To access the To-Do List, do one of the following:

• Click on the ‘To-Do List’ button on the Trustee Suite Main Menu toolbar.
• Press ‘SHIFT+F8’.

The To-Do List window (shown below) displays the various tasks that require your attention.

Note:  Both the To-Do List and Tickler Report share the same parameters screen so any changes made on the To-Do List will also be defaulted to the Tickler Report.  The difference between the Tickler and To-Do List is that the Tickler is a report, while the To-Do List is on screen and interactive.  For example, with the To-Do List, you can click on a line and navigate to the appropriate Trustee Suite screen for editing.

To-Do List Date Range

The first time you click on the To-Do List button, you may be prompted that you need to “Build New List”.

Click on ‘Yes’ and you will be taken to the Recreate List screen shown below.

Likewise, the first time you click on the ‘To-Do List’ button, you may be prompted to first run the Tickler Report.

The Recreate List screen (shown above) is where a Date Range for the To-Do List is selected.  You can select a specific date range by clicking on the calendar and manually selecting a date, or you can use the new features.  These features allow you to select a specific time for your To-Do List. You will have the option to choose one of the following:

• Today – Selects the current date.
• This Week – Starts with the prior Sunday of the current week.
• Current Month – Starts on the 1st of the current month and continues to the last day of the month.
• Next 7 Days – Starts with the current date and adds seven days.
• Next 14 Days – Starts with the current date and adds fourteen days.
• Next 30 Days – Starts with the current date and adds thirty days.

To-Do List ‘More Options’

Once you have set a Date Range, click on the To-Do List ‘More Options>>’ button to view the additional parameters that you can choose from to create your To-Do List.  The parameters screen has been divided into sections, shown below, to help make your selections easier.

Case Filters

Five parameters are available.  Every time you update the case filters and create your list, the changes will become the default.

• Trustee:  When filtering by Trustee, only cases tied to the trustee will be displayed in the Case drop-down.
• Case:  The drop-down list provides a list of Case Numbers from which to select.  These are tied to the Trustee and Staff drop-down lists, and will only provide Case Numbers to which the Trustee and/or Staff selected are assigned.
• Staff:  The drop-down list provides a list of all staff members.  These are tied to the Case drop-down list, and will only provide staff members that are assigned to the Case Number.
• Deactivated Cases:  These include any cases that have been deactivated for the date range selected.  If a case is deactivated but the reason is “offloaded”, the case is included regardless of this selection.

Include Events

Checkboxes make selecting an event easier.  To include an event for the To-Do List, select the checkbox next to the event.  A user can select any number of events to be included in the list.  Once the list has been created, those selections will remain the default until changes are made and a new list is created.  The options for Include Events are listed below.

• Expiring Bonds:  The Trustee’s Blanket Bond amount and expiration date are entered on the Trustee List screen (from the Form Selection toolbar on the far left side of the page, select the ‘Trustee’ tab, the ‘Table Maintenance’ link from the Trustee sub-menu beneath the tabs on the far left side of the screen and select ‘Trustee’ from the second sub-menu.  Select the appropriate entry under the ‘List’ tab and click on the ‘Details’ tab to invoke the following screen:

If a case has an individual bond, that information should be entered on the Case form (From the Form Selection toolbar on the far left side of the screen, select the ‘Case’ tab).  If either or any of those bonds will expire during the selected Date Range, they will be reported if you include “Expiring Bond” as an Included Event.

• Maturing TDAs:  If you have Time Deposit Accounts with Mechanics Bank, include this item as an Included Event to list any TDAs that are maturing within the time frame you enter in the Date Range.
• Stale Checks:  This item will alert you if outstanding checks will be over 90 days old within the Date Range.  You may then issue Stop Payment orders on them.
• Attention Cases:  Cases you have previously marked as Attention Items will be listed on the report if you include “Attention Items” as an Included Event.
• Tardy NDRs:  You determine what constitutes a “tardy” No Asset Report (NDR) by entering a number of days past the IDE date.  This information is entered on the System Options page (shown below for both the ‘User-Specific’ and ‘System-Wide’ tabs) of the top Main Menu toolbar (File Menu).  Select ‘File’ > ‘System Options’.  If a case falls into “tardy” status during the To-Do’s Date Range, it will be listed on the screen if you include “Tardy NDR” as an Included Event.
• A/R Payments Due:  Select as applicable.

Custom Dates

Custom Dates are broken out in their own grid.  They can be selected by checking on the ‘Include’ box next to the Date Name.  You can check any number of custom dates to be included in the generated list.

To have a Custom Date displayed in the grid:

1. Go to Case Administration Dates List screen (shown below) via the top Main Menu toolbar (File Menu); select ‘Tables’ > ‘Setup Tables’ > ‘Case Administration Dates’.
2. From the ‘List’ tab, select (single click on) the date you would like to include.
3. Go to the ‘Details’ tab of the date you would like to include and check the ‘Show date on Tickler and To-Do List Report Parameter Screens’ checkbox.

You also have the choice to show only those cases with ‘Estimated Only’ dates or ‘All Dates’ via the respective checkboxes.

System Dates

The System Dates have the same grid display as the ‘Custom Dates’ along with the ‘Include’ checkbox beside each option.  You can check any number of System Dates to be included in the generated To-Do List.  If you do not want to see a specific System Date show in the grid, you can update the Case Administration Dates maintenance table (shown directly above) by deselecting the ‘Show date on Tickler and To-Do List Report Parameter Screens’ checkbox.

Calendar Events

This feature allows you to include dates that have been set up in the Trustee Suite Calendar.  When the option to ‘Include Calendar Dates’ is checked, three parameters are available for the user, as shown below.

• Current User All:  Includes all calendar dates, public and private.
• Current User Public:  Only includes the public dates set up by the current user logged into the system.
• All Users:  Displays the public calendar events for all users of the Trustee Suite system.

Report Options

The ‘Page Break for New Case/Date’ option is used when printing a report from the To-Do List.  Selecting this option will create a new page for each new case/date on the To-Do List.

To-Do List Screen

The To-Do List screen is an interactive tool that displays all the information from your created list as well as tasks that might require your attention.  The data that is initially displayed on the To-Do List will be the same data that was displayed the last time you were working in the To-Do List.  If you receive a message stating that your “To-Do List is Empty”, you do not have any tasks that require your attention.

If you wish to recreate your list, click on the ‘Recreate List’ button to enter new parameters.  See the To-Do List Date Range and To-Do List More Options sections near the top of this page for more information on how to enter your parameters.  When you are finished, click on the ‘Create List’ button and your new information will appear on the screen.

To-Do List screen:

• A display of your created list information is at the bottom of the screen and will tell you the Date and Time of the last created list for a specific date range.
• The ‘Show Expanded Tree View’ checkbox is defaulted to checked when you first enter the To-Do List screen.  You can change this checkbox at any time without having to Recreate your list.  Any changes made to this checkbox will be saved and used as the default for subsequent use.  This is also user specific and will be set according to the login name and password used to enter Trustee Suite.
• The plus and minus signs to the left of each listed item indicate whether or not there is another level of information to view.
• Click once on a plus sign to “expand” the view.
• Click once to highlight an item on which you wish to work.  Double click on that highlighted item to navigate to the specific case and screen containing that item.

Examples:

• Double clicking on a ‘Stale Check’ entry automatically goes to the ledger for that check.  This allows the check to either be viewed, marked paid or flagged for Stop Payment.  By closing the Ledger Form, the screen returns to the To-Do List.
• Double click on any date or ‘Attention Item’ listed to go to the Case Information Page to view or change a date or any case information.  When the Case Information Page is closed, the screen reverts to the To-Do List.
• Double click on a ‘Maturing TDA’ entry to navigate to the Account Information Page, where the TDA (Time Deposit Account, or CD) can be closed if you are within the 5-day “grace period”.

Note:  When you navigate to a specific case via the To-Do List, it will become the “current case” (with the case name appearing on the Title Bar).

• Click once on a minus sign to collapse the view.
• Right click on an item to display a menu that allows you to delete or edit the item.  Editing will bring you to the specific case and screen for that item.
• Deleting an item will only remove it from your list; it does not delete it from the system.  Recreating your list will bring back any deleted items.

Group To-Do Items by Field (To-Do List Screen)

In the To-Do List screen, there are three radio button options in the field ‘Group To-Do Items by:’ (shown below) which allow you to select how you would like your items grouped on the screen.  You may change these settings as many times as you like without having to Recreate your list.

• Group by Case Number (Name):  Select this option to see your list displayed by Case Number.
• Group by Event:  Select this option to see your list displayed by Events.
• Group by Date:  Select this option to see your list displayed by Dates.