Automated workflows combine existing Clio Manage features like tasks and document templates with matter stages to automate routine tasks, helping you save time, stay organized and reduce the risk of error. You can leverage these workflows to automatically generate documents, assign tasks lists, or apply pre-defined matter templates when a matter moves from Clio Grow to Clio Manage.
Create an automated workflow
Clio Manage currently offers ready-to-use templates to create automated workflows that perform the following actions.
- Assign a task list: These automations add a task list to a new matter or to an existing matter that moves from one specific matter stage to another, and assigns the tasks in the list to specified roles or individuals.
- Generate a document: These automations leverage document templates you previously created to generate customized documents with pre-filled, matter-specific information when you create a new matter or when you move a matter from one stage to another.
- Apply a matter template: This automated workflow is available if you use both Clio Manage and Clio Grow. It applies a specific matter template when you convert a matter from Clio Grow to Clio Manage.
Assign a task list
Using automated workflows in Clio Manage, you can create a set of rules that add a task list you previously created to
- a new matter you create, or
- when you move a matter from one matter stage to another.
Before you can create this automated workflow, you first have to create a task list consisting of individual tasks and create matter stages.
- In Clio Manage, go to Settings > Automated Workflows.
- In the Made by Clio tab, click Matter is created, Assign a task list.
- Enter a name for your automation.
- In the When section, choose the conditions that will trigger the automation.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
Note: All conditions specified must be met in order to trigger the workflow.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
- In the Then section, specify the details of the task-list-related action to take.
- Task List: Choose any of your previously created task lists.
-
Assign To: Choose who you want to assign the list to.
Note: The individual(s) to whom the tasks in the task list is ultimately assigned also depends on the details you provided for each task in the task list when they were created. Refer to Assign task lists for details.
- Optional: Switch the toggle from Off to Active to immediately activate the automated workflow upon saving it. You can also activate the workflow later from the My Automations tab.
- Click Save as new automation.
- In Clio Manage, go to Settings > Automated Workflows.
- In the Made by Clio tab, click Matter stage changed, Assign task list.
- Enter a name for your automation.
- In the When section, choose the conditions that will trigger the automation.
- You are required to specify the Practice area. Choose the From matter stage (optional) and To matter stage (required). Your options are limited to the matter stages associated with the practice area you selected.
Note: All conditions specified must be met in order to trigger the workflow.
- You are required to specify the Practice area. Choose the From matter stage (optional) and To matter stage (required). Your options are limited to the matter stages associated with the practice area you selected.
- In the Then section, specify the details of the task-list-related action to take.
- Task List: Choose any of your previously created task lists.
-
Assign To: Choose who you want to assign the list to.
Note: The individual(s) to whom the tasks in the task list is ultimately assigned also depends on the details you provided for each task in the task list when they were created. Refer to Assign task lists for details.
- Optional: Switch the toggle from Off to Active to immediately activate the automated workflow upon saving it. You can also activate the workflow later from the My Automations tab.
- Click Save as new automation.
Your newly-created automation is added to your My Automations tab. In this tab, you can view, rename, activate/deactivate, or delete any of your automations.
If this type of workflow automation is triggered, but the tasks in the task list cannot be assigned due to missing information in the matter for Originating attorney, Responsible attorney, or Responsible staff, an error message will appear. To resolve this, you can move the matter back to its original stage, add the missing information to the matter, then move the matter to the next stage again.
Generate a document
Using automated workflows in Clio Manage, you can create a rule that generates and adds a document to
- a new matter you create, or
- when you move a matter from one matter stage to another.
Before you can create this automated workflow, you first have to create a document template and create matter stages.
- In Clio Manage, go to Settings > Automated Workflows.
- In the Made by Clio tab, click Matter is created, Generate a document.
- Enter a name for your automation.
- In the When section, choose the conditions that will trigger the automation.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
Note: All conditions specified must be met in order to trigger the workflow.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
- In the Then section, specify the details of the documentation-related action to take.
- Document template: Choose any of the document templates you previously created.
-
File name: Specify the new file name.
- Choose any of the document templates you previously created.
- Add a descriptive file name for the document you want to generate from the document template.
- Select at least one document type to generate (PDF or in original DOC format).
- Optional: Switch the toggle from Off to Active to immediately activate the automated workflow upon saving it. You can also activate the workflow later from the My Automations tab.
- Click Save as new automation.
- In Clio Manage, go to Settings > Automated Workflows.
- In the Made by Clio tab, click Matter stage changed, Generate a document.
- Enter a name for your automation.
- In the When section, choose the conditions that will trigger the automation.
- You are required to specify the Practice area. Choose the From matter stage (optional) and To matter stage (required). Your options are limited to the matter stages associated with the practice area you selected.
Note: All conditions specified must be met in order to trigger the workflow.
- You are required to specify the Practice area. Choose the From matter stage (optional) and To matter stage (required). Your options are limited to the matter stages associated with the practice area you selected.
- In the Then section, specify the details of the documentation-related action to take.
- Document template: Choose any of the document templates you previously created.
-
File name: Specify the new file name.
- Choose any of the document templates you previously created.
- Add a descriptive file name for the document you want to generate from the document template.
- Select at least one document type to generate (PDF or in original DOC format).
- Optional: Switch the toggle from Off to Active to immediately activate the automated workflow upon saving it. You can also activate the workflow later from the My Automations tab.
- Click Save as new automation.
Your newly-created automation is added to your My Automations tab. In this tab, you can view, rename, activate/deactivate, or delete any of your automations.
Apply a matter template
To create an automated workflow that applies a matter template when a matter is converted from Clio Grow to Clio Manage, you first have to create a matter template in Clio Manage.
- In Clio Manage, go to Settings > Automated Workflows.
- In the Made by Clio tab, click Matter from Clio Grow, Apply a matter template.
- Enter a name for your automation.
- In the When section, choose the conditions that will trigger the automation.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
Note: All conditions specified must be met in order to trigger the workflow.
- You are required to specify the Practice area. Choosing the Responsible attorney is optional.
- In the Then section, choose the matter template to apply.
- Optional: Switch the toggle from Off to Active to immediately activate the automated workflow upon saving. You can also activate the workflow later from the My Automations tab.
- Click Save as new automation.
Your newly-created automation is added to your My Automations tab. In this tab, you can view, rename, activate/deactivate, or delete any of your automations.
View, rename, or delete automated workflows
In the My Automations tab, you can view the details of the automated workflow by clicking on the workflow name. Click on the More icon (the three vertical dots) on a workflow card to Rename or Delete it. You can also click Automation history in the More menu of the card to see the history for the specific workflow. For each card you can activate or turn off the particular workflow using the toggle.
The Automation history in the left navigation panel provides details about when the workflow was triggered and the matters to which it was applied, along with other relevant details.
Understand conflicting or duplicated automated workflows
When using the Apply a matter template automated workflow, you will be unable to create a new workflow if it conflicts with an existing workflow. This will be true even if an existing workflow is deactivated. An error message will indicate which existing workflow conflicts with the current workflow you are attempting to create, making it easy to troubleshoot.
If you notice duplicate tasks or documents added to a matter, you may have inadvertently created a duplicate workflow. You can view the Automation history tab to determine which automated workflows were triggered and make the necessary adjustments to remove the duplicate.