In Clio, each workflow starts from a trigger: a schedule, an event in Clio, or a manual start. The right trigger matches the workflow to the moment the work begins. The result is a workflow that runs at the right time without anyone having to start it manually.
Understand workflow triggers
Every workflow has one trigger, listed first in the Overview. The trigger sets when the workflow runs, and the workflow card lists it under Trigger.
- Schedule
The workflow runs at a set time, for example, every day at 9 a.m. or every Tuesday at 9:15 a.m.
- Clio event
The workflow runs when something happens in Clio, for example, when a document is uploaded to a matter.
- Manual
The workflow runs when a user starts it from the workflow page.
Set a schedule
A schedule runs the workflow daily, weekly, or monthly at a set time. Schedules use the time zone of the user who created the workflow. Each weekly schedule runs on one day of the week. To run a process on two days a week, create a workflow for each day.
- Go to Automations > Workflows > Saved Workflows.
- Select the workflow name.
- In the chat box, enter the schedule, for example Run every Tuesday at 9:15 a.m.
- Select the arrow to send the request.
- Review the trigger at the top of the Overview to confirm the schedule.
- Select Save workflow.
Start a workflow from a Clio event
An event trigger runs the workflow when a specific change happens in Clio Manage or Clio Grow. A workflow can use events only from the Clio products the firm subscribes to. Clio Manage events cover matters, tasks, documents, email, and the client portal. Clio Grow events cover leads, contacts, intake forms, appointments, signed documents, tasks, and payments. [VERIFY: event names against the UI labels.]
| Area | Event | Runs the workflow when |
|---|---|---|
| Matters | Matter created | A new matter is created. |
| Matters | Matter stage changed | A matter moves to a different stage. |
| Matters | Matter status changed | A matter's status changes, for example to Open or Pending. |
| Matters | Matter converted from Clio Grow | A Clio Grow lead becomes a Clio Manage matter. |
| Tasks | Task list assigned | A task list is assigned to a user or matter. |
| Tasks | Task list completed | A task list is completed. |
| Documents | Document uploaded | A document is uploaded. |
| Documents | Document major version changed | A document gets a new major version. |
| Documents | Document status changed | A document's status changes. |
| Email filed to a matter | An email is filed to a matter. | |
| Email arrives in Unified Comms | An email arrives in Unified Comms. [VERIFY: customer-facing name.] | |
| Client portal | Client portal created | A client portal is created for a matter. |
| Client portal | Portal participant added or removed | A contact gains or loses client portal access. |
| Client portal | Document shared to portal by the firm | The firm shares a document in the client portal. |
| Client portal | Document uploaded to portal by a participant | A portal participant uploads a document. |
| Client portal | Portal message sent by the firm or by a participant | A message is sent in the client portal. |
| Client portal | Portal item viewed | A participant opens a shared message, document, bill, calendar event, or trust request. |
| Area | Event | Runs the workflow when |
|---|---|---|
| Leads and matters | Matter created | A matter or lead is created. |
| Leads and matters | Lead created | A lead is created. |
| Leads and matters | Lead declined | A lead is declined. |
| Leads and matters | Matter status changed | A matter's intake pipeline status changes. |
| Contacts | Contact created or updated | A contact is created or edited. |
| Intake | Intake form sent | An intake form is sent to a contact. |
| Intake | Intake form submitted | A contact submits an intake form. |
| Scheduling | Appointment request sent | A scheduling invitation is sent. |
| Scheduling | Appointment confirmed | A consultation is booked or confirmed. |
| Documents | Document signed | Every signer has signed the document. |
| Tasks | Task completed | An assigned task is completed. |
| Payments | Payment requested, received, or failed | A payment request is sent, paid, or fails. |
Set an event trigger
- Go to Automations > Workflows > Saved Workflows.
- Select the workflow name.
- In the chat box, describe the event that starts the workflow, for example Start this workflow when a document is uploaded to a matter.
- Select the arrow to send the request.
- Review the trigger at the top of the Overview to confirm the event.
- Select Save workflow.
Activate workflows
A workflow responds to its trigger only after it is published. A draft workflow stays off, so it runs only when a user tests it. Save any changes before activating a workflow. Activating a workflow keeps its version number, and saving changes to a published workflow keeps it published.
Important: A published workflow runs on your firm's real data, on its schedule or when its event happens. Test the workflow on a test matter before publishing it.
Publish a workflow when saving
- Go to Automations > Workflows > Saved Workflows.
- Select the workflow name.
- Select Save workflow.
- Under Status, select Published.
- Select Save workflow.
Activate a workflow on the workflow page
- Go to Automations > Workflows > Saved Workflows.
- Select the workflow name.
- Save any changes.
- Select the Inactive toggle.
Activate a workflow on the Workflows tab
- Go to Automations > Workflows > Saved Workflows.
- Select the menu (…) on the workflow card.
- Select Enable (ON).
- To deactivate a workflow, select the toggle on the workflow page or select Disable (OFF) in the card menu.
Up next
Monitor Workflow Runs: Check each run's status and the result of each step.