Tip #194 - How to Create an Automated Procedure for Periodic Client Follow Up

In Tip # 189 (May 2, 2022) we discussed how you can Use Note Type and Notes Search to Track Client Calls by Staff. Admittedly, that process, although simple to set up, requires that the staff remember to contact the client and document the activity by entering a note of a designated type. The process can be automated somewhat (except making the call itself) by using an Automated Procedure. Here’s how.

In the example below the Automated Procedure assigns a task to the Case Manager every 30 days to do day a “30-Day Client Follow-Up” while the case is in the Pre-Litigation Stage.

Go to Admin > Automated Procedures

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2. Click the “Add New Procedure” button in the top left corner of the page.

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3. Give the Procedure a name, e.g., 30 Day Client Follow-Up.

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4. You can choose a “Scope” to limit which cases the Procedure applies to. If you leave the “Scope” blank, the Procedure will apply to all cases. Although the Scope is optional, it is always a good practice to include at least one Scope to specify which cases, status(es), etc. that the Automated Procedure applies to. In our example, we will choose Case Status as the Scope. Further, we will choose all the Statuses in the Pre-Sign Stage and Pre-Litigation Stage.

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5. Choose one or more “Trigger(s)”. The Trigger activates the Procedure. Here we will choose the Status Pre-Lit 01 - Retainer Received (the status used in my system when the Retainer/Fee Agreement/Contract is signed by the client).

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6. Add one or more “Action” to the Procedure. The “Action” is what you want to happen when the Procedure is “Triggered”. In our example, we want to have a task assigned to the Case Manager to call the client. The Task will be due 30 days after the “Triggering” event and repeat every 30 days thereafter (in our example it will repeat every 30 days until the case is moved into the Litigation Stage).

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7. Click the Save button to save the Procedure.

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8. You must “activate” the Procedure for it to start working. Click the “Action” icon in the far-right column for the subject procedure and click the “Enable Procedure” button.

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