Configuring your Workflow

Created by Kylie Mitchell, Modified on Tue, 10 Jan 2023 at 04:24 PM by Kylie Mitchell

The first step in every workflow diagram is the "Start" step. This will appear by default in every workflow for each matter type. This step is what you will build out the rest of your workflow from.



TIP:  You can rename the "Start" step if you wish by clicking on it under the Step section to the right of your screen




WARNING: Once a workflow has been created and a matter has been created, you will not be able to delete the workflow.

 

 

 

Adding Steps to your Workflow


There are two ways to add steps to your workflow:

  • One way is by clicking on the blue button + Add step to workflow tree.Screen_Shot_2022-10-20_at_1.34.15_PM.png
  • An alternative way is by clicking on an existing step in the workflow diagram if you want to add your next step.  Screen_Shot_2022-10-20_at_1.35.09_PM.png

Next Steps

You build out your workflow by adding steps to existing steps.

  1. Once you have selected a way to add a step (see above) you will see the edit workflow step screen, here you will need to ensure that you have the correct step in the workflow step section (the step that you want to add your next step too).     Screen_Shot_2022-10-20_at_4.16.41_PM.png
  2. Switch the Next Steps button to "On"
  3. Select the Workflow Path - This will be where your step sits in the workflow. ( You can use this to move the step to a new location on your workflow. Please note that when you move a step from its current location you won't just be moving this step but any next steps to the location).
  4. Click on the add row button in the Next steps section.Screen_Shot_2022-10-20_at_4.48.50_PM.png
  5. Select the step you want to add and give it a weight (See tip about weights).
  6. Click Save.

                     Screen_Shot_2022-10-20_at_5.00.21_PM.png

 

Jump Steps


Jump steps allow users in the matter to "jump/ skip" to another step in the workflow. With jump steps, you can add them to go both backward or forwards in the workflow and you can have multiple jump steps.

Jump steps are helpful as they keep the number of steps in your workflow down but still allow you to move to the appropriate place in the workflow.

To create a jump step in your workflow:

  1. Click on the step that you want to jump from. (Your workflow diagram)Screen_Shot_2022-10-25_at_2.13.52_PM.png
  2. Turn the Jump steps switch "on".Screen_Shot_2022-10-25_at_2.16.21_PM.png
  3. Scroll down to the Jump Section, click Add row.Screen_Shot_2022-10-25_at_2.25.14_PM.png
  4. Select the step that you want to jump to. (For example  - Jump from Initial enquiry to Closed.)
  5. Click Save.

           Screen_Shot_2022-10-25_at_2.29.38_PM.png


Your jump step will be added to your workflow tree:

Screen_Shot_2022-10-25_at_2.47.05_PM.png

When you see your workflow in a matter you will see your jump step by clicking on the +1 box.


Screen_Shot_2022-10-25_at_2.59.09_PM.png

Alternative Steps


Alternative steps can be used when you want to have a choice of two or more steps to follow from a step so that when you select any of the alternative steps they all move to the same next step. For example, your step is Initial enquiry, and you want your next step to be a choice  -  Face to Face, phone or email  and then they all move to the next step Initial Meeting.


To create alternative steps in your workflow:

  1. Click on the step that you would like to add alternative steps to.Screen_Shot_2022-10-26_at_10.30.47_AM.png
  2. Turn the alt steps switch "on".Screen_Shot_2022-10-26_at_10.40.13_AM.png
  3. Scroll down to the alternative steps section and click add row.Screen_Shot_2022-10-26_at_11.06.39_AM.png
  4. Select the alternative steps you want to add.
  5. Click Save.

            Screen_Shot_2022-10-26_at_11.12.43_AM.png

Your alternative steps will be added into your workflow tree:

Screen_Shot_2022-10-26_at_11.34.23_AM.png

 

When you see your workflow in a matter you will see your alternative steps by clicking on the +2 box.Screen_Shot_2022-10-26_at_12.27.56_PM.png

 

Weights


Weights determine the order of steps. This is useful when you have more than one jump/alternative steps. Give the weight a number. When the weight of a step is higher then the weight of another step, it will appear in the workflow before it.


TIP: Use multiples of ten/hundred's when entering weight numbers to place new steps in at a later date.

 

 

Screen_Shot_2022-10-26_at_2.18.48_PM.png

Here we have given alternative step - Face to face a weight of 20 and alternative step - phone a weight of 30, therefore phone will appear before face to face on the workflow tree.

Screen_Shot_2022-10-26_at_2.22.47_PM.png

 

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