Purpose: Trigger actions when a specific set of conditions are met.
Cost: $4,200 one time cost and then $100/month
- Example Workflows
- Workflow Functionality for Types of Users
- Viewing Workflows
- Admin View of All Workflows on a Site
- Building Workflows
- Text survey questions to former clients based on problem codes 30 days after the case closing date;
- Automatically create a task to check for all required documentation 10 days after the case open date;
- Create a case alert when the case is flagged for affirmative litigation;
- Create a client alert when the phone or address changes on a case;
- Create a client alert when a new case associated to a current client is created.
- If Funding Code is Grant A, prompt the user to complete an identified process in LegalServer.
- If the Legal Problem Code is Eviction, prompt the user to upload the eviction notice (a document).
- If the Legal Problem Code is Foreclosure, prompt the user to send an external form requesting more information and the mortgage documents.
- If a case is closed, send the client a link to the agency's satisfaction survey 30 days after closing.
- Automatically send an SMS Reminder to all attendees (or a subset there of) the day before they are scheduled to appear in court.
- Automatically schedule a task once a certain calendar event has passed in a case.
- Automatically schedule a deadline on a specific activity is entered in a case.
Workflow Functionality for Types of Users
- Set a due date on a task in relation to when a step in the workflow is completed.
- Require a set of tasks to be completed before the workflow is considered complete.
- Prompt the caseworker to launch a specified process.
- Create an alert for the caseworker to upload a document.
- Prompt the caseworker to send an external process.
- Prompts the caseworker to schedule and send a specified actor an SMS or email.
- Prompt the caseworker to schedule send a reminder of a calendar date.
- Prompt the caseworker to schedule a calendar event.
- Prompt the caseworker to schedule a calendar task.
- Prompt the caseworker to schedule a calendar deadline.
- Set a workflow to occur automatically, so certain actions take place regardless of whether the casework executes the workflow.
- Modify an existing workflow and indicate whether the pending workflows should be updated or allowed to be executed as is.
- Inactivate an existing workflow and indicate whether the pending workflows should be dismissed or allowed to be executed as is.
- See all upcoming workflows on my cases, so I can be prepared for the work to come.
- Be alerted of all workflows currently due on my homepage and on the case profile, so I can launch the next step easily.
- Dismiss any workflows that may have been automatically scheduled but are not applicable or no longer applicable for a case.
- Provide a reason for dismissing a workflow for compliance reasons.
- See all completed workflows and some information about when they were completed and by whom.
- See all dismissed workflows and some information about when they were dismissed, why, and by whom.
See a log of all pending, dismissed (and the reason they were dismissed), and completed workflows on all cases I supervise in a report.
- See all workflows outstanding across all cases on the site.
- See a workflow profile that shows all steps in the workflow.
The option to set a reminder to be emailed, texted, appear on a user's home page, or appear on a case profile when a workflow is a certain number of days overdue.
There is a Current Workflows listview available on the Home Page, or Case Profiles. In addition, there are a few static pages that might be useful. Similar to the Current Assignments list view.
Includes a "Current Step Result" column that is a link into the workflow for that case.
Displays all workflows on a case, with a default filter of "Status = In Progress". Shows the date and time the workflow started, the number of completed and total steps, the current status, the date and time of the last update and who updated it.
My = Primary Assignment?
Displays the date and time each workflow was started, the workflow name, the case/matter it is linked to, and the number of steps completed and total steps.
There are two Workflow related Listviews that can be added to cases. One lists "active" workflows that have not yet been completed. The other lists all workflows triggered on behalf of that case.
Admin View of All Workflows on a Site
From the Admin Menu, you can find a page on Workflows. This allows admins to create, modify, and oversee any workflows that are in the system. This is behind a User Role Permission for "Workflow Admin".
Displays each workflow name, whether it is active, an icon to edit active status, and an icon to edit the workflow.
Clicking a workflow name displays the workflow profile, with an Actions menu > Edit this Workflow link.
Current Workflows will display workflows that have triggered but are not yet completed. You can click on that workflow timestamp to see the details of that Workflow Run. This then shows details about the workflow and then the different steps in place.
In creating a new workflow, you have to determine the module that it will examine for new items.
Available modules are:
- Calendar Event
Different modules will present different triggers. The Trigger is what is checked to see if the workflow should run.
- Disposition Change - choose any change to disposition, or one or more specific dispositions
- Field Value Change
- New Case Current Client - Create New Case for Client and Quick Case Copy
- Time Since Event - This has a feature where you can specify the site time of the workflow to trigger. This is so that you are not sending an email to a client at 5am. The new field "Time of Day" takes any valid time value. There is no validation on this field as of yet, so you'll have to be careful in how you enter the time. "10:00" and "3:00 PM" are both valid options. If no time is set, noon is the default.
- Activity Created (where you can specify the Activity, Item, and Venue that would need to match.
- Case Calendar Event Passed
- New Case From Pending Case Transfer - whenever a new case is created from a pending case transfer.
- New Case Document from Pending Case Transfer - whenever a new case is created from a pending case transfer that contains a transferred document.
Trigger timing. Triggers are checked hourly in the background. If the trigger has passed, but the workflow has not yet run, the workflow will run on the next pass of the checks.
Triggers can also utilize a logical Expression to further limit the triggers on the case. The fields present in this filter will match the module that is being applied.
Workflow steps can be limited based on what the workflow module and trigger are. You can add multiple steps that will be run consecutively.
- Add Note - set the Note Type, Subject, and Body of the note.
- Add Related Module Note - set the Note Type, Subject, and Body of the note.
- Create Alert - set Message and the trigger date for the alert.
- Create Deadline - set Title, Task Type, Completed, Private, and Due Date as a number of days after created.
- Create Task - set Title, Task Type, Completed, Private, and Due Date as a number of days after created.
- Launch External Process - choose from a list of active external processes on a site to be sent to the client. The contact method for the client can be set to either SMS or Email. The expiration date can be configured and the text message can be customized.
- Launch NLU Process - choose from a list of active NLU ready processes to be sent to the client. This must be sent via SMS. This requires NLU to be enabled on the site.
- Launch Process - choose from a list of active auxiliary processes. The user to run the process can be notified via email, SMS, LegalServer Message or Case/Matter Alert
- Send Survey - choose from a list of active external processes on a site to be sent to the client. The contact method for the client can be set to either SMS or Email. The expiration date can be configured and the text message can be customized.
- Send Message - Either an email or SMS can be sent. The message body and subject (if an email) can be specified. The recipient is determined by a multiselect that includes:
- Family Member
- Non-Adverse Party
- Real Party in Interest
- Adverse Party
- Common Adverse Party
- Case Contact
- Set Value - This allows you to set the value of a specific field automatically as part of a Workflow.
Potential future workflow steps include:
- Create a Service record
- Create Event
A top level Workflows table is available.