Workflows allow you to create a list of pre-set tasks that you can re-use with any contact or matter. This can be particularly useful when you need multiple staff members to follow the same processes.
Please watch this video or follow the steps below:
1) To create a workflow, head over to the workflow page by clicking on "Automation" and selecting "Workflows".
2) Click on "New Workflow".
3) Give your workflow a name. In this example, we're creating a workflow for a new client. After that, create the event by clicking on "New Event". The events serve a "trigger" for all the following tasks.
4) Name your event, and give it a description if you like. This event typically signifies some kick-off or ending point in the case.
Clicking "More Options" will allow you to setup additional rules you always want this event to follow:
5) Next click "New Task". Name your task, and assign a due date (typically after your event).
Clicking "More Options" will allow you to setup additional rules you always want this task to follow:
6) Keep creating tasks and assigning due dates, until you've created tasks for all the steps in the workflow. Then hit save.
7) To apply the workflow, click on the green "New" button, from within a contact or a matter.
8) Select "Apply Workflow".
9) Select which workflow you would like to apply, and click on "Apply Workflow".
10) Assign a due date to the event. Keep in mind that the due date of all the tasks in your workflow are based on the due date of the event. In this case, we received the retainer agreement on May 10th.
You can use this time to verify all the set attendees and more options are correct by clicking "Show more information..." for all events and tasks within this workflow.
11) Scroll down and click "Save" once you've verified all events and tasks are setup correctly.
What happens now?
All the tasks (and the events) you created, will now appear in your activities tab. When you complete a task, simply hover over it with your mouse, and select "Completed". You can treat this like a check list.
The tasks will appear in the calendars, and agendas of the staff members they've been assigned to.
Here is a video of how Brent Sibley from Sibley Law Firm uses task and event workflows for his personal injury law firm:
For more information on what you can do with tasks, please see our Tasks Tutorial.