The Edit workflow step screen has a number of different sections available and for most of them, you can choose to toggle these sections on or off depending on what you want to include in your steps.
The 'Basic settings' and 'Matter data' sections will give you options like what the step is called and some basics on how it works. Under the 'Step actions' section, you set what "actions" will happen on this step.
To get to the edit workflow step screen click on a step from your steps list to the right of your screen.
|Step Name||This field sets the name for this step. A steps name is how it displays on the matter.|
|Description||Use the description to help explain to your users what the step is for. The description is optional, some users will understand from the name alone.|
The description will appear when a user hovers over the name of a step.
|Auto step change||Typically as a matter is moved to a new step, the user is presented with a "Step Change" screen which lists off the items that will be created on the step (such as tasks or emails) and prompts the user to populate items on the matter such as parties to the matter or matter data.|
However, sometimes you want to move straight to that step without having to go through the Step Change screen. When you want to do so, switch this field to 'On'.
You can set some items to be required for a step, such as requiring a 'Client' to be loaded before a matter can move to a step. If the 'Auto step change' is set to on and the required field is populated then the matter will move to the step without going through the 'Step change' screen first. However, if a required field is not populated, the 'Step change' screen will still be shown so that the user can populate the required fields.
|Display order||When you are on the Workflow screen (the screen that you navigate to before the 'Edit workflow step' screen), the steps will be listed on the right hand side. |
The 'Display order' will control the order of those steps. Enter a number that will be used to determine the order.
Display order works by comparing the number given to the current step with the sort order of other steps. If a step has a lower number, it will appear before a step with a higher number.
When you enter sort orders, use numbers with multiple of ten, i.e., '10' for the first record, '20' for the second, '30' for the third and so on.The reason why you want to do this is if you want to create a new data collection at a later time that you want to do this is if you want to create a new data collection at a later time that you want to be between two existing data collections, you have 9 available numbers to assign it to achieve this.
|Reassign matter to||As you move a matter to this step, you can have it assigned to a party to the matter. |
Select the party or participant type from the drop-down to have the matter assigned to contact against that participant type as you move the matter to this step.
Each matter is "assigned to" an Actionstep user. This is typically the person who is in charge or responsible for that matter at that time. It is possible that you might want to automatically assign a matter to a different person once it reaches a certain stage. This field lets you achieve that.
A matter can only be assigned to one person at a time. If there is more person assigned to the participant type as the matter is moved to this step, Actionstep will assign it to the first person. If there is not a system user assigned to the participant type then the person moving to that step will be required to enter one.
|Force reassign||Related to the field above. The 'Force reassign' switch will control if a user moving to the step has the option to choose who to reassign the matter to or not.|
At the top of the 'Step change' screen, the assigned to person will be displayed. Even if you use the 'Reassign matter to' option above to reassign the matter, with this option turned off, the user will be able to change the value as the matter is moved to the new step.
Switching this to 'On' means that the user does not have the option to change the value though it will still display the person the matter will be assigned to.
|Matter status||As you move a matter to a new step, you can change the status of the matter. |
There are four statuses that a matter can be assigned:
Active - The matter is open and being worked on.
Inactive - The matter is open but is not being worked on for the time being.
Template - This is a status used to create a matter template. See Matter Templates for more details. It is unlikely to ever be a reason to change a matter to a template status as part of a step-change.
Closed - The matter is finished and will not be worked on anymore.
This option is mostly useful if you are moving a matter to the step that will close it. You should set these steps to change the matter status to "Closed". This saves your users from having to do this manually.