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BRIEF description of what this ‘How to’ coversThis How-to will cover creating a standardized process in your Prevail system.

A "standard" process is one that allows you to work through a series of steps that do not all revolve around the same date.

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1. Click Administration > Process Builder.

2. Click ‘Add’ at the top of the window, and choose Standard Process.

3. Enter a name for the process in Process Subject field.

4. Select the law type for the process from the Process Law Type drop-down list.

5. Click ‘Save’.

6. Click on the new process in the list of processes in the upper-left corner of the window.

7. Click ‘Add’ (under ‘Steps’) in the bottom half of the window.

8. In the Subject field, enter a description of the step.

9. Optional: Enter a name for the level in which the step belongs in the Level field.

10. For this step to trigger a task

11. Enter a login name for the employee.

    1. Name will appear in all caps

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    Complete the following fields:

    1. Complete the following fields: 

       • Date Hired 

       • Salutation 

       • First name 

       • Middle name 

       • Last name 

       • Suffix 

       • Initials 

       • Branch Office 

       • Professional Title, Bar Number, and Rate (if applicable) 

       • Mailing Address (employee’s personal mailing address, not the office address) 

       NOTE: If the mailing address differs from the physical address, uncheck the box, and enter the mailing address in the fields that will display. 

       • Phone Number(s) and Email Address(es).

         • Under the Communications section in the lower right, click the + button, and choose the type of phone number, email address, or website to enter.

       • Enter the information, and check the "International" and "Primary" box as necessary

       Optional: Complete the remaining fields in this window (e.g., Nickname, Social Security Number, Date of Birth), but this is not required.

13. Click on the Security tab at the bottom of the window.

    1. Choose what type of access, if any, the employee has to these specific areas of Prevail:

       • Control Panel Security

       • Databank Security

       • Document Setup Security

       • Employee Security

       • Firm Log Security

       • Process Builder Security

       • Query Manager Setup

       • Questionnaire Security

       • Questionnaire Setup Security

       • Report Security

       • Report Designer Setup

       • Contact Setup Security

       • Trust Account Security

       • Contact Consolidate Security

       • Dashboard Security

    2. Note: When setting up security groups, under Administration > Security/Group Setup, select the access settings for several other areas of Prevail. In that area, instead of selecting access by individual employee, select access by employee type (e.g., Attorney, Paralegal, Receptionist).

14. On the Security tab, it is required to assign the employee to the appropriate group(s), and choose their level of access in that group. (For more information about security groups, see Security/Group Setup on page 5.)

    1. When creating a new matter or prospect, it is automatically assigned to the "Default" security group if you do not set up any other groups. However, if you have multiple groups, you will need to select the desired group.

       1. Warning: This group security controls which employees can access the file, and what level of access (i.e., what information in that matter) they will have.

    2. Note: If using an Exchange server, you will set up the sync on the Sync tab. If you do not use an Exchange server, your users can still use the Outlook Sync, but will configure it under the File > User Settings menu. For more information, see User Settings on page 15.

    3. Click on the Sync tab at the bottom of the window. Prevail's Outlook Sync allows users to synchronize appointments between their Prevail and Outlook calendars. This is a live, two-way sync. Therefore, updates to either calendar are synced to the other.

       Caution: If you are not absolutely certain of the exact Exchange profile name for each user, do not guess! Consult your network administrator or IT professional.

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    Click on the Notes tab at the bottom of the window. If desired, enter any miscellaneous information about the employee. Highlight important information in a panel like this one. To edit this panel's color or style, select one of the options in the menu.

16. Click, Save.

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1. 1. Click ‘Add Task’

   2. Enter the default subject for the task in the Subject field

   3. In the ‘Create task due’ field, enter the number of days before the task due date that you want the task to start

      • Note: This number should be positive

   4. Select the Responsible Type for the task.

   5. Optional: Click ‘Display as Statute’ for this task to display on the Home tab under the Statute Warning List.

   6. Optional: Check the ‘Popup Task’ box for the task window to pop-up as soon as this step is added to the Claims/Process tab. Otherwise it will automatically be added to the calendar without popping up.

2. For this step to trigger an appointment

   1. Click ‘Add Appointment’

   2. In the ‘Subject’ field, enter the default appointment type.

   3. Optional: Select a type for the appointment from the ‘Type’ drop-down menu.

   4. Select the Responsible Type for the task.

   5. Note: When you add the step to the Claims/Process tab, the appointment window will always automatically pop up, allowing you to enter the date, time, and location of the appointment.

3. If there is a definite next level or next step that will always occur after this step

   1. Choose next Level/Step in the ‘Next Step and Outcome Information’

      • Note: When this step is added to the Claims/Process tab, the e next level and/or step information will display on the upper-right side of the window.

4. If this step signifies a case outcome of Loss, Partial Win, Remand, Win, or Withdrawal

   1. Select the appropriate outcome from the “Outcome” Drop-down menu.

5. If you would like for a merge document to be auto generated for the matter

   1. Choose the appropriate merge document from the “Merge Document” Drop down menu.

6. Check 'Default Step Date' if you want the date for the step, when added to the Claims/Process tab, to default to the current date.

   1. Unchecking this box will cause the step date to default to blank, forcing the user to select the step date from the calendar.

   2. Note: In cases where the step will trigger a statute deadline, it is advisable to uncheck the "Default Step Date" box, so that the user will not accidentally enter the current date for the step, rather than a prior date.

7. Certain fields on the Matter tab can be set to auto update when this step is reached on the Claims/Process tab.

   1. Choose the appropriate field from the ‘Action Field’ drop down menu.

   2. Choose the updated information that should display from the ‘Action Values’ drop-down.

   3. Note: The “Prospect” action field refers to whether the matter will be set as a Prospect or a Matter (client). If you set the action value for this field to true, then the matter will be a Prospect; if set to false, the matter will be a Matter (client).

   4. Note: The “Active” action field refers to whether the matter is open or closed. If you set the action value for this field to true, then the matter will be open; if set to false, the matter will be closed.

8. Optional: In the 'SMS/Email Notifications section, a text message to can be automatically be sent to the client

   1. Type the text in the Message field OR use the ‘Insert Codes’ drop down list.

   2. See the How-to Text Messaging for more help.

9. Click, ‘Save’.

\uD83D\uDCCB Related articles

Creating an Auto-Fill Process, Text Messaging