New! Uses for Tasks and Workflows

Key Tips for Using Workflows

• Workflows are a feature exclusive to the Legal Pro and Enterprise subscription plans.
• A completed workflow can be converted into a time entry, to quickly record tasks completed.
• You can track workflows using the dedicated Task Report.

Notifications are coming soon! For now, the best way to monitor tasks that have been assigned to you, is to use the Upcoming Tasks dashboard card and place it at the top of your dashboard.

Here is how to add the Upcoming Tasks Card to your Dashboard:

1. Click the blue "Dashboard Settings" button at the top right of your Bill4Time account.
2.  A pop-up will appear and you will look at the list for  "Cards I Can Add" section on the right-hand side.
3.  Locate "Upcoming Tasks" and click the (+) plus sign.
4. By default, the card will appear at the bottom of your dashboard. Click and hold the top of the card to drag and rearrange it to the top or whichever position you prefer.

Applications for Tasks and Workflows:

Standardize Recurring Tasks (Task Template): To ensure uniformity, a recurring task can be created as a single-task workflow. Think of it as a mini-template with just one step. This ensures your tasks are applied to matters and assigned to users with consistent wording and settings every time.

Here’s how to set it up:

1. Go to the Tasks tab and click Workflows.
2. Define Your Workflow Details:
   • Title (Required): Give it a clear, descriptive name (e.g., "Client Intake Task").
   • Description: Briefly explain the task's purpose.
   • Auto Apply To: Select the type of matter (Project or Case) it relates to.
   • Automatically applying the workflow to new projects (Optional): Check this box if you want this template to automatically appear on all new matters of the selected type.
3. Add the Task (just one for your template):
   • Title (Required): Enter the task name (e.g., "Schedule Initial Consultation").
   • Description: Include any helpful information the assignee needs.
   • Due Date (Must select one to keep things on track):
     • Pick a Date: Select a specific calendar date.
     • Relative To: Set the due date based on a project milestone. For example, choose "0 days after the creation of the project" to create the task immediately upon project creation. (Use a very large number if the task doesn't have an expiration date).
   • Priority (Optional): Choose from Normal, Low, Medium, or High to indicate urgency.

Streamline Matter-Specific Tasks: Utilize our Workflows article for designated types of matters (cases, projects) that involve the same tasks each time.
 

Track Non-Billable Client Interactions (Intake/Prospect): Use tasks to track time spent on initial client/prospect conversations. This time remains non-billable but is available for reporting purposes.

Here’s an example of how to set it up:

1. Lead Generation and Client Creation:

Upon initial contact with the firm, a new Client record shall be created.

• Enter the prospective client's name and contact information.
• Designate the Client Type as "Lead."

2. Matter Creation (Intake Phase):

A corresponding Matter shall be established for the intake process.

• Designate the Matter Type as "Intake."
• To ensure that all work on this matter is strictly Non-Billable, check the boxes to “hide the Time & Expenses from invoices” during matter creation.

If Client is Not Retained (Unsuitable):

• Update the Client Type to an appropriate status, such as "Unretained" 
• Close the "Intake" Matter.
• Change the Client status to "Disabled" 

If Client is Retained (Suitable):

• Apply the designated workflow for the Intake Matter Type to the client's matter. 
  (see Workflows to create prior to use)

  Example Workflow Tasks:

  • Task 1 - Schedule Consultation
  • Task 2 - Send Intake Documents
  • Task 3 - Complete Consultation
  • Task 4 - Complete Retained/Not Retained Actions
     
• Continue to track time and expenses against this matter for internal tracking purposes and complete assigned tasks until a final retention decision is made and the client is moved to a client type for retained clients.

3. Post-Consultation Actions:

If Client is Not Retained Following Consultation:

• Change Client Type to "Unretained."
• Close the "Intake" Matter and change the Client status to "Disabled."
• Ensure all associated tasks are marked as complete to remove them from active tracking.

If Client is Retained:

• Change the Client Type to "Retained" or another appropriate active type utilized by the firm.
• Close the "Intake" Matter.
• Create a new, active Matter for the client with their Matter Name
• IMPORTANT: DO NOT hide time and expenses from invoices when creating this new matter.
• Select the appropriate Matter Type from the custom list, if applicable, for active matters.
• The Matter Start Date shall be the official Retention date.