Create and Manage Workflows

To help you keep all your tasks organized and meet deadlines, you can create a workflow for a matter with a set of customizable triggers that enable you to automate key actions based on specific events, ensuring that no critical step is missed.

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Create a Workflow

To create a workflow:

1. From the left navigation panel, click Practice.
2. From the Practice menu, click Workflows.
3. On the Workflows screen, click +Add Workflow.
   
4. In the Add Workflow window that opens, enter a Workflow name.
5. Enter a description for your workflow.
6. If you wish to use this workflow with Project Management, enable the toggle button.
   Note: This option will only appear if you have enabled project management for your firm.
   This will allow you to utilize the statuses to trigger tasks and events in the matter type you choose.
7. Click Add Workflow.
   You can now add tasks and events to the workflow using the + icon.
   Note: The workflow will be triggered when it is assigned to a matter.

Configure Tasks on a Workflow

To add tasks to the newly created workflow:

1. Click the + Add icon below Workflow Assigned to Matter.
2. From the Add Action menu, select Task.
   
3. In the Configure Task pane, fill out the fields.
   
   Configure Task Screen Fields

   Task Name	Enter a name for the task you are configuring
   Description	Give an appropriate description to the task for the reference of the assignees.
   Billing Status	You can choose to make the task billable, non-billable, no charge, or billed.
   Task has due date	If you wish the task to be accomplished in a specified period of time, toggle the button on.
   Priority	Choose from high, medium, or low.
   Due In Days Before/After	Specify the number of calendar/business days in which the task needs to be completed. Choose from before/after the task list in the drop-down below. Note: You can choose the dependency from the due date or the complete date of the previous item.
   Assignee	Specific Assignee:  Select a specific assignee from the drop-down. Custom Role: Select a custom role that was created when Customizing Your Drop-down Menus (List Items)
   Additional Assignee	You can add additional assignees to the task for specific and custom role, if desired.
   Notifications	Clicking this will allow you to add a reminder
   Custom Labels	You can choose to select a label from the drop-down or add one of your own.

4. Once you have entered all the relevant fields, click Save.
   Your task will be added to the workflow and be triggered when the workflow is assigned to a matter.
5. To edit or delete the task, click on the three dots and from the drop-down, select the relevant option.
   Note: Deleting a stage will also delete all stages that are solely dependent on it. Make sure to move those tasks and events to be dependent on other tasks before deleting.
   

Configure Events on a Workflow

1. Click the + Add icon below Workflow Assigned to Matter.
2. From the Add Action menu, select Event.
   
3. In the Configure Event pane, fill out the fields.
   
   Configure Event Screen Fields
   

   Add Title	Enter a name for the event
   Add Location	Enter the location of the event
   Start Date Start Time	Enter the start date and time
   End Date and Time	Enter the date and time when the event ends
   Add a Description	Give an appropriate description if desired.
   Billing Status	You can choose to make the event billable, non-billable, no charge, or billed.
   Event Owner	Assign the event owner: Specific Assignee:  Select a specific assignee from the drop-down. Custom Role: Select a custom role that was created when Customizing Your Drop-down Menus (List Items)
   Attendees	Add attendees if desired: Specific Assignee:  Select a specific assignee from the drop-down. Custom Role: Select a custom role that was created when Customizing Your Drop-down Menus (List Items)
   Send Invitation Emails to Attendees	Check the box if you wish emails to be sent to the attendees
   Custom Labels	You can choose to select a label from the drop-down or add one of your own.
   Notifications	Clicking this will allow you to add a reminder

4. Once you have entered all the relevant fields, click Save.
   Your event will be added to the workflow and be triggered when the workflow is assigned to a matter.
5. To edit or delete the event, click on the three dots and from the drop-down, select the relevant option.
   Note: Deleting a stage will also delete all stages that are solely dependent on it. Make sure to move those tasks and events to be dependent on other tasks before deleting.

Manage Your Workflow

To make changes to a workflow, click on the three dots on the specific workflow where you want to make changes and from the drop-down select the appropriate action.

View	Clicking view will allow you to see all the tasks and events assigned to the specific workflow
Edit	Clicking edit will allow you to rename the workflow, change its description and use Project Management triggers and actions.
Copy	If you copy the workflow, you can use all the tasks and events of the existing workflow and create a new one.
Export	Clicking Export will download a copy of the workflow to your machine
Delete	If you wish to remove the workflow from your list, you can select delete. You will need to acknowledge the confirmation message by clicking Yes.