Prevail 10 E-Training*: Process Builder: Standard Processes

The Process Builder is one of the most powerful tools in Prevail. It allows you to create a customized workflow tailored to your firm. With it, you can establish standardized case procedures and follow each step as the case progresses.

Since Social Security and Veteran’s Administration Processes are determined at a national level, we have loaded those into the Process Builder for you, ready to be used. You can use the Process Builder to edit these, or use them as is.

Part 1: Standard vs. Auto Fill Processes

• Standard Process: Works through a series of steps that do not revolve around the same date.

  • Standard Process steps must be added manually.

  • There may not be a set order that these steps go in.

    • Example: When an application is filed, the next step could be an approval or a denial.

• Auto-Fill Process: Revolves around a particular date, known as the anchor date.

  • When you add an Auto-Fill Process, all steps are added and set to be ‘due’ a certain number of days before or after the anchor date.

    • Example: A hearing process could be created in this way. The anchor date would be the hearing date, and the steps would be set to be completed a certain number of days before or after the hearing.

Part 2: Creating a Standard Process

Step 1: Create the Process Template

1. Navigate to Administration>Process Builder

2. Click ‘Add’

3. Choose ‘Standard Process’

4. Fill out the following fields:

   1. Process Subject: A title for this Process

   2. Process Law Type: The law type you would like this process implemented

   3. Active (checkbox): Determines whether this process appears on the Process Tab

5. Click 'Save.'

Step 2: Add Steps

1. In the Process Builder, find the box that says ‘Steps’ on the bottom left of your screen.

2. Click ‘Add'

3. Fill out the fields under ‘Step Information’

   1. Subject: The step name

      1. Example: ‘Intake Appointment Held'

   2. Level: The group that the step belongs to. You can create levels by typing into the Level field. Once they are created, you can select the corresponding level from a dropdown.

      1. Examples of Levels: Intake, Initial, Hearing, Deposition, etc.

      2. You may want to have number levels or letters such as ‘A, B, C,’ etc.

4. Click Save.

Tip: Before moving on, simply go through and put all of your steps and levels into the process. Doing this allows you to get a solid draft of the process before moving on to adding the extra add-ons.

Step 3: Adding Tasks and Appointments

Next, go through your steps and add any tasks or appointments you want to automate. When you link a task or appointment to a step, it will automatically be added to the appropriate user’s calendar or task list as soon as that step is implemented.

Adding Tasks:

1. Click on the step on the left side of the screen that you want the task to be linked to

2. Click ‘Add Task’

3. Fill out the fields in the window:

   1. Subject: Task name

   2. Type (dropdown): Task Type

      1. This is a customized list through the databank. For more information, see 'Prevail 10 E-Training*: Databank

   3. Create task due _ days before/after the entry date: Type the number of days you would like the task to be due.

      1. Typing a positive number will set the due date for after the entry date

      2. Typing a negative number will set the due date for before the entry date

         1. This could be useful if the entry date is set ahead of the actual date; a hearing date, for example.

         2. For more information on entry dates, see ‘Prevail 10 E-Training*: Claims/Process Tab’

   4. Set task start date _ days before the due date: This adds the task to the corresponding user’s task list that number of days before it is due.

      1. This number should always be positive

   5. Responsible Type (dropdown): Select the user you would like to be given this task

      1. You may select a specific user, a role (such as case manager), or the current user.

      2. Prompt for User: This does not set a specific person, but forces the user implementing the step to select a responsible party for the task.

   6. Display as Statute (checkbox): Check for this task to display on the Home tab under the Statute Warning List.

   7. Popup Task (checkbox): Check for the task window to pop-up as soon as this step is added to the Claims/Process tab.

      1. If not checked, it will automatically be added to the calendar without popping up.

Adding Appointments:

1. On the left side of the screen, click on the step that you want the appointment to link to

2. Click ‘Add Appointment’

3. Fill out the fields in the window:

   1. Subject: Enter the default appointment name

   2. Type: Type (dropdown): Appointment Type

      1. This is a customized list through the databank. For more information, see 'Prevail 10 E-Training*: Databank

   3. Responsible Type (dropdown): Select the user you would like to attend this appointment

   4. You may select a specific user, a role (such as case manager), or the current user.

   5. Prompt for User: This does not set a specific person, but forces the user implementing the step to select a responsible party for the appointment.
      
      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.
      
      

4. Text Message Reminder (checkbox): Check this if you want the client to receive a text message reminder for this appointment

   1. This will only work if you are integrated with our Twilio Enhanced Texting feature.

   2. Reach out to us for more information

Step 4: Next Step and Outcome

As you’ll learn, the steps in a standard processes don’t always follow the same order. However, if a step consistently leads to the same next action, you can set it to automatically include that step, allowing the end user to simply click a button to add it.

1. Click on the step on the left side that you want this next step/level to follow

2. Level (dropdown): Select what the next level would be

3. Step (dropdown): Select what the next step would be

Note: The steps and levels must be added to the process before they will appear in these dropdowns. You will be selecting from options you have already added.

4. Outcome (dropdown): Select what the Outcome would be for this step when implemented. You will only use this if that step corresponds with an outcome.

   1. This is a customized list through the databank. For more information, see 'Prevail 10 E-Training*: Databank

Step 5: Additional Options

1. Merge Document (dropdown): Select a merge document to automatically appear when this step is implemented.

   1. This list is a list of all of your merge documents in the system.

   2. The merge document window will pop up when this step is implemented, the end user will need to continue the merge process.

2. New Process (dropdown): Select another process to be triggered when this step is implemented

   1. Example: If you are implementing the ‘Hearing Scheduled’ step and you have a hearing process built, you could set the hearing process to automatically be added to the claims/process tab.

   2. The dropdown will only include processes already built in your system

3. Default Step Date (checkbox): When checked, the entry date will automate to the current date that the step is added

   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. Tip: In cases where the step will trigger a statute deadline, we suggest unchecking the "Default Step Date" box, so that the user will not accidentally enter the current date for the step, rather than a prior date.

4. Atlasware Request Options (dropdown): Automatically sets an Atlasware download to trigger with this step.

   1. Prompt: When the step is implemented, it will prompt the end user to select the download type

   2. Exhibited: Downloads and Exhibited case file

   3. Unexhibited: Downloads and unexhibited case file

   4. Media:

   5. OCR:

Note: This feature will only work if you are already signed up for Atlasware Integration with Assure. Please contact us if you are interested in more information.

Step 6: Actions

Certain fields on the Matter tab can be set to auto update when this step is reached on the Claims/Process tab. There are 6 dropdowns available to use to auto update a field in Prevail when a step is triggered.

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.

   1.  

Step 7: SMS/Email Notifications

This section enables you to customize an automatic text message (if you are signed up for our texting integration)or email to be sent when the step is executed.

Note: Be sure to check ‘Opt in to receive email messages’ and/or ‘Opt in to receive text messages’ in order for this feature to function

1. Click on the step on the left side that you want this next step/level to follow

2. In the textbox, type the message you want to send when this step is executed

3. Insert Code: Automate information such as client name, and the Lead/Hearing Attorney name

Next: See Prevail 10 E-Training*: Process Builder: Auto-Fill Processes