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Setting the Scope of an Automated Procedure
When creating a new automated procedure in SmartAdvocate you are able to apply different criteria to limit the scope of when it will be applied. Note that it is not required that you assign a scope to an automated procedure for it to run. To assign a new scope:
Click the Add New Scope button in the Add/Edit Automated Procedure Details Panel to open the Scope Edit Panel.
Inside the Scope Edit Panel, there will be a dropdown that allows you to select what category you would like to use to limit the scope of the procedure. Once you have selected the broad category from the first dropdown, additional dropdowns will appear prompting you to select a specific item(s) from within that category.
Once you have finished setting the scope(s), simply press save to add it to the procedure.
If you decide you do not wish to add this scope, you can press cancel to discard any changes made in this panel. Additionally, you can press the white X in the top right corner of the panel to do the same.
This process may be repeated multiple times for each additional scope you would like to add to the procedure.
Setting an Automated Procedure’s Trigger
The trigger assigned to an Automated Procedure is what signals to the system that the procedure’s action should occur. Once the trigger occurs, the system will automatically perform the action(s) assigned to the procedure. To assign a new trigger:
Click the Add New Trigger button in the Add/Edit Automated Procedure Details Panel to open the Trigger Edit Panel.
Inside the Trigger Edit Panel, there will be a dropdown that allows you to choose from a number of different triggers. Once you have selected the broad trigger type, more dropdowns will appear to prompt you to enter specific details related to the trigger.
Once you have finished setting the trigger(s), simply press save to add it to the procedure.
If you decide you do not wish to add this trigger, you can press cancel to discard any changes made in this panel. Additionally, you can press the white X in the top right corner of the panel to do the same.
This process may be repeated as many times as you would like to add additional triggers to the procedure.
Setting the Action to be Taken by an Automated Procedure
The action assigned to an Automated Procedure is what will ultimately be performed once the trigger has been performed. To assign a new action:
Click the Add New Action button in the Add/Edit Automated Procedure Details Panel to open the Action Details Panel.
Inside the Action Details Panel, you will be prompted to enter information related to the Action Type, Action Start Dates, and specific details related to the specific Action Type. For more details on the fields inside this panel see Action Details Panel.
Once you have finished adding the action(s) settings, simply press save to add it to the procedure.
If you decide you do not wish to add this action, you can press cancel to discard any changes made in this panel. Additionally, you can press the white X in the top right corner of the panel to do the same.
This process may be repeated as many times as you would like to add additional actions to the procedure.
Action Details Panel
If Generate Task is selected in Action Type, the following fields will appear:
Task Template: A dropdown allowing you to assign a task template to be added by the procedure. If a template is assigned from this dropdown, the only other required fields in this form will be Task Assignee, Task Requestor, and Due Days…, you may bypass the others. This field is not required.
Task Type: A dropdown allowing you to choose the task type.
Task Priority: A dropdown allowing you to assign the task priority.
Select Assignee: The individual the task will be assigned to. Clicking the Select Assignee button will bring up a panel allowing you to automatically set a case role or specific individual staff member as the assignee.
Select Requestor: The individual who will be assigned as the requestor of the task. Clicking the Select Requestor button will bring up a panel allowing you to automatically set a case role or specific individual staff member as the requestor.
Due Days Since Creation: The number of days after the task’s creation that it will be marked as due. This is counted using all days, including weekends and holidays.
Task Subject: The subject of the task.
Task Description: The description of the task.
If Insert WorkPlan is selected in Action Type, the following fields will appear:
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WorkPlan: A dropdown requiring you to select a WorkPlan to be assigned by the procedure.
If Remove Case Status is selected in Action Type, the following fields will appear:
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Case Status: A dropdown requiring you to choose the status to be removed by the procedure.
Status Comments: A text box allowing you to add any necessary status comments.
If Remove Case Tag is selected in Action Type, the following fields will appear:
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Case Tag: The case tag to be removed.
If Remove Staff is selected in Action Type, the following fields will appear:
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Staff Name: A dropdown allowing you to select the name of the firm staff member to be removed.
Staff Role: A dropdown allowing you to select the case role to be removed.
If Send Email is selected in Action Type, the following fields will appear:
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From: The sender of the email in the From field. Clicking the From button next to this field will bring up a panel allowing you to automatically set yourself, any staff member, any role in the case, or the user at the time the email is generated as the sender of the email.
To: The recipient(s) of the email in the To field. Clicking the To button next to this field will bring up a panel allowing you to automatically add yourself, any staff member, any role in the case, any contact in the SmartAdvocate system, the user at the time the email is generated, the primary plaintiff, the primary plaintiff contact, the primary defendant, all plaintiffs, all defendants, or all case staff to the list of recipients of the email.
CC: The recipients of a CC of the email. Clicking the CC button next to this field will bring up a panel allowing you to automatically add yourself, any staff member, any role in the case, any contact in the SmartAdvocate system, the user at the time the email is generated, the primary plaintiff, the primary plaintiff contact, the primary defendant, all plaintiffs, all defendants, or all case staff to the list of recipients of the email.
BCC: The recipients of a BCC of the email. Click the BCC button next to this field will bring up a panel allowing you to automatically add yourself, any staff member, any role in the case, any contact in the SmartAdvocate system, the user at the time the email is generated, the primary plaintiff, the primary plaintiff contact, the primary defendant, all plaintiffs, all defendants, or all case staff to the list of recipients of the email.
Email Priority: A dropdown requiring you to select the priority of the email. The default is set to High.
Email Template: Dropdown permitting you to choose which email template will be generated and sent when the action is triggered.
Email Subject: The “Subject” of the email.
Email Body: The body of the email. If there is a template selected this area should be left blank.
Attach Template: A dropdown allowing you to choose a document template to be sent with the email.
Document(s): Allows you to choose documents of a particular category/sub-category to be attached to the email.
Quantity: The number of documents from the sub-category selected in item 10 to be attached to the email.
If Send for E-Signature is selected in Action Type, the following fields will appear:
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Signers: The recipient responsible for signing the document. Clicking the Signers button will bring up a panel allowing you to choose which role will be responsible for signing (e.g. primary plaintiff, primary contact, etc.). No more than 2 signers can be added.
Document Templates for E-Sign: A dropdown requiring you to select at least one document template to be sent for e-signature.
E-Sign Provider to Use: A dropdown requiring you to choose which e-sign provider the document(s) will be utilized for the e-signature.
Preferred Way of Contact: A dropdown requiring you to choose whether the document should be sent for signature via email, text, or both. The default is set to Prefer Emails.
Document Comments: A textbox allowing you to add any comments that should be included in the properties of the document when it is generated.
If Send Text Message is selected in Action Type, the following fields will appear:
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Send To: The recipient of the text message. Clicking the Send To button will bring up a panel allowing you to choose the recipient of the text from a list of case roles.
Text Template: A dropdown allowing you to select a text template upon which the text will be based.
Text Message: The body of the text. If a text template has been selected this field can be left blank.