Set up Workflows

Updated 27 November 2023 00:09

A Workflow is a pre-defined series of tasks.

Workflows help eliminate extra admin work by allowing you to automatically designate tasks that happen for every matter.

The best way to think about what workflows to set up for your practice is to think about what areas of your current process are repetitive. If you are completing the same tasks for every matter of a specific type, it's best to set up a workflow.

Once you've created your workflow, learn how to apply it to your matter.

Create a Workflow

Navigate to Workflows in Smokeball Settings.
On the Workflows tab, click Add New.
Enter a name for the Workflow (e.g. Purchase).
Select the relevant matter types this Workflow should apply to. We also recommend ticking always apply this Workflow to new matters. You can choose to apply a workflow to matters later on.

Adding tasks to your Workflow

Select New Task.
Enter the name of the task.
Select a Due Date, based on a number of days before, after or on a critical date, or upon completion of another task in the workflow.
Assign the task. It is recommended you select Person Responsible or Person Assisting.
- If someone leaves your firm, the tasks will be reassigned at the same time the matter is reassigned. If you select a specific staff member by name, tasks will not re-assign. If you need to assign to multiple people, select Staff.
[Optional] Enter a Category for this task. Later on, you can use these categories to filter your list of tasks to only show particular ones.
- Categories, Details (any additional information for the task) and Hours (the expected time to complete the task) are optional fields.
If you prefer, you can link a Form or Precedent letter from the Precedent Library to a task within a workflow.
Continue creating the next tasks related to this Workflow. Once all tasks are entered, select Save and Close to complete the Workflow.