this role is the primary owner of the work type. Affects portfolio views |
| Secondary Owner | The participant with this role is the secondary owner of the work type. Affects portfolio views |
| Inconsistent Roles | Specify any roles that conflict with the role we are defining, the system will not allow a participant to hold both roles on a work type, e.g. Claimant/Defendant |
Adding a Key Date to a Work-type
Key dates can be added to work types and provided with configuration around display, validation (e.g. date cannot be after another date), they can also be linked to participants on a work type. Learn more about this in the link a key date to a work type article. The following summarises the available configuration.
| Element | Description |
|---|---|
| Key Date Type | Select the key date that you wish to link to the work type |
| Category | Select the key date category you wish the date to be under |
| Always on form | If this is checked the data will always appear on the matter key facts form, otherwise the user will need to press a plus button to add it |
| Allow multiple | Allow multiple of these key dates to be added to a matter |
| Allow Description | Allow a description to be added to a key date when entered |
| Mandatory | Set to mandatory if the date must be filled in |
| Prevent Future Dates | Do not let the user set the date to a date or time in the future |
| Prevent Historic Dates | Do not let the user set the date to a date in the past |
| Cannot be after | Select another key date that this date cannot be after |
| Cannot be before | Select another key date that this date cannot be before |
| Default Date To | Set the date to default to today / now |
| Read only on creation | Once the date has been entered the user cannot change it |
| Default to Done | Immediately set the key phase to done - used for capture dates |
| Participant Role | If the participant role is set then this key date will be duplicated for each participant with this role. If no participants have the role the key date will not be shown |