Prevail 10 E-Training*: Process Builder: Auto-Fill 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.

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 an Auto-Fill Process

The creation of an Auto-Fill process is almost identical to the creation of a standard process.

Step 1: Create the Process Template

1. Navigate to Administration>Process Builder

2. Click ‘Add’

3. Choose ‘Auto-Fill 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. Default Date (checkbox): Check if you want the process date 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.

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

5. Click 'Save.'

Step 2: Add Steps

1. 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:

1. Check the ‘Task' checkbox

2. Fill out the fields:

   1. Task Subject: Task name

   2. Task Category (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.

Step 4: Actions

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. 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:

3. 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:

Step 5: 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’ for this feature to work

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: Use to automate information such as client name, and the Lead/Hearing Attorney name