BRIEF description of what this ‘How to’ coversThis article will cover the difference between a standard process and an autofill process as well as how to create each of these.
A "standard" process is one that allows you to work through a series of steps that do not all revolve around the same date.
For example, the Social Security process that ships with Prevail is a "standard" process. The statute dates that apply to each step are calculated based on when the previous step took place. For instance, in Social Security disability cases, the statute date for filing a Request for Hearing will depend on when the Request for Reconsideration was denied; later, in the same claim, the statute date for filing a Request for Review at the Appeals Council depends on the date the hearing was denied.
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You use an auto-fill process when all of the steps in your process center around one specific date (the "anchor date" in Prevail terminology).
To view an instructional video of these steps, click the link below.
Video Link: Creating Processes in the Process Builder
Instructions
Creating a “Standard” Process
Click Administration > Process Builder.
Click ‘Add’ at the top of the window, and choose Standard Process.
Enter a name for the process in the Process Subject field.
Select the law type for the process from the Process Law Type drop-down list.
Click ‘Save’.
Click on the new process in the list of processes in the upper-left corner of the window.
Click ‘Add’ (under ‘Steps’) in the bottom half of the window.
In the Subject field, enter a description of the step.
Optional: Enter a name for the level in which the step belongs in the Level field.
Enter a login name for the employee.
Name will appear in all caps
Complete the following fields:
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.
Click on the Security tab at the bottom of the window.
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
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).
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.)
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.
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.
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.
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.
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.
Click, Save.
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Levels allow you to group and organize your steps.
Pro Tip: If you want your steps and levels to appear in the order in which they occur, number the steps using two digit numbers (01, 02, etc.)
For this step to trigger a task
Click ‘Add Task’
Enter the default subject for the task in the Subject field
In the ‘Create task due’ field, enter the number of days before or after the step date (when the step is added to the Claims/Processes tab) that you want the task to be due. If for some reason the task due date should be prior to the step date, then enter the number of days as a negative number.
In the ‘Set task start date’ field, enter the number of days before the task due date that you want the task to appear on the responsible party’s task list.
Note: This number should always be positive
Select the Responsible Type for the task.
Optional: Click ‘Display as Statute’ for this task to display on the Home tab under the Statute Warning List.
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.
For this step to trigger an appointment
Click ‘Add Appointment’
In the ‘Subject’ field, enter the default appointment type.
Optional: Select a type for the appointment from the ‘Type’ drop-down menu.
Select the Responsible Type for the task.
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.
If there is a definite next level or next step that will always occur after this step
Choose next Level/Step in the ‘Next Step and Outcome Information’
Note: When this step is added to the Claims/Process tab, the next level and/or step information will display on the upper-right side of the window.
Note: Do this after you have added all of your levels and steps, as the drop downs will only contain steps that are already built into the Process.
If this step signifies a case outcome of Loss, Partial Win, Remand, Win, or Withdrawal
Select the appropriate outcome from the “Outcome” Drop-down menu.
If you would like for a merge document to be auto generated for the matter
Choose the appropriate merge document from the “Merge Document” Drop down menu.
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.
Unchecking this box will cause the step date to default to blank, forcing the user to select the step date from the calendar.
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.
Certain fields on the Matter tab can be set to auto update when this step is reached on the Claims/Process tab. You have 6 dropdowns you can use to auto update a field in Prevail when a step is triggered.
To do this, start by choosing the appropriate field from the 'Action Field' drop down menu.
Choose the updated information that should display from the 'Action Values' drop-down.
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.
The "Case Manager", "Hearing Attorney", and "Lead Attorney" action fields gives you the option to change the user assigned to that role for that case when the current step is executed in Prevail.
The "Case Type" action field refers to the case type of the current case. The "Action Values" dropdown allows you to select one of your case types to choose for that case when the current step is executed.
The "Last Reviewed" action field fills in the corresponding field in the matter tab. Select "Step Date" to use the entry date from the step, or "Today" to use the current date.
The "Prospect" action field refers to whether the matter will be set as a Prospect or a Matter. If you set the action value for this field to true, then the matter will be a Prospect; if set to false, it will be a Matter.
The "Status" action field provides a dropdown of Matter Status' to update for the current case when the step is executed.
Optional: In the 'SMS/Email Notifications section, a text message to can be automatically be sent to the client
Type the text in the Message field.
Use the ‘Insert Codes’ dropdown menu to insert the names of the Client, Current Prevail User, Lead/Hearing Attorney, and Case Manager, to automate and personalize information for the matter that the Process Step is being completed for.
Note: This will only work if the client previously agreed to SMS communications. See the How-to Text Messaging for more help.
Click, ‘Save’.
Creating a “Autofill” Process
Click Administration > Process Builder.
Click ‘Add’ in the top right of the window.
Choose ‘Auto-Fill Process’
In the Process Subject field, enter a name for the process
From the ‘Process Law Type’, select the law type you will use the process for.
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.
Unchecking this box will cause the step date to default to blank, forcing the user to select the step date from the calendar.
Click ‘Save’
Click on the new process in the list of processes in the top half of the window.
Click ‘Add’
In the ‘Subject’ field, enter the step subject
Leave the Level field blank
If you would like for the step to automatically schedule a task
Check the ‘Task’ box
Enter the Task subject in the ‘Task Subject’ field
Optional: Select a category for the task from the Task Category drop-down menu
Enter the number of days before or after the auto-fill date
Note: If the task should be due prior to the auto-fill date, enter the number of days as a negative number. If the task should be due after the auto-fill date, enter the number of days as a positive number.
In the ‘Set Task Warning’ field, enter the number of days prior to the due date that you want the task to start appearing in the task list.
Note: This number should always be positive.
Select the Responsible Type for the task
If you would like for a merge document to be auto generated for the matter
Choose the appropriate merge document from the “Merge Document” Drop down menu.
Certain fields on the Matter tab can be set to auto update when this step is reached on the Claims/Process tab.
Choose the appropriate field from the ‘Action Field’ drop down menu.
Choose the updated information that should display from the ‘Action Values’ drop-down.
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).
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.
Optional: In the 'SMS/Email Notifications section, a text message to can be automatically be sent to the client
Type the text in the Message field.
Use the ‘Insert Codes’ dropdown menu to insert the names of the Client, Current Prevail User, Lead/Hearing Attorney, and Case Manager, to automate and personalize information for the matter that the Process Step is being completed for.
Note: This will only work if the client previously agreed to SMS communications. See the How-to Text Messaging for more help.
Click, ‘Save’.
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Creating an Auto-Fill Process, Text Messaging
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