Automated Workflows


Purpose: Trigger actions when a specific set of conditions are met.


Status: Available


Cost: $4,200 one time cost and then $100/month

Example 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


Workflow Builders

  • 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.


Caseworkers

  • 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.


Case Manager

See a log of all pending, dismissed (and the reason they were dismissed), and completed workflows on all cases I supervise in a report.


Any User

  • See all workflows outstanding across all cases on the site.

  • See a workflow profile that shows all steps in the workflow.


Site Administrator

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.


Viewing Workflows

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.


Static Pages

  • /matter/workflows/view/matter_id


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.


  • /workflow/my_cases


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.


Admin View of All Workflows on a Site

/workflow


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.


Building Workflows

In creating a new workflow, you have to determine the module that it will examine for new items.

Potential modules are:

  • Case/Matter

  • Activity

  • Bundle

  • Calendar Event

  • Note


Workflow Triggers

Different modules will present different triggers. The Trigger is what is checked to see if the workflow should run.

Current options:

  • 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

  • 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 as of 2022-07-08).


Trigger timing. Triggers are checked ....


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

Workflow steps can be limited based on what the workflow module and trigger are. You can add multiple steps that will be run consecutively.


Current options.

  • 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 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

  • 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.

  • 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:

    • Client

    • Family Member

    • Non-Adverse Party

    • Real Party in Interest

    • Assignment

    • Adverse Party

    • Common Adverse Party

    • Case Contact


Potential future workflow steps include:

  • Create a Case Note

  • Create a Service record

  • Create Event


Reports

A top level Workflows table is available.