Prevail User Knowledge Base

((Auto-Fill and Standard are in one Video)) How-to Creating an "Auto-fill" Process

Owned by Emily Doane
Last updated: Sept 06, 2023 by mike.doane
2 min read

This How-to will cover creating an auto-fill process in your Prevail system.

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).

For example, you could set up a "hearing preparation" process to use when you learn the hearing date for a matter. (In this example, the hearing date would be the "anchor date".) The process can automatically schedule tasks (such as a task for the case manager to order updated medical records) to complete prior to the hearing.

Instructions

  1. Click Administration > Process Builder.

  2. Click ‘Add’ in the top right of the window.

  3. Choose ‘Auto-Fill Process’

  4. In the Process Subject field, enter a name for the process

  5. From the ‘Process Law Type’, select the law type you will use the process for.

  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.

  7. Click ‘Save’

  8. Click on the new process in the list of processes in the top half of the window.

  9. Click ‘Add’

  10. In the ‘Subject’ field, enter the step subject

  11. Leave the Level field blank

  12. If you would like for the step to automatically schedule a task

    1. Check the ‘Task’ box

    2. Enter the Task subject in the ‘Task Subject’ field

    3. Optional: Select a category for the task from the Task Category drop-down menu

    4. 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.

    5. 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.

    6. Select the Responsible Type for the task

  13. 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.

  14. 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.

  15. 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.

  16. Click, ‘Save’.

Creating a Standard Process, Text Messaging