Tasks Without Notes Report

Report Overview

The Tasks Without Notes Report lists tasks that have no case note attached to them. It is the fastest way to audit case note compliance - instead of opening every task to check, you get the gaps in one list.

A task is listed when it has no note at all. A task whose notes have all been deleted counts as having none.

Apart from only showing tasks with no notes, this report behaves exactly like the Tasks Report - the same columns, the same filters and the same summary cards.

Where to Find It

1. From the left-hand menu, select Reports.
2. Under Tasks, select Tasks without Notes.

All Tasks and My Tasks

Above the table there is a Tasks choice with two options:

All Tasks
Every task you are allowed to see across the organisation.

My Tasks
Only the tasks assigned to you.

Admins and Managers can switch between the two, and the report opens on All Tasks. For Team Members, the report always shows My Tasks, so if you are asking a Team Member to clear their missing notes, they see only their own tasks.

Total Billable and Unbillable Hours

Two summary cards sit above the table:

Total Billable Hours
The billable time across every task in the report.

Total Unbillable Hours
The unbillable time across every task in the report.

Both cards reflect the filters you currently have applied. On this report they tell you how much time has been recorded - and in the case of the billable figure, potentially invoiced - without a case note to back it up.

Report Columns

Click any row to open the task viewer, where you can add the missing case note without leaving the report.

The Date, Completed, Coordinator, Participant, Name, Billable and Time columns can all be sorted by clicking the column heading. The report opens sorted by Date, newest first.

Date
Date of the task.

Completed
A ticked box when the task has been marked as complete, and an empty box when it hasn't.

Coordinator
The coordinator the task is assigned to.

Participant
The Participant who the task is for.

Name
Name of the task.

Billable
An icon marks an unbillable task. Billable tasks show nothing in this column.

Time
The total time recorded against the task, shown in hours to two decimal places. This is billable time and unbillable time added together, not billable time alone. Tasks with no time recorded show a dash. For the billable-only and unbillable-only figures, use the two cards above the table.

Report Filters

Date
The date range the report covers, matched against the task's date. This filter is always applied and cannot be cleared. It opens on the current week, Monday to Sunday. Quick presets cover last and this week, fortnight, month, quarter and year; to look at a future date range you will need to set the dates yourself.

Search
Free text search that matches the task name. It does not search Participant or coordinator names.

Participant
Filter to one or more Participants. Includes an Unassigned option so you can find tasks that were never linked to a Participant.

Billable Status
Show only Billable or only Unbillable tasks. Setting this to Billable is the usual way to run this report, since billable time is what most often needs a case note behind it.

Region
Filter to one or more Regions, including an Unassigned option. A task matches when its Participant or its coordinator belongs to a selected Region. This filter only appears if your organisation uses Regions.

Team
Filter to the tasks assigned to the members of one or more Teams. Teams are part of Astalty Premium, and this filter only appears if your organisation uses Teams.

Team Member
Filter to the tasks assigned to specific team members, including deactivated ones.

Completed Status
Narrow the report by how far along the task is:

• Completed - the task has been marked as complete.
• Incomplete - the task has not been marked as complete, whatever its date.
• Outstanding - the task has not been marked as complete and it is dated on or before today. Tasks dated in the future are not counted as outstanding, because there is still time to do them. See Outstanding Tasks for more on what this means.

Has Charges
Show only tasks that do (Yes) or do not (No) have charges attached.

This is purely a check for whether the task has any charges on it at all - it takes no account of what state those charges are in, or whether they have been invoiced.

Combined with Billable, setting this to Yes shows tasks you have raised charges for but never wrote a note against - usually the most urgent gaps to close, since that is billed work with no record behind it. To go the other way and find billable work that is missing its charges, use the Tasks Report.