Tip #202 - How to Set Up And Use The Round Robin Team Assignment Feature Of SmartAdvocate

The Round Robin feature can be used to automatically assign individual staff to a case. The assignment is done in a “Round Robin” fashion. There are a few important points to remember:

1. The assignment is done immediately (and automatically) once the case is created (typically through Case Wizard)

2. The feature is perhaps best used to assign a staff member (staff role) that would be needed immediately upon case creation

You must first create the Round Robin Team(s), and then create the Team Assignment(s). Both of these tasks are done in Picklist Maintenance.

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First, go to Admin > Picklist Maintenance, filter for Round Robin Teams and then choose “Add New Item”.

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1. Enter the Name of the Team

2. Enter a Description for the Team (optional)

3. Select the Staff (Team Members) that will be on the Round Robin Team

4. Click the “Update” button to Save the Selections

Next, create the Round Robin Team Assignments, i.e., which Team(s) will be used to assign a staff member to which Case Types.

1. In Picklist Maintenance, Filter for Round Robin Team Assignment

2. Click the “Add New Item” Button

3. Select the Team you want to work with (from the list of Teams created as outlined above)

4. Select the Case Type(s) for which the Round Robin Assignment will be used

5. Click the “Update” button to Save the Assignment

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Once the Teams are created and assigned to the Case Type(s) as outlined above, the assignment becomes active, i.e., Staff on the Team are assigned (individually) in a Round Robin fashion once a case of that type is created. Important: Remember that the Staff are assigned to the case in a role that is based on the Default case role set in that User’s Profile.

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It is also important to remember that the Round Robin Assignment does not take all factors into consideration when the assignments are done, such as the “quality” of the case as would be done by a person evaluating the case. However, it does take into account the number of cases the Staff Member has assigned to him/her, including assignments of the Staff Member coming from other Round Robin Teams. Here is an example:

Let’s say Marina, an Intake Paralegal, is on two different Round Robin Teams, one called “PI Lead Follow Up” and one called “Camp Lejeune Lead Follow Up”. The PI Lead Follow Team members are assigned to Auto Accident Cases only and the Camp Lejeune Lead Follow Up team members are assigned to the Toxic Tort Camp Lejeune cases only. Let’s further assume that both teams have three Staff Members each. Marina, Nataliya and Dayhanara are on the PI Lead Follow Up Team. But Marina is also on the Camp Lejeune Lead Follow Up Team, as well. Since Marina is on both teams, she could potentially get more total assignments since her assignments can come from both Case Types, as opposed to Nataliya and Dayhanara who are only on one Round Robin Team (especially if there are more Camp Lejeune cases coming in). The internal design of the Round Robin Team Assignment and logic employed will take “Case Load’ into account and try to make the total number of assignments for each staff as equitable as possible.