Every work item has:
Header: Where you can find the work title, associated client, status, owner, start date, due date, current task completion and the ability to schedule work.
Timeline: The timeline brings every communication (internal and external) together in one view, in chronological order (most recent first). Communications appear on the timeline when assigned to the piece of work within Triage, or when creating notes within the piece of work directly.
Tasks: The checklist of tasks that need to be completed for the project to be successfully delivered.
Time & Budget: If your company has enabled an integration with QuickBooks Time, this will show all time activities associated with the project and the time budgeted for this work item.
Details: The work description, associated work type, the work team members with activities and access, and all documents associated with the piece of work (most recent first).
The main details for your piece of work are created when you create new work. Upon creation, you can specify the work template, work title, work type, work owner, associated client, start date, due date, and work description.
Anatomy of a work item
Once you have created a new piece of work, you will be presented with the work overview details in the header, and shown the Timeline.
You can explore full details of the project by clicking the tabs below the work header (Timeline, Tasks, Time & Budget and Details). From the header, you can edit who the work is assigned to or what status the work item is in by clicking on the drop-down arrow, or edit the due date by clicking on the date. You are also able to put the work item on a repeating schedule or edit the current schedule by clicking on 'Repeats'.
The timeline for a piece of work is populated with all communications added to the work from Triage, as well as any notes taken and associated with the piece of work. Any email that is added to work will have all its subsequent communications (replies) automatically added to the work timeline. Thus, threads of communications are always added to the right timeline to minimize the effort required to manage work.
If speaking to a client, contact or colleague about a given piece of work, it is best to capture the conversation as a note directly in the timeline, to eliminate the steps of associating the note to the appropriate timeline. Simply do this by clicking 'Post a note'.
For most practitioners, checklists are heavily used so that work can be completed on-time and at quality without missing a step. The tasks tab within a piece of work is the place where those checklists reside.
You can create ad-hoc task lists, copy task lists from other pieces of work, and have pre-created task lists when creating a piece of work from a work template.
Time & Budget
To view the time & budgets tab, you will need to initiate a connection with QuickBooks Time. Before doing this, we recommend reviewing our QuickBooks Time integration setup guide. To initiate the connection, click on Settings from the main menu, then Connections > QuickBooks Time. Once completed, the time & budgets tab will appear and allow you to view existing time entries as well as create new ones. These time entries will be available and synced between both Karbon and QuickBooks Time.
The details tab holds all the remaining information on the work item. This includes information captured when the work was created like work description and work type. In addition, you can see and edit the Work team, Privacy and Recent documents. The work team is displayed based on who has had involvement in the timeline (notes and emails), tasks (any assigned to a team member), and/or a team associated via the privacy settings. Recent documents shows all documents that were attached to communications that show up on the timeline as well as any documents that were uploaded directly to the project.
Best Practice for Bulk creating work
For an add-on fee, have work created in bulk across your clients. First, Create work templates for any standardized processes or services you offer your clients and then reach out to our customer support on firstname.lastname@example.org or through the chat in-app. We'll use those work templates to create a customized spreadsheet for you to populate and then import your work in bulk for you.