Workflows


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


Status: Development. Everything on this page is subject to change. Yes, Virginia, Everything.


Cost: To be determined.

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.




Viewing Workflows on a Case

/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.


Viewing Workflows on My Cases

/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.


My Workflows on the Home Page

Current Workflows list view. Similar to the Current Assignments list view.


Includes a "Current Step Result" column that is a link into the workflow for that case.


Admin View of All Workflows on a Site

/workflow


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.



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 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.



Building Workflows


Workflow Triggers

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


Trigger timing. Triggers are checked ....



Workflow Steps

Current options.

  • Create Alert - set Message

  • Create Deadline - set Title, Due Date as a number of days after created.

  • Create Task - set Title, Due Date as a number of days after created.

  • Launch Process - choose from a list of active auxiliary processes

  • Launch External Process - choose from a list of active external processes on a site

  • Send Survey