Completing Workflow Steps in a Matter

In this article:

• Getting to Know the Workflow Ribbon
• Using the Workflow Ribbon
• Accessing Workflow History

Actionstep Practice Management allows your firm to build custom workflows for each matter type. This workflow consists of individual steps which must be completed as you work through a matter from start to finish. You can view these workflow steps in the workflow ribbon, which is located along the top of every matter. What steps are included depends on the matter type. 

You can also view a detailed history of the workflow.

Getting to Know the Workflow Ribbon

The workflow ribbon shows each step that must be completed. Each step is uniquely colored to help you distinguish between them more easily.

• To access the workflow ribbon, edit a matter and view the ribbon displayed above the menu icons. 

A. Previously completed steps: These are steps you've already completed. They are ordered chronologically. You can hover over a step to view the details of when it was marked completed and by who. 

B. Current step: Shows where you are in the matter's workflow as of right now. 

C. Next step: Shows the next sequential step in the workflow. You can click this step to close the current step and move to the next one. (When you click the next step to close it, you may be presented with specific tasks to complete. Or automated processes may be started, like documents generated or emails sent.)

D. Future steps: These steps are those you will most likely complete in the future, depending on how your workflow is set up and how the matter progresses. 

NOTE:  An admin user can configure a matter type workflow so that for certain steps, there are two or more choices for how you move forward on the matter. This is represented by a numbered box on a workflow step. When you click the number, you see how many potential choices you have for moving forward. For example, after a court appearance, the case might be settled or it may be closed. If this is a possibility, you can include a jump step that closes the workflow and the matter.

Using the Workflow Ribbon

You can use the workflow ribbon to complete the different tasks required for your matter. 

Additionally, you can review the workflow history to see steps that have been completed for a matter as well and any available steps needed to close the matter.

To use the ribbon:

1. In Practice Management, view the matter you want advance to the next step. (See Editing a Matter for help.)
2. In the ribbon, identify the step the workflow is currently on. It will be the darkest shade of green.
   
3. Click the step next to it. If there is a specific action associated with changing the step, an intermediate page may appear. (For example, if you are expected to enter a note, a page appears with a note field for you to complete.)
   
4. Complete the task and click Change step. You are moved to the next step in the workflow.
   NOTE:  When you are ready to advance to a new step and there are numbers on the current step, click the numbers to view which advancement options are available. Then choose the action. 
   
5. Complete this process for each step in the workflow. 

TIP:  If you advance a step in the workflow in error, you can change back to the correct step. To do this, click the Steps menu icon for the matter. This shows your Workflow history. Then click the title for the step you want to go back to.

Accessing Workflow History

You can review a detailed history of the steps that were taken to advance a matter from start to finish. This includes reviewing who completed which tasks, how long the step was worked on, and dates around each task.

To do this:

1. In Practice Management, view the matter you want to review the history for. (See Editing a Matter for help.)
2. Click the Steps menu icon in the matter's toolbar.
   The Workflow History page appears.
3. Review the different areas of this page:
   
   1. The Workflow History section shows the previous steps of the matter that have been completed. The previous steps are lighter green while the current step is darker green. If you make a mistake and advance to a step you shouldn't, you can move the matter back to one of the previous steps by clicking that step and then clicking Change Step on the page that appears.
   2. The Change Step section shows all future steps you can complete. Click any of these to move to that step. 
   3. The Step Tree section gives you an idea of where on the step tree you are and what steps to take to get to the step you want.

Related Articles:

• About Actionstep Workflows (Admin)
• Configuring Your Workflow (Admin)
• Creating Steps for Your Workflow (Admin)