To show the general process for creating and managing a Workflow, we will create a sample Workflow in this section that will run through the Conflict Check process. First, we’ll go to the Workflow Manager by hovering over the Settings Cog icon and selecting Manage Workflows. From here I’ll click New to create a new workflow. I’ll give it the name “Conflict Check”, a basic description, and set the record type to Matters and hit Save. I’m not going to turn on the Auto-Run option because I haven’t finished defining the workflow yet. If people create Matters while I’m in the middle of defining the workflow it might have unwanted results and put them on an incomplete workflow.
This created an empty workflow, so I need to start off by adding a Start node, an automatic Start Action and a second node for the workflow to go to. You always want to have a single automatic Start action that moves out of the Start node and in to another node right away with no conditions. Workflows are not meant to spend any time in the start node, they just need to know where to begin. So, I’ll create the start node and a wait node as well as the action. I’ll also setup a command on the Start action to set the status to Staged so it doesn’t have to be set manually.
The workflow should now look something like this when fully expanded:
Now we will work on the User Actions that will move the workflow forward in the process. Create a new node for Awaiting Attorney Conflict Check and a User Action on the Wait for initial Conflict Check node to allow the user to mark the conflict check as run and ready to send to the attorneys.
On the user action, we will put an email command to send a conflict check email to the attorneys of the firm. The email template we are using was built using the HTML editor. In the Email Command editor, specify the email template, the from address, and the To field. We also put a command in to update the Matter status again to Conflict Check.
Once the action is completed, the email will be sent and the record will move to the next node in the Workflow: Awaiting Attorney Conflict Check. On this node, we will set up two additional user actions: Conflict Found – Close, and No Conflict Found – Open each with their own corresponding node.
Each action will update the record to have the correct status depending on how the conflict check went. Additional actions and nodes may be added to the open and closed nodes to expand the workflow, or moving to the open node could kick-off a new workflow. The Workflow should now look something like this: