Automated Procedure Management

The Automated Procedure Management page allows you to create procedures that will automatically take place within your cases. These actions can take place based on the creation or completion of a number of triggers in the system and allow for more individualized automation than that found in WorkPlans.

The Structure of this Page

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1. Add New Procedure: This button is used to create a new procedure.

2. Automated Procedure Administration Table: This table contains the details of all the Automated Procedures contained in the system and allows various actions to be performed on them.

Automated Procedure Administration Table

The Automated Procedure Administration Table is where the descriptive details of your Automated Procedures are stored. Each row of the table represents an individual Procedure. See Tables for more general information about table structures and usage, including all buttons and other tools in the table that are not mentioned below.

Columns in This Table

The Automated Procedure Management Table contains the following columns:

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1. [Column with Checkbox Heading]: Checkbox selector.

2. Procedure Name: The name of the procedure.

3. Trigger Info: Provides a brief description of trigger information, including the number of triggers assigned to the procedure and the type of triggers (i.e. document, status, etc.)

4. Action Info: Provides a brief description of the action information, including  the number of actions and the type of actions to be performed.

5. Enabled: Whether or not the procedure is enabled. An enabled procedure is indicated by a checkmark.

6. Date Created: The date the procedure was created.

7. Date Modified: The most recent date the procedure was modified.

8. Action: Includes an Action icon that allows you to edit, enable (if not current enabled) or disable (if currently enabled), copy, or delete a procedure.

Editing an Automated Procedure

To edit an existing Procedure:

1. Right-click anywhere in the row representing the procedure you wish to edit. This will display a menu allowing you to edit the procedure, enable or disable the procedure, delete or copy the procedure.

   1. Alternatively, you can click the Edit icon in the Actions column of the row representing the procedure you wish to edit. This will bring up an Add/Edit panel for the procedure with the existing information filled in.

   2. The options in this menu allow you to edit, copy or delete the rule, and it will also give you the option to enable or disable the rule depending on its current status. Disabling a procedure will stop it from taking place without deleting it from the system. This allows you to go back and enable the procedure at a later date if you choose.

2. Select the Edit Procedure option in the menu. This will bring up an Add/Edit panel for the procedure, with the existing information filled in.

3. Fill the fields in with your desired information. See the Add/Edit Automated Procedure Details Panel for details about the fields.

4. Click Update to save the changes and close the panel.

   1. If you decide you do not wish to save the changes, click Cancel instead of clicking Update to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting an Automated Procedure

To delete an Automated Procedure:

1. Right-click anywhere in the row representing the procedure you wish to delete. This will bring up a menu of options.

   1. Alternatively, you can click Disable in the menu to stop the procedure from running without removing it from the system entirely.

2. Click the Delete Procedure option in the menu. This will bring up a confirmation message (to avoid accidental deletions). Click the OK button in the message to confirm the deletion.

   1. If you decide you do not wish to delete the rule, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   2. Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding a New Procedure

To add a new Procedure:

1. Click the Add New Procedure button. This will bring up an Add/Edit panel for automated procedures that is blank.

2. Fill the fields in with your desired information. See the Add/Edit Automated Procedure Details Panel for details about each field.

3. Click Save to save the procedure and close the panel.

   1. If you decide you do not wish to save the procedure click Cancel instead of clicking Update to undo the changes and close the panel Alternatively, you can click the white X in the top right of the panel to do the same thing.

The Add/Edit Automated Procedure Details Panel

The Add/Edit Automated Procedure Details Panel allows you to fill in the detail of an Automated Procedure. The panel contains the following fields:

1. Procedure Name: The name of the procedure.

2. Enabled: A checkbox that when checked, enables the procedure.

3. Add New Scope: Allows you to add a new scope to the procedure. For more on this see Setting the Scope of an Automated Procedure.

4. Enable only for open cases: A checkbox that when checked, enables the procedure only for open cases.

5. Procedure Scope Table: A table that summarizes the details of the Procedure’s scopes.

6. Add New Trigger: Allows you to add new triggers to the procedure. For more on this see Setting an Automated Procedure’s Trigger.

7. Procedure Trigger(s) Table: A table that summarizes the details of the Procedure’s triggers.

8. Add New Action: Allows you to add a new action to the procedure. For more on this see Setting the Action to be Taken by an Automated Procedure.

9. Procedure Action(s) Table: A table that summarizes the details of the actions to be performed by the Procedure.

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:

1. Click the Add New Scope button in the Add/Edit Automated Procedure Details Panel to open the Scope Edit Panel.

2. 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.

3. Once you have finished setting the scope(s), simply press save to add it to the procedure.

   1. 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:

1. Click the Add New Trigger button in the Add/Edit Automated Procedure Details Panel to open the Trigger Edit Panel.

2. 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.

3. Once you have finished setting the trigger(s), simply press save to add it to the procedure.

   1. 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:

1. Click the Add New Action button in the Add/Edit Automated Procedure Details Panel to open the Action Details Panel.

2. 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.

3. Once you have finished adding the action(s) settings, simply press save to add it to the procedure.

   1. 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

The Action Details Panel allows you to assign the action or actions that will be performed by the automated procedure. The fields inside this panel include:

1. Action Type: A dropdown requiring you to select the action type to be assigned by the procedure.

2. Action Name: The name of the action, this is automatically filled by the type of action selected in item 1 but can be edited after.

3. Action Start (Days): The number of days after or before a specific date (as selected in items 6 and 7) when the action should be performed.

4. Action Start (Hours): The number of hours after or before a specific date (as selected in items 6 and 7) when the action should be performed.

5. Action Start (Minutes): The number of minutes after or before a specific date (as selected in items 6 and 7) when the action should be performed.

6. Action Start (Direction): Dropdown requiring a selection of whether to set the action to be performed before or after the triggering date. The default for this field is set to After.

7. Action Start (Date): Dropdown requiring a selection of when the action should be performed relative to the trigger, the options are Trigger item creation date, Trigger item due date, and Trigger item completion date. The default for this field is set to Trigger item creation date.

8. Action Repeat (Days): How many days after the action is initially performed by the procedure should the action repeat.

9. Action Repeat (Hours): How many hours after the action is initially performed by the procedure should the action repeat.

10. Action Repeat (Minutes): How many minutes after the action is initially performed by the procedure should the action repeat.

11. Limit to: The number of iterations (1-1000) the action will be repeated.

12. Limit to dropdown: Dropdown to choose the type of iterations in 11 above.

    1. If Will Repeat forever or until out of scope is selected, the repeat runs on its listed schedule until the procedure is no longer valid.

    2. If Iterations is selected, it will run up to the number entered in the Limit to: Number Of Iterations in Step 11 above (still on the listed schedule).

    3. If Hours, Days, Weeks, Months, or Years is selected, it will run (again, on the listed schedule) for a period of time after the triggering event equal to the number in Number Of Iterations multiplied by the time period selected.

13. Day Type: Dropdown to choose how the days entered in the Action Start or Action Repeat fields should be calculated (using all days, weekdays, federal or state).

WARNING: Steps 11 and 12 only apply if steps 8, 9, or 10 are set to a positive number (not blank or zero). If steps 8, 9, or 10 are left blank or set to zero, no repeating action will take place.

Action Type Options

If Add Case Expense (Disbursement) is selected in Action Type, the following fields will appear:

1. Amount: A text field allowing you to enter the amount of the expense to be added.

2. Disbursement Type: A dropdown prompting you to choose from the defined Disbursement types in the system to be assigned to the expense being added.

3. Check Status: A dropdown prompting you to choose from the defined Check Statuses in the system to be assigned to the expense being added.

4. Comments: A text field allowing you to enter any comments that will assign to the expense being added.

If Add Case Status is selected in Action Type, the following fields will appear:

1. Case Status: A dropdown requiring you to choose the status that will be assigned by the procedure.

2. Status Comments: A text box allowing you to add any necessary status comments.

If Add Case Tag is selected in Action Type, the following fields will appear:

1. Case Tag: A dropdown containing all case tags, requiring you to select the case tag to be added.

 If Add Staff is selected in Action Type, the following fields will appear:

1. Staff Name: A dropdown containing all of the firm staff members, requiring you to choose the staff member that will be assigned by the procedure.

2. Staff Role: A dropdown containing firm roles, requiring you to choose the role that the staff member selected in A will be assigned.

If Generate Deadline is selected in Action Type, the following fields will appear:

1. [Deadline Category]: A radio button requiring you to choose whether the deadline will be listed as a General or Discovery deadline. General is selected by default.

2. Deadline Type: A dropdown requiring you to select the type of deadline that will be assigned by the procedure.

3. Responsible Party: A dropdown requiring you to select who is responsible for meeting the deadline. The only options in this dropdown are Primary Plaintiff or Primary Defendant.

4. Due days since creation: The number of days until the deadline is due after it is inserted by the procedure. The days in this field are counted using all days, including weekends and holidays.

5. Deadline Comments: A textbox allowing you to add any necessary comments to the deadline.

If Generate Document is selected in Action Type, the following fields will appear:

1. Document Template: A dropdown requiring you to select the document template to be generated by the procedure.

2. Document Comments: A textbox allowing you to add any comments that should be included in the properties of the document when it is generated.

3. Select printer to auto print…: A dropdown allowing you to choose which printer you would like the document to be printed from. The default is set to NO PRINTER [do not print].

If Generate Note is selected in Action Type, the following fields will appear:

1. Note Template: A dropdown allowing you to select a note template to be generated by the procedure. If a note template is selected, you can bypass adding the rest of the note properties. This field is not required.

2. Priority: A dropdown allowing you to choose the note’s priority level.

3. Note Type: A dropdown allowing you to choose the note type.

4. Note: A textbox where the body of the note can be entered.

If Generate Task is selected in Action Type, the following fields will appear:

1. 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.

2. Task Type: A dropdown allowing you to choose the task type.

3. Task Priority: A dropdown allowing you to assign the task priority.

4. 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.

5. 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.

6. 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.

7. Task Subject: The subject of the task.

8. Task Description: The description of the task.

If Insert WorkPlan is selected in Action Type, the following fields will appear:

1. 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:

1. Case Status: A dropdown requiring you to choose the status to be removed by the procedure.

2. 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:

1. Case Tag: A dropdown containing all case tags, requiring you to select the case tag to be removed.

If Remove Staff is selected in Action Type, the following fields will appear:

1. Staff Name: A dropdown allowing you to select the name of the firm staff member to be removed.

2. 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:

1. 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.

2. 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.

3. 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.

4. 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.

5. Email Priority: A dropdown requiring you to select the priority of the email. The default is set to High.

6. Email Template: Dropdown permitting you to choose which email template will be generated and sent when the action is triggered.

7. Email Subject: The “Subject” of the email.

8. Email Body: The body of the email. If there is a template selected this area should be left blank.

9. Attach Template: A dropdown allowing you to choose a document template to be sent with the email.

10. Document(s): Allows you to choose documents of a particular category/sub-category to be attached to the email.

11. 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:

1. 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.

2. Document Templates for E-Sign: A dropdown requiring you to select at least one document template to be sent for e-signature.

3. 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.

4. 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.

5. 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:

1. 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.

2. Text Template: A dropdown allowing you to select a text template upon which the text will be based.

3. Text Message: The body of the text. If a text template has been selected this field can be left blank.