Creating a workflow can simplify your daily tasks and save you time. This article will show you how to create a workflow with some simple, easy steps.
To create a new workflow:
1. Click on Automation in the menu on the left sidebar.
2. In the first tab, Workflows, click the Add button.
Create the Trigger: A trigger is an event that will initiate the workflow. Examples of triggers include the creation of a new client, matter, task, or lead, updating a matter, moving a matter or lead to a new stage, or activating a user.
3. Set up the trigger that will initiate the workflow by selecting one of the trigger types.
Matter created: The workflow begins when a new matter is created and saved.
Matter updated: The workflow executes when changes are made to an existing matter and saved.
Contact created: The workflow executes after a new contact is created.
Task created: The workflow initiates when a task is added to a matter.
Matter moved to stage: The workflow executes when a matter is moved to the next stage in the process.
Lead moved to stage: The workflow executes when a lead is moved to the next stage.
User activated: A designated user can manually activate the workflow as needed.
The Continue button will change to blue once you have selected a trigger.
4. Select the user who will be able to trigger the workflow from "Trigger by" dropdown. For example, you can set the workflow to initiate when you or anyone else creates a matter or select a specific person from a list of available users.
5. Click the blue Continue button to open the task selection page.
Define the Actions: The next step is to define any actions or tasks that must be completed in the workflow. Examples of actions include:
Create Matter: A new matter is created using the information entered in the action template.
Create Person: A new contact record is created using the information entered in the action template.
Add Task to Matter: The defined task will be added to the specified matter, and one or more users can be assigned to the task and notified by email.
Send Email: An email will be sent to specified recipients, and CC and BCC recipients can be added.
Add Event: An event, such as a meeting, will be created with details such as participants, date/time, and location.
Send SMS: A text message will be sent to specified recipients with a maximum message length of 160 characters.
Create Document: A new document related to the matter will be created from the selected template and associated with the matter record.
As demonstrated below, the Event options window will display if you select Matter created, Lead created, Matter moved to stage, or Lead moved to stage. Here's how to complete the action details:
1. Pipeline: Choose a workflow category. A pipeline displays your stages and phases in a Kanban view.
2. Stage: Choose from a list of stages applicable to the selected workflow.
3. Click the blue Continue button to move to the next step.
4. If you select Matter updated, Client created, Task created, or User Activated trigger, the Actions page will display immediately. Select an action and click the blue Next button. For example, if you select Add Task to Matter, you'll see a screen to define the task details.
5. Complete the action details as applicable, using the field options as needed.
Remember:
a. Fields denoted by a red asterisk are required.
b. Click the "Add Icon" on the field to open a list of options for populating the field. You can type a value for each field or you can pull data from the matter record, as applicable.
c. Click Add User if you need to assign the task to multiple users.
6. Click Save to create a new workflow with the new action. Or, if you need to create additional actions for the workflow, click Continue + new action to save the workflow and add more actions.
By following these steps, you can set up a customized workflow that meets your needs and streamlines your work process. With automation, you'll have more time to focus on what really matters.