Clio Manage Automated Workflows

Automated workflows combine existing Clio Manage functionalities designed to create efficiencies and help you streamline your processes to help you save even more time and effort and further reduce the risk of errors or oversight.

Create an automated workflow

Clio Manage currently offers the following ready-to-use template to automate your workflows.

• Assign a task list: This automation adds a task list to a matter, and assigns the tasks in the list to individuals or roles in the firm when you move a matter from one stage to another.
  Note: Learn more about Task Lists and Matter Stages.
• Generate a document: This automation leverages document templates you previously created to generate customized documents with pre-filled, matter-specific information when you move a matter from one stage to another.
  Note: Learn more about how to Create document templates in Clio Manage and Matter Stages.
• Apply a matter template: This automated workflow is available if you use both Clio Manage and Clio Grow. It applies a matter template when you convert a matter from Clio Grow to Clio Manage.
  Note: Learn more about how to convert a matter from Clio Grow to Clio Manage.

Assign a task list

Before you can create an automated workflow that adds a task list to a matter when the matter moves from one stage to another, you first have to create a task list consisting of individual tasks and create matter stages.

1. In Clio Manage, go to Settings > Automated Workflows.
2. In the Made by Clio tab, click Assign a task list.
3. Add a name for your automation.
   1. Choose the practice area.
   2. Choose the From matter stage (optional) and To matter stage (required) that should trigger the workflow. Your options are limited to the matter stages associated with the practice area you selected.
   3. Choose any of your previously created task lists.
   4. 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.
4. Optional: Switch the toggle from Off to Active to activate the automated workflow. You can also activate the workflow later from the My Automations tab.
5. Click Save as new automation.

This new automation is added to your My Automations tab.

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

Before you can create an automated workflow that generates a document when a matter moves from one matter stage to another, you first have to create a document template and create matter stages.

1. In Clio Manage, go to Settings > Automated Workflows.
2. In the Made by Clio tab, click Generate a document.
3. Add a name for your automation.
4. Define the rules for the automation trigger (When section) and the automation action (Then section).
   
   1. Choose the practice area.
   2. Choose the From matter stage (optional) and To matter stage (required) that should trigger the workflow. Your options are limited to the matter stages associated with the practice area you selected.
   3. Choose any of the document templates you previously created.
   4. Add a descriptive file name for the document you want to generate from the document template.
      Note: Both a PDF file and DOCX file will be generated and added to the matter.
5. Optional: Switch the toggle from Off to Active to activate the automated workflow. You can also activate the workflow later from the My Automations tab.
6. Click Save as new automation.

This new automation is added to your My Automations tab.

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.

1. In Clio Manage, go to Settings > Automated Workflows.
2. In the Made by Clio tab, click Apply a matter template.
3. Add a descriptive name for your automation
4. Define the rules for the automation trigger (When section) and the automation action (Then section).
   
   1. Choose the practice area.
   2. Optional: Choose the responsible attorney.
   3. Choose the matter template to apply.
5. Optional: Switch the toggle from Off to Active to activate the automated workflow. You can also activate the workflow later from the My Automations tab.
6. Click Save as new automation.

This new automation is added to your My Automations tab.

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) for a workflow to Rename or Delete it.

The Automation history tab provides details about when the workflow was triggered and the matters to which it was applied.

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.