Jusnote Workflow Automation – The Complete Guide

Jusnote Workflow Automation – The Complete Guide

In the fast-paced legal world, efficiency isn't just a goal - it's a necessity. This is where Jusnote's newly released workflow automation module comes into play, transforming the way legal teams operate. It offers a series of automated actions that streamline everyday legal processes, driving your legal practice to new productivity levels. By automating routine and time-consuming tasks, your legal team is liberated to focus on what truly matters: client engagement, case strategy, and driving the firm's growth.

Jusnote Workflow Automation is available to all Jusnote users with the 'Premium' subscription plan

Understanding the basics

Each automation in Jusnote is constructed with three critical stages: “Trigger – Condition – Action".
  1. Trigger. This is the starting point of any automation. A trigger is an event that sets the automation process in motion. For example, creating a new matter, adding a contact, or scheduling a task could all be triggers. On the left side of the screen, you’ll see a list of possible triggers under different categories like “Matters”, “Contacts”, “Tasks and Events”, and “Invoices”.
  2. Condition. Conditions are criteria that determine when your automation should proceed. They act as filters, ensuring that the automation only runs when certain conditions are met. This could be based on the type of matter, the status of a task, the category of a contact, or other specific details relevant to your trigger.
  3. Action. Actions are the tasks that are executed once the trigger event occurs and the set conditions are satisfied. They are the actual steps the system will automatically take, such as sending an email, creating an invoice, or updating a matter. Define the action by selecting from the options provided in the system, usually by filling out additional details, like the content of an email or the particulars of a task to be created.

How to create a new automation

1. Navigate to the main menu on the left side and click ‘Settings’.

2. Within Settings, click on ‘Workflow Automation’.

You will be directed to a page where all of your automations will be stored, allowing you to add, modify, or delete any of them.

If this is your first time creating automation, you'll be greeted with a clean slate, ready for you to define the rules that will automate your operations.

3. Click on the 'Create' button located in the top right corner to begin programming your workflow. Alternatively, you'll notice a central illustration prompting you to 'Create a rule'. You can use any of the buttons.

4. Upon clicking 'Create', a pop-up window titled 'Create automation' will appear. Type a descriptive name for your new automation rule to make it easily identifiable later on. After entering the name, click the 'Save' button to store your new automation rule.

5. Select the 'Trigger'. This is the type of event that initiates your automation with a selection of categories like 'Matters', 'Contact', 'Tasks and Events', and 'Invoices'. Click on the dropdown menu next to 'Matters' to see the list of triggering events you can choose from. For instance, you might select 'Matter created' to have the automation start when a new matter is created. After selecting a trigger, click 'Apply'.

To the right, Jusnote features an interactive schema—a visual representation of the automation chain you're constructing. This dynamic and user-friendly chain serves as a real-time map of your workflow, providing clarity and context to the process you are designing. As you select triggers, conditions, and actions, they will appear within this schema and will be represented by a node, which will automatically connect to create a visual flowchart of the sequence.
6. Select the 'Condition'. The next step is to establish the conditions that act as the 'if' statement in your workflow, specifying when the automation should execute the subsequent actions. Click on the dropdowns to view and choose from various predefined conditions. You can further refine the condition by selecting additional parameters from a secondary dropdown that appears once you've made your initial selection. You can add more than 1 condition by clicking the '+ Add' button.

7. Create the 'Action'. With triggers and conditions set, it’s time to define the action—the actual step Jusnote will take once the defined conditions are met. These actions are categorized for easy navigation, for example, under 'Tasks and Events' and 'Email'. To select an action, expand the category by clicking on it. You'll see options like 'Create event', 'Create task', or sending an 'Email'.

After selecting the action, you may be prompted to provide additional details such as the task name, due date, or email content.

On the right-hand side of the screen, the interactive schema will update to include your selected action. This visual representation will show your complete automation flow, from the trigger through the condition, and ending with the action you’ve just defined

As you fill in the details of your action, you'll encounter the 'Tracked Trigger' value in the entity field (Matter, Contact, etc.). Select this value to allow your actions to be dynamically linked to matters or other entities that will be created in the future—not yet present in the system. After adding all the details, click 'Apply'. 

Congratulations on successfully creating your first automation in Jusnote!

Review the details of your automation to ensure everything is set up as you desire. To bring your automation to life, flip the 'Active' toggle switch located at the top right corner of the page.

Remember, you can always come back to edit, deactivate, or refine this automation as your firm's needs evolve.

Adding more steps to the automation

Jusnote's workflow automation doesn't just stop at a single action. You can build upon the complexity and functionality of your automation to cover all the intricate processes your law practice requires.

To add more depth to your automation:

1. Click on the "+" button at the point in the schema where you want to add this new step.
2. Choose whether you're adding another 'Condition' or 'Action' by clicking the respective option.
3. Set up the details of your new condition or action, making sure they align with the sequence of your workflow.

By repeating these steps, you can create a multi-layered sequence of events that automatically handles even the most complex scenarios within your practice. Each new step will appear in your schema, providing a comprehensive view of your custom-tailored workflow.

After making changes to the automation, you will need to flip the 'Active' toggle switch located at the top right corner of the page again.

An action can be directly added after a trigger, without the necessity of setting a condition. This means the system will not wait for additional criteria to be met; instead, it will execute the action immediately after the trigger event occurs.

All the automation workflows you create in Jusnote are conveniently organized and accessible in a dedicated section of the system. This allows for easy management and oversight of your automated processes.

Try the new workflow automation module today!

Streamline your practice and unlock new levels of efficiency with Jusnote's Workflow Automation module. Try out our new workflow automation module now and experience firsthand how Jusnote can transform your practice. Sign in to Jusnote today.

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