Case Actions are events that happen within a case. They will help you record in the docket what has happened in a case, what needs to happen next and what the current status is. Your Lawlab instance will come with 3 pre populated case actions: Events, Task, and Case Note.
It is a task that happens at a particular time and date, i.e., an appointment, a hearing or anything that should appear on a calendar. It must be assigned to a user and will require the user to “complete” it. The event field displays in yellow color.
It is an action item that is assigned to a user and will require the user to “complete” it. The task field displays in turquoise color.
It is informational and is anything that is not a task or an event. It is not assigned to any user. The Case Note field displays in a neutral white color.
As the Administrator of the instance, you can create an unlimited amount of case actions based on these 3 basic case action types. A case action cannot be deleted if it has already been used in the system, or if it’s attached to a workflow.
Every case action includes two additional options:
- Show for all types means that the case action will show for all types of cases. Uncheck this option if you create specific case actions that apply only to specific case types.
- Attach documents during workflow only means that if the case action has a document set attached, the document will be attached only when the case action is being used in a workflow, not by itself in the docket. The feature to attach documents to case actions and to create workflows is only available for T2 users and above.
Start your list of case actions by clicking on the plus sign in your Case Actions screen. Depending on the purpose of the case action, it can be created to behave as a note, a task, or an event. For example, you can create a case action for any receipt your office gets. Since receipts are only used for informational purposes, then the case action should be created as a note.
Tip: You can also add special instructions, or “comment templates” in your note. This will help your staff follow specific instructions based on your office practices:
- Action Type: Choose the type of case action you will use. Will it be a case note (informational); a task (something someone must complete) or an event (something that would regularly be in a Calendar)?
- Action: Name of your case action.
- Default comment: This can be blank, or filled with special instructions or “comment templates” instruction how to use the case action.
- Automatic Attachments: Here you can attach documents that have been previously uploaded in the Document Sets menu. This is only available for Tier 2 users and above.
- Attach Documents during workflow only: the documents in this case action will only show if they are used in a workflow. This is only available for Tier 2 users and above.
- Triggers: If there are other steps involved as a part of this case action, you can add those here.Triggers help you organize several actions that need to happen regarding a specific event by adding set dates and assignees to your workflow. This is only available for Tier 2 users and above.
- Show for all types: If your case action is a general event that can be (or will be) used across your case types, then keep this box checked. However, uncheck this option if your case action will only be used in certain case actions.
- Selected Case Types: This field will activate only if the previous checkbox has been unchecked. Here you can add specific case types to your case action.
Your action type will look like this:
In the case of tasks, a common example are Requests For Additional Evidence.
RFE’s demand an action from you or your team, and they also contain a due date. Since you want to be notified of any RFE, this case action must behave as a task that someone (the assignee) must complete. However, not only does your RFE need to be completed, but it also needs to be completed within a timeframe. Therefore, you will need to add some steps to your workflow that will allow you to follow up and keep track of your RFE:
Case actions that contain established workflows act as triggers within the record. By adding triggers, the actions that need to happen regarding a specific event (in this case, the RFE), will have set dates and assignees in your workflow. Just enter a number of days and then choose after or before, and then choose your default assignees. Depending on the date you use that case actions, the other steps will auto-populate x days before or after the created case action.
Note: If your case action contains a workflow, the following symbol will appear next to it: ⇶
Finally, event-type case actions are anything that can and must be noted in a Calendar, like appointments, interviews, etc. They happen in the future, at a specific time and date, and require an assignee. For example, a case action meant to be used for a Master Hearing, with some reminders, may look like this:
Because of the nature of the event-type case actions, your will usually need to create additional steps in the workflow, for example: scheduling an interpreter, contacting clients to remind them of a certain appointment, or a reminder for the attorney that a hearing is coming. Workflows and triggers are available for T2 users and above.