|Subject:||How create & use list of date-based tasks to use on each new case?|
|Date:||Sun, 8 Mar 2009|
I have a list of, say, 50 date based tasks that need to be done on each new
client. E.g. when a new client is obtained, five tasks might run from the
CLIENT OBTAINED date. Ten more tasks might be based on the TREATMENT ENDED
date. Another fifteen various tasks might be based on the LAST DATE
It's the same routine for each new client. Once a particular 'anchor' date
is known, I know the dependant task is due, say, 5 days after the CLIENT
OBTAINED date, or another task is due 30 days before the LAST DATE AUTHORIZED
date, and another task is due the day of the TREATMENT ENDED date.
Some third-party programs have rules-based calendaring and chained
schedules, wherein one enters the given date and reminders are set based on
the date-logic the user sets. I would like to do the same thing in Outlook
Currently, I store the 'anchor' dates in an Excel spreadsheet. I'm wondering
1) There's a way to 'automagically' use the various 'anchor' dates in Excel
and have Outlook generate the various task reminders?
2) There's a way to store the 'anchor' dates in Outlook (maybe modify a form
for each client, or create a category for each new client?) and then
'trigger' the respective dependant tasks?
3) There's a way to store the, say, fifty tasks and easily or automagically
reuse them every time a new client is entered?
Hopefully it is clear what I need, and hopefully Outlook 2003 can accomplish
this. (I'm using Excel 2003, because I think Access 2003 is simply beyond my
understanding. I'm not a VBA coder.)
Here's a list of just some of the tasks that I must do for every client:
Send Agreement for Services: CLIENT OBTAINED + 0 Days
Send Thank You for Referral Letter: CLIENT OBTAINED + 0 Days
Send Welcome Letter: CLIENT OBTAINED + 0 Days
Check on Receipt of Agreement of Services: CLIENT OBTAINED + 1 Week
Call Client if Agreement Not Received: CLIENT OBTAINED + 10 Days
Send Confirmation of Status Letter 1: LAST DATE AUTHORIZED - 12 Weeks
Send Confirmation of Status Letter 2: LAST DATE AUTHORIZED - 8 Weeks
Send Confirmation of Status Letter 3: LAST DATE AUTHORIZED - 4 Weeks
Call Insurance Company re Renewal: LAST DATE AUTHORIZED - 10 Days
Present Future Treatment Plan: TREATMENT ENDED + 0 Days
Send Insurer Detailed Accounting: TREATMENT ENDED + 5 Days
Call Client re Status: TREATMENT ENDED + 1 Month
Write Client re Status: TREATMENT ENDED + 3 Months
Write Client re Status: TREATMENT ENDED + 6 Months
Close File: TREATMENT ENDED + 1 Year
Of course, there are more 'anchor' dates than just the three listed above,
and many more tasks are dependant on each 'anchor' date.
It would be VERY useful to be able to create the 'template' of all these
tasks once, and to have them 'automagically' create themselves whenever the
particular 'anchor' date is obtained (or learned).
So... can it be done completely in Outlook 2003? Would I need to integrate
Excel 2003? How 'automagically' can it be done, and how easily?
Thanks VERY much in advance for any thoughts. I'm sure I'm not the first
person who has had this problem. Surely one or more of you can think of a
solution for me and the many others who face this situation.