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Creating Workflows (T2 users and above)

Once you have named your Case Type, you must decide what needs to happen with your case, in very much the same way that you decide additional steps with your Case Actions. This means thinking through your own process and identifying key actors and actions that need to happen so that your case is successful. You need to ask yourself who, what, when, and which documents are generally needed at each step of your case. Once you have this basis, then you can add a workflow that will help you construct the backbone of your case. The workflow will be established for all cases of the same type.

For example, if your office takes Asylum cases, a quick way to start may look like this:

Every time you use this Case Type , the result would be:

Note that in this example, the case actions: Call EOIR#, Reminder, and FOIA have all been created to behave as a Task (turquoise color). This is why they can be assigned to a user. However, if they were notes, you would not have the option to assign them.

Similarly to the triggers in Case Actions, you can also set a date for the steps that happen within a workflow by entering a number of days and then choosing after or before. In the case of Case Types, the reference date of after or before will depend on the day you opened the case.

Workflows can be as extensive as you need them to be, and they can contain many case actions. Be careful not to create workflows that have case actions too far in the future, as things can happen that may affect the expected result. Let’s see for example a case of U-visa Certificate:

In this case, every time you start a U-Visa Certificate case for a client, these tasks and notes will prepopulate your case, setting things in motion for a successful outcome. If the signature of the certificate gets delayed, then your projected date (180 days after the case was started) will be offset. If that’s the case, you can always adjust the dates (and assignees in the case of tasks and appointments) directly in the docket.

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