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Legal Services Request Template Guide

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Overview

The Legal Services Request Template provides a pre-designed workflow that can be configured to meet your company’s requirements. This guide walks you through the steps to use and configure the template effectively. This guide provides an overview of using and configuring the Legal Services Request Template. Follow these steps to adapt the workflow to your company’s unique requirements efficiently.

Important Note: This template requires significant customization before it can be implemented.

1. Loading the Template

  1. Open the Workflow Gallery and find the ‘Legal Services Request’ template.
  2. Click the ‘Use Template’ button. Alternatively, you can click the ‘View Details’ button and then click ‘Use Template’.

  • The workflow template will load into your environment, opening the ‘Form’ page for customization. Please note that the template requires significant customization before it can be implemented.

Requestor Information Section

  • On the first page, Form tab, you’ll see a field labeled ‘What do you need help with?’ in a drop-down format.
  • Selected options from this drop-down determine the workflow route, visible on the ‘Workflow’ page.

Accessing the Workflow Tab

  1. Click the ‘Workflow’ tab.
  2. The first stage on this tab is the ‘Intake Portal’.

2. Configuring Form Access Settings

  1. Navigate to the ‘Intake Portal’ and select ‘Form Access’.
  2. Configure form visibility:
  • Show: Forms will be visible to the user on the first page.
  • Hide: Forms will remain hidden and accessible only to the manager or at later stages. Know more about configuring Form Access.

Example:

In the ‘Intake Portal’:

  • If ‘Legal Dispute Triage’ is set to ‘Hide’, it becomes visible and editable at the ‘Legal Triage New Dispute’ stage.

3. Assigning Users to Workflow Roles

  1. Select a workflow stage and navigate to the ‘Options’ tab. These options can be configured to meet the company's specific needs, with additional legal services added manually through the form field options mentioned here. 
  2. Assign users to roles. Ensure the user is saved in the system before the assignment.

  • If a user is not listed:

  1. Go to Administration > Create User.
  2. Add the user to the required roles. To know how to create a user, go to the User Roles and Permissions.

Pre-configured Workflow Stages

The template includes 5 pre-configured stages:

  1. Send NDA

  • At the ‘NDA Sent’ stage:
    • If the ‘Name’ field is filled, other fields are hidden.
    • Once submitted, this route is marked as complete.

  1. Send New Dispute

  • Directs to the ‘Legal Triage New Dispute’ stage.
  • Fields such as ‘Outside Counsel Recommendation’ are visible only if completed.
  • Collaboration: Team members can collaborate, request more information, or escalate the request.

  1. Send Marketing Request

  • Routes to the ‘Legal Review Marketing’ stage.
  • Requests requiring more information are sent back to the Requestor for review and returned once completed.
  • Valid requests proceed to ‘Materials Stored on Matter’; invalid ones are denied.

  1. Send Advice Request

  • Routes to the ‘Legal Triage New Advice’ stage.
  • Functions similarly to the ‘Legal Triage New Dispute’ stage.

  1. Send Contract Request

  • Routes to the ‘Draft Contract’ stage for document drafting.

Adding New Stages

  1. Define the conditions for the new relationship under the ‘Conditions’ section.
  • Example: For a ‘Power of Attorney’ route, set a condition where the ‘What do you need help with’ drop-down equals ‘Power of Attorney’ to direct users to the appropriate stage.
  1. To know more about how to create a new stage or a relationship, click here.

Configuring Conditions

  1. Stage Conditions: Define which sections/forms are visible or hidden. Know how to configure Stage Conditions. 
  2. Relationship Conditions: Determine the route based on user inputs or form field values. Know how to configure Relationship Conditions.

5. Saving and Deploying the Workflow

  1. Save the workflow after making the necessary changes.
  2. Assign users and roles in the new environment upon importing the workflow.
  3. Re-upload attachments and additional configurations after the import.
  4. Saved workflows will be listed under the ‘Designer’ tab for future access.