Automation Actions
Automations are one of the most powerful tools in your Lawmatics toolbox. There are two pieces to every automation: triggers and actions.
Triggers (AKA Entry Conditions) are what causes someone to enter into an automation. All you need to know about triggers can be found here. Actions are the items that will occur once the automation triggers. These represent the core functionality of your automated workflow.
There are many actions that you can access within an automation, found by clicking the plus sign under the entry conditions block. This article will break down each one of those actions. When selected from the action item menu shown below, each action will bring up a configuration panel on the right of the screen to setup each action
SEND EMAIL
This action will trigger a custom email to be sent to the recipient of your choice. Emails are created in our custom email builder found under the Assets tab at the very top of your Lawmatics page.
When using the send email action, simply choose the email you want to have sent, and it will automatically be sent. You will also select the various other options, shown on the right side panel below.
CREATE APPOINTMENT
This action allows you to automatically add an appointment to the calendar from a custom date field or a date relative to the time this automation triggers.
Enter the display name of the appointment, this is how the appointment will appear on the host's calendar as well as on the client or PNC's end. Select which of your users will be the host of the appointment as ell as the appointment type and location.
Specify which custom field should set the date for the appointment. Alternatively, you can choose a manual date which will be set up relative to the date and time that this automation triggers. Next set the duration of the appointment and populate a description. Lastly you have the options to send the calendar invite to the client/PNC and set a standard reminder.
Remember, this action will book the actual appointment based on the custom field date or manual relative date. This action does not let the person choose a time on your calendar, see the next option for that functionality.
REQUEST APPOINTMENT
Use this action to send a link to your PNC/client which will allow them to book their own appointment based on the host's availability.
Learn about how to use appointment requests here, including configuring the request in an automation.
ADD TASK
This action allows you to automatically create a task assigned to a user, or share a task with a client via the Lawmatics client portal. When creating a task, you will see the menu shown on the right side of the example below.
To learn more about the various elements within a task, click here.
ADD DELAY
One of the most powerful actions for a marketing automation platform is the ability to have a delay action. This action allows you to create a "break" in the automation, so that it will wait to execute the next action for the specified time.
There are two ways to use this action item:
1. Delay for Length of Time
Simply enter the number that corresponds to the length of the delay in the first field and then select the unit of measure, i.e. days, weeks, months, from the drop down field.
Rather than specifying a certain amount of time, this option allows you to extend the delay until a separate action has occurred. Simply select the action and status that will allow the delay to complete. Once that action has occurred, then the delay will be complete and the next action in the automation can occur.
When using delays, you will typically want to make sure you also have exit conditions set for the automation as well.
ADD IF CONDITION
This action allows you to create a split based on any criteria you would like. The options that are available for use when building an if condition are the exact same options that are available when setting the automation entry conditions or exit conditions. Once you have an if condition in place your automation will be split into two tracks. One for a 'yes' response to the if condition and one for a 'no' response to the if condition.
Learn all about the do's and don't's of If Conditions here.
SEND FORM
This action allows you to send any of your custom forms to the target of the automation. Simply choose the form that you wish to send from the right hand details panel and your form will automatically be sent via email when this action comes up.
SEND DOCUMENT
This action allows you to send any of your documents to the target of the automation. It is important to note that this will send the document as an attachment to an email, as opposed to sending for e-signature. The Send Document action is useful if you wish to simply merge a matter's information into a document and have it sent for review but not for signature.
To send a document for signature automatically see the Request Signature option below.
SEND SMS
One of the more popular actions, this action lets you send a text message to the automation target automatically. If you do not see the Send SMS option available in your automation actions, email us at support@lawmatics.com to activate this feature free of charge.
Simply enter the message that you would like to send in the configuration panel on the right side of the screen, shown above, and the message will be sent to the target. Keep in mind that the target must have their cell phone number listed as their primary phone number in Lawmatics.
It's a great idea to use delivery windows with this action to make sure you a text isn't triggered at an odd hour of the day.
REQUEST SIGNATURE
Lawmatics lets you send a document for e-signature as an automated action. Learn all the details of using this action here.
REQUEST FILES
This action allows you to automatically send a file request template to the target in order to capture whatever files you need. When using this action you will have the option to email the request to the target and/or to allow them to upload their files via client portal.
CHANGE ATTRIBUTES
Use this action to update any data field within your CRM, including both standard and custom fields. One common use of this action is to automatically move leads through your intake pipeline by updating the Stage field, as shown below.
You will use the field selection, shown on the top right in the image above, to select which field you would like to populate data for. Then in the box directly beneath it you will choose/type what data should be populated into the field.
When this action fires in an automation, the data change will be tracked on the matter's timeline just like any other data updates.
CONVERT MATTER
When a matter hires your firm, you will want to Convert them. This action does two things: 1. Changes the matter's status from PNC to Hired and 2. Syncs the matter to your practice management software (if you have one integrated).
The conversion is also important for your reporting and analytics regarding your firm's conversion rates, so make sure that you are using the Convert action when a matter has hired the firm.
Note: This action can only be used as the last action of an automation. If you click the plus sign and do not see this action available, double check that you are not trying to add it in the middle of the workflow.
SEND INVOICE
If you are using our LawPay integration, then you will be able to send a LawPay invoice via automation. When you select this action, you will then be prompted to select which of your firm's accounts the invoice should go to as well as your invoice type.
SYNC TO CASE MANAGEMENT
This action allows you to automatically sync a matter to your integrated practice management system, without converting the matter. The matter will be created in your other system with all mapped information, but the matter will remain a PNC status in Lawmatics.
This is useful to save you the trouble of manually entering a matter in your case management software if you need it there before the lead has actually converted. For example, you may use this action if you need to send a document, invoice, etc. from your other system during the intake process.
INVITE TO PORTAL
Use this action to automatically send an invitation to your client, or any related contacts on the matter, to access the client portal. Before you can share documents, forms, messages, etc. via portal, you will first need to make sure the matter has been invited to access it.
Learn all about sending a portal invitation here.