In this article, you will learn how to add and customize steps to workflows, and how to define step trees.
'Steps' represent the different stages within a workflow. How steps are defined for each workflow is totally up to the individual user and there are no right or wrong approaches. It is, however, recommended that you distinguish carefully between steps and tasks to prevent bottlenecks within your workflows.
Steps Vs. Tasks - What's the difference?
Steps are used to indicate a common, generic status for a matter - for example, the 'negotiation' stage of a conveyance engagement would usually be classified as a step and not a task.
Tasks are designed to break down and assign the individual components within a stage of the matter, such as calculating adjustments for rates/taxes on conveyance engagements.
Adding New Steps
To add a new step to the workflow, add the 'Step Name' and a description (optional) and click 'Add New Step'.
Configuring Each Step
You can add a number of options and settings unique to each step within the workflow. To do this, click on the step from the steps list. Doing so will open up a new tab, with options on the sidebar to the left.
Tasks: Allows you to set tasks that will be created upon a step change.
Doc Templates: Allows you to set a document template against the step so that templates can be added to a folder as part of a step change.
Automatic E-Mail: Allows you to send an email automatically as part of a step change.
Misc: These settings determine the status of the step (active/closed) and various other checks and measures.
Participants: Allows you to set participants at a step level.
Data Fields: Allows you to make certain custom data fields available at specific steps.
Once you are happy with your steps, you can add them to a step tree. Return to your steps list and click on 'Step Tree' on the left-hand sidebar. By default, the first step will be the only step on the tree. You can add more steps to the tree by clicking on existing steps. You can also add 'jump steps' which will cause the matter to move to a different step in the workflow, rather than follow the usual sequence.
Here is an example of a completed step tree: