Apply a Workflow to your matter

Once Workflows are created, you can apply them to the relevant matter types. See Workflows for how to create a workflow.

To apply a Workflow to an existing Matter:

1. Open a matter and select the Tasks tab.
2. Select Apply Workflow.
   
3. Click on the workflow to apply, then select Next.
   • You can preview the workflow before applying it by expanding the drop-down menu.
     
4. In the Confirm Workflow window, you can make the following changes before applying the workflow:
   • Select the bin icon to delete any tasks completed so far.
   • Change the person a task is assigned to by clicking on the name of the current assignee. If the workflow automatically assigns the task to the Person Responsible, you must unlink them before selecting another staff member.
     
   • Change the due date or assign a due date by clicking on the due date section.
     
5. Select Done to apply the workflow. The assigned tasks will be visible under the Tasks tab of the matter or the Tasks View on the left panel of Smokeball.
   
   

Delete an applied workflow

After applying a workflow to a matter, its contents become tasks. To delete the workflow, you must delete each task individually.

To delete a task, right-click on it and select Delete.

Applying Workflows automatically

When setting up a new workflow or editing an existing one, ticking Always apply this Workflow to new matters will display the Confirm Workflow window automatically after a new matter is created for that matter type.

You can also set Matter Stages to display the "Apply a Workflow" window upon transitioning a matter to the next stage. To do this:

1. Enter Smokeball Settings, then select Matter Stages.
2. Double-click on the Matter Stage you wish to edit.
3. Select a stage in this stage set and tick Display "Select a workflow" prompt on transition to this stage.
   
   
   • The tick box on the first stage is greyed out, as the prompt will always appear on the first stage.
4. Select Save & Close.