Configuring the Legal Tracker Workflow
The audience for this document is system administrators and matter managers.
Once you have configured the Legal Tracker iSheet and Legal Tracker template, you need to configure the Legal Tracker workflow.
Below is a sequence diagram detailing an example of a workflow:
And the information detailed below is how to set up this workflow.
Within the site admin, navigate to
Workflow
> Rule builder
:
Each rule for this workflow will be displayed:
We will go through each of the relevant rules for this workflow.
note
Please note, for each of these rules, if they do not exist within your site, click
Add
> New workflow
: And create each workflow similar to what we are detailing below
New request
For the
New request
rule, the details tab is shown below:
The triggers of this rule shows the rule choices:
note
Please note that the intake status will change to new automatically, as soon as the record is inserted.
And finally, the actions of this rule is that a task will be added, and assigned to the approvers/reviewers group:
And an email will be sent:
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Please note that you can put other conditions and rules into your workflow, such as notifying specific users of changes made via the workflow, etc. For more information, click here.
Once you have configured all of your conditions and rules, select
Save
. Your workflow will be saved and you have finished setting up and configuring Legal Tracker for Matter Intake.Function of the 'Intake Status' Column
note
Please note that the Intake Status column has pre-defined values and each of these values defines a specific function
New
When a requester submits a new request, the status of this field will be automatically set as 'New'.
note
Please note that this column is only visible to the approvers, reviewer and administrators and is not visible to the requesters (meaning they cannot alter this)
Send to Tracker
Once the Approver/Reviewer has reviewed the intake request, they can send the request over to Legal Tracker by changing the status to 'Send to Tracker'. Once the Workflow notices that the status of the Intake Status field has been set to 'Send to Tracker' it will send the request to Legal Tracker to create an intake request in Tracker.
Intake Success
The status of the column is set by the integration to 'Intake Success' when an intake is successfully created in Tracker and a valid ID is returned to HighQ to store it in the record.
Intake Failure
The status of the column is set by the integration to 'Intake Failure' when an intake fails and no Intake ID is returned to HighQ.
Intake Rejected
Once the Intake is processed in Legal Tracker, the intake request might be rejected. In this, case the Legal Tracker integration will set the status to 'Intake Rejected'.
Matter Created
If the Matter creation is successful in Legal Tracker, then the Legal Tracker will change the status of this column to 'Matter created'.