Bill4Time's Workflow templates feature streamlines the management of tasks that need to be repeated over and over. These are sets of individual tasks that make up a larger project. Each task represents a small action contributing to the overall project. Tasks can be sequenced, prioritized, and assigned across teams to optimize resource allocation.
Once a Workflow is created, it can be used again for a new project of the same type. By designing a standard workflow of tasks for projects that involve performing similar actions, you’ll know the concise status of a project and can then determine if an important document has been researched, drafted, and whether your firm is on track to meet a deadline.
One of the many ways a workflow can be useful is for a designated type of matter (case, project) when you will have the same tasks repeated each time. Below we'll walk through creating a Matter Type workflow. Remember this is just one example of the many ways you can create workflows in B4T.
Workflows are only available on the Legal Pro and Enterprise subscription plans
Create a Workflow
To get started click "Create Workflow," from the Tasks tab in Bill4Time.
After clicking on Creating Workflow, a new screen will open to complete your workflow. Here are the steps:
- Title: This field is required and can be anything you choose. Being descriptive helps distinguish workflows are you build out more
- Description: This can describe the workflow to ensure all users know the purpose/application
- Automatically applying the workflow to new projects is optional, but will apply to all matters that meet the matter type.
- Auto Apply To: Allows you to select the type of matter (project/case) you would like to apply the workflow to.
In the workflow above, each time a new Matter (Case, Project) is created with a Type "divorce" the workflow will auto-apply the tasks to the new matter.
Now that the workflow is created, we need to add the tasks that will live within the workflow. Below is the first task created after a project with the project type "Divorce," which is "First meeting with Client." There is no limit to the number of tasks you can add to a single workflow.
- Title: This field is required, but can contain any text you choose.
- Description: Here you can contain anything helpful to you or those the task will be assigned too
- Assigned to: This is an optional field. This field can be very helpful in designating tasks for others, a task "request payment from the client," could be assigned to an admin or finance team automatically.
- Due Date: "Pick a Date" or "Relative To" must be selected. Pick a date will prompt you to select a set date on the calendar below. "Relative To" allows you to set the task relative to the number of days after another task. Below, "First meeting with the client" is set at 0 days after the creation of the project. So the task will be created as soon as a new "divorce type" matter is created. This will be displayed in your task list.
- Priority: This field is optional, and Normal, Low, Medium, or High can be selected.
Continue adding tasks to your workflow until complete.
Add Tasks To Existing Workflow
You can add additional tasks when manually applying the workflow to your clients and projects and it will not modify the original workflow.
Editing Workflows
- Click on the Workflows tab
- Click on the Pencil icon next to the workflow you wish to edit
- Make any desired changes
- Click Save
Comments
0 comments
Please sign in to leave a comment.