How to set up Task Types and Automated Workflows in Law App

Task workflows in Law App let you build a repeatable checklist of to-dos for a matter type — like a conveyancing sale — so the right tasks and due dates are generated automatically every time a new file is opened. This guide walks through setting up task types, building task templates, assembling them into a workflow, and getting that workflow onto a file.

Setting up task types

Before you build any tasks, decide what categories of task you want available, and set those up as task types. In this example we’re setting up a basic workflow for a conveyancing sale.

1. Navigate to Tasks, Task Types.

1. To add a new task type, select Add.

1. Scroll to the bottom of the list to find the new empty row. Enter the Code (a brief description of the task type), the full Description, and select the File Type this task type applies to. Some task types are relevant to All file types, and some may only apply to a specific area of law.

1. Click Save all. Repeat these steps for every task type you’d like to add.

Creating task templates

The next step is to create the tasks themselves.

1. Navigate to Tasks, Task Templates.

1. Click Add.

1. Complete the fields in the Add Task window: Category — select the category this task relates to (this example uses Matter, as the task relates to a matter). Name — the task name, which also copies across to the Description (you can change this if needed). Task Type — select from the task types you created earlier. Area — is this an Admin task or a Legal task? Priority and Status — set as needed. Trigger Date and Days Offset — if the task should be date-based, choose the date it’s calculated from. In this example, the task is due 14 days before the Settlement Date.

Hit Save once you’re done, and repeat these steps for every task you’d like to add to your workflow.

Setting up your workflow template

Once your task templates are ready, you can start assembling them into a workflow.

1. Navigate to Tasks, Workflow Template.

1. Click Add.

1. Complete the fields: Name — the workflow name, which copies across to the Description (you can change it if needed). Category — select the category. File Type and Matter Type — select the type of file and matter this workflow applies to. Then select Search to start adding tasks to the workflow.

1. Once the task list opens, tick the tasks you want to add to the workflow.

If you want to add further tasks to the workflow, simply hit Search again.

If you need to remove a task from the workflow, hover over it and select the bin icon, then hit Save.

To make further changes to a workflow after it’s been saved, select the Edit icon on the Workflow Template list, which reopens the workflow so you can repeat the steps above.

Choosing your workflow automation setting

There are three settings you can choose from for how workflows get added to your files:

1. To manage this setting, head to Settings. Go to Options, then Firm-Wide.

1. Scroll down until you see the Task section, select your option under “Auto generate workflow tasks of new file”, then hit Save.

Generating a workflow onto a file

If you’d rather add a workflow to a specific file manually — for example, if your automation setting is set to Prompt or No automation — here’s how.

1. Navigate to File Tasks on the file.

1. Click Generate.

1. Click Yes, Generate to confirm.

You’ll now see the generated list of tasks and their due dates on the file.

Viewing and managing task workflows on a file

You can view the tasks on a file from the File Tasks area shown above, or see a combined list of critical dates and task dates by going to Key Dates, then All Dates.

From either area, you can mark tasks complete by ticking Actioned, leaving a comment if you’d like, and hitting Save all.

Task types, task templates and workflow templates are firm-wide settings — changes affect how workflows generate for every file going forward. If you’re not sure how a change will affect matters already in progress, contact support@lawsupport.com.au or call 07 3040 3036.