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This article applies to:

  • Product: GoFileRoom
  • Subject: Setup

FirmFlow workflow configuration

You can configure the workflow settings for each service type on the
Configuration
 tab of the
Manage FirmFlow
 screen. Select
Administration
, then
Manage FirmFlow
 from the GoFileRoom toolbar. Select a
Drawer
, then the
Configuration
 tab.

General category

You can configure the following settings under the General category.
  • Group of Persons in Charge (PIC)
    : The GoFileRoom group that includes the Partners/Persons-In-Charge for the selected service type.
  • Show history for deleted notes
    : If enabled, a placeholder will appear inside the FirmFlow folder when a person deletes a note. The history will contain the note's author and the name of the person who deleted the item along with a date-time stamp.
  • Show efile Indicator on the Deliverables tab
    : If enabled, a column will appear in the
    Deliverables
     tab that you can use to indicate which items need to be filed electronically.
  • Delete actions at the complete step
    : This setting will determine what data should be deleted from FirmFlow when a workflow is routed to its final (that is, Completed) step.

Workflows category

Under the Workflows category, administrators can select a workflow and configure the following settings for it.
  • First Workflow Step
    : Items at this step are waiting to be started and aren't included in the
    Total Time In-Process
     duration for the workflow.
  • Final Workflow Step
    : We recommend that staff are not pre-assigned to the
    Final Workflow Step
    . Assigned work will show up on the
    MyWork
     screen of the assigned to person or group. The assigned staff will need to be removed from the configured
    Final Workflow Step
     if it is not desired to show as active work. By default the
    Final Workflow Step
     is
    Complete
    .
  • Scan Workflow Step:
     Workflows routed to this step will be re-routed after a barcoded document is scanned.
  • After Scanning Route the Workflow to
    : This enables automated routing of workflows based on the document scanning process, saving scanning operators the time needed to route FirmFlow folders in GoFileRoom.
    note
    Workflows will automatically be routed to the specified step and to the specified user, group, or the originator specified in this area, as soon as the 1st scanned document is released in GoFileRoom.
  • Workflow Step
    : A specific step for the selected Workflow.
  • Assigned To
    : A specific GoFileRoom user or group, or return to the originator (the user who routed the folder).
    note
    You can also select
    Use Folder Pre-Assignment
     to route the folder to the person pre-assigned to the workflow step. If no user or group is assigned to the step for that folder, the workflow will be routed to the originator (whoever sent it to the Scanning step).
  • Select groups whose members will have access to this Workflow
    : Access and user rights to Workflows are based on GoFileRoom groups. The users' security rights in FirmFlow will be determined by which groups they belong to.
  • FirmFlow Security Groups
    : In the available GoFileRoom group pane, select the groups who will have access to the FirmFlow workflow then select the right arrow button. These groups will appear under the FirmFlow Security Groups list. Users whose groups aren't in FirmFlow Security Groups won't be able to access any of the FirmFlow functions for the selected workflow.
  • Routing Pools
    : In the available GoFileRoom group pane, select the groups that will share the workload. Users assigned to groups that are added to the routing pool will have access to their group's queue, in addition to their own work queue. Users whose groups are not selected will only have access to their own work queues.

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