The Automations Directory contains Triggers and Actions that can be configured to generate important procedures automatically. This article provides automation examples that may be helpful for your firm to implement and save time. When customizing these and other automations, Email Templates can be created in the Template Setup, which can populate merge tags for a Case.
For additional guidance on available triggers and actions, refer to Add Automation.
Refer Out Intake
Request Referral Status
Send Referral Update when Class Code Changes
Notify New To Do Item
Send Email/Text When Unable to Reach
New High Value Case Notify/Add Auxiliary Checklist
Request Review When Case is Closed
Manual Trigger "New Witness Alert"
Refer Out Intake
When an Intake status is changed, multiple actions can occur as a result of this trigger. For example, when the Stage/Status is changed to "Referred – Accepted", actions such as adding an Auxiliary Checklist, adding a note to the Intake, and sending an email can be configured. The Request Referral Status below can then be triggered a certain number of days later (e.g., 30 days after referring out the Intake).
Request Referral Status
When an Intake is being referred to a different attorney, it may remain in your firm's system as a Case for tracking purposes. This could occur if the case type is not normally handled by your firm or if your firm only handles a particular value range for cases, and this does not apply.
This automation can be configured to track the referral status, which can trigger when a Checklist status is changed, thereby emailing the Referred To contact on the Case, requesting a status update.
Send Referral Update When Class Code Changes
Class Code is used for categorization purposes, e.g., a subset of a Case Type, and can also be used by firms for a Case status. Whichever way your firm utilizes Class Code, this field can be configured to automate an email to the Referred To contact on a Case, alerting them to this change.
Notify New To Do Item
When a Checklist item has been added, the Assignee (single or Any) can be notified via email. You may choose to add a custom value email if the Assignee does not often work in Neos, so they don't miss an assigned task.
Send Email/Text When Unable to Reach
When your firm is trying to connect with a potential client, an automation with multiple actions can be created to initiate follow-up when the client cannot be reached. If the Intake status changes, a targeted Auxiliary Checklist can be added, and an email and text message can be sent to the client.
New High Value Case Notify/Add Auxiliary Checklist
When a Case is opened that meets certain criteria (using Field Conditions), multiple actions can be created to alert the necessary Staff of particular cases, such as a new high-value case. A saved, shared Advanced Search report that targets specific conditions can be utilized in the Field Conditions field. For example, a "High Value Cases" report that references a user defined field, such as "(Case) Intake Score" equal to "High", can be created and used in this instance.
NOTE: The Advanced Search report must be tied to a "Search for" of "Cases", "Intakes", or "Intakes and Cases" category.
You may include a specific Auxiliary Checklist that only applies to "high-value" cases, send an email to the Primary Staff of that Case, and even to the insurance provider.
Request Review When Case is Closed
At the closure of a Case, a feedback request can be sent to your client. In this example, when a case of a particular Case Type is marked Closed, an email will be sent from the Primary Staff to the First Party asking for a customer satisfaction review. This could be a link for a review form or a general inquiry. An additional action can be created that will mark the "Request Review" Checklist task as "Done".
Manual Trigger "New Witness Alert"
While Manual Triggers are configured similarly to other automations, this type of automation will only start when it is manually triggered in the Case/Intake from the Workflow button. In this example, if your firm has identified a new witness within your client's car accident, a series of events can be triggered manually, such as adding a targeted Auxiliary Checklist, adding a note to the Case/Intake for awareness, and sending an email to additional staff within the Case/Intake.
