Automation Best Practices and Examples

Here are practical examples of automations you can create in FluentCase to streamline your workflows.

Creating an Automation

Workers’ Compensation Automations Examples

MSC Preparation Automation

Trigger: Tag “MSC Scheduled” added to matter

Actions:

1. Task: “Prepare MSC brief”
   • Assigned to: Paralegal Handling
   • Due: 7 days before MSC date
   • Priority: High
2. Task: “Prepare client for MSC”
   • Assigned to: Attorney Handling
   • Due: 3 days before MSC date
   • Priority: High
3. Task: “Review settlement authority with client”
   • Assigned to: Attorney Responsible
   • Due: 3 days before MSC date
   • Priority: Medium

Use case: Ensures all MSC preparation tasks are created and assigned when an MSC is scheduled.

EAMS Filing Follow-Up

Trigger: Description contains “filed with EAMS”

Actions:

1. Task: “Check EAMS for filing confirmation”
   • Assigned to: Paralegal Handling
   • Due: 3 days after
   • Priority: Medium
2. Task: “Serve opposing counsel”
   • Assigned to: Secretary Handling
   • Due: 1 day after
   • Priority: High

Use case: Automatically creates follow-up tasks when documents are filed with EAMS.

Medical Records Request

Trigger: Tag “Medical Records Requested”

Actions:

1. Task: “Follow up on medical records request”
   • Assigned to: Paralegal Handling
   • Due: 14 days after
   • Priority: Medium
2. Task: “Second follow-up on medical records”
   • Assigned to: Paralegal Handling
   • Due: 30 days after
   • Priority: High

Use case: Ensures follow-up on medical records requests that haven’t been fulfilled.

Personal Injury Automations Examples

Demand Letter Sent

Trigger: Tag “Demand Sent”

Actions:

1. Task: “Follow up on demand response”
   • Assigned to: Attorney Handling
   • Due: 30 days after
   • Priority: High
2. Event: “Demand response deadline”
   • Date: 30 days after
   • Type: Deadline
3. Task: “Prepare for litigation if no response”
   • Assigned to: Attorney Responsible
   • Due: 35 days after
   • Priority: Medium

Use case: Tracks demand letter responses and prepares for next steps.

Deposition Scheduled

Trigger: Description contains “deposition scheduled”

Actions:

1. Task: “Prepare deposition outline”
   • Assigned to: Attorney Handling
   • Due: 7 days before
   • Priority: High
2. Task: “Prepare client for deposition”
   • Assigned to: Attorney Handling
   • Due: 3 days before
   • Priority: High
3. Task: “Order deposition transcript”
   • Assigned to: Paralegal Handling
   • Due: 1 day after
   • Priority: Medium

Use case: Automates deposition preparation and follow-up tasks.

Settlement Offer Received

Trigger: Description contains “settlement offer”

Actions:

1. Task: “Review settlement offer with client”
   • Assigned to: Attorney Responsible
   • Due: 2 days after
   • Priority: High
2. Task: “Prepare settlement analysis”
   • Assigned to: Attorney Handling
   • Due: 1 day after
   • Priority: High
3. Event: “Client meeting - settlement discussion”
   • Date: 3 days after
   • Duration: 1 hour

Use case: Ensures prompt review and client communication about settlement offers.

General Case Management Examples

New Matter Intake

Trigger: Tag “New Client”

Actions:

1. Task: “Send welcome email to client”
   • Assigned to: Attorney Responsible
   • Due: Same day
   • Priority: High
2. Task: “Request initial documents from client”
   • Assigned to: Paralegal Handling
   • Due: 1 day after
   • Priority: High
3. Task: “Set up client portal access”
   • Assigned to: Secretary Handling
   • Due: 1 day after
   • Priority: Medium
4. Event: “Initial client consultation”
   • Date: 7 days after
   • Duration: 1 hour

Use case: Standardizes new client onboarding process.

Statute of Limitations Tracking

Trigger: Tag “SOL Warning”

Actions:

1. Task: “Review statute of limitations”
   • Assigned to: Attorney Responsible
   • Due: Same day
   • Priority: Critical
2. Task: “Prepare complaint if needed”
   • Assigned to: Attorney Handling
   • Due: 7 days after
   • Priority: High
3. Event: “SOL deadline”
   • Date: Based on SOL date
   • Type: Deadline

Use case: Helps prevent missed statute-of-limitations deadlines.

Discovery Response Due

Trigger: Description contains “discovery served”

Actions:

1. Task: “Prepare discovery responses”
   • Assigned to: Paralegal Handling
   • Due: 20 days after
   • Priority: High
2. Task: “Review discovery responses”
   • Assigned to: Attorney Handling
   • Due: 25 days after
   • Priority: High
3. Event: “Discovery response deadline”
   • Date: 30 days after
   • Type: Deadline

Use case: Tracks discovery response deadlines and preparation.

Client Communication Examples

Monthly Status Update

Trigger: Tag “Active Case”

Actions:

1. Task: “Send monthly status update to client”
   • Assigned to: Attorney Handling
   • Due: 30 days after
   • Priority: Medium

Use case: Ensures regular client communication (note: this creates one task; you’d manually re-tag monthly).

Court Hearing Scheduled

Trigger: Description contains “hearing scheduled”

Actions:

1. Task: “Notify client of hearing”
   • Assigned to: Secretary Handling
   • Due: Same day
   • Priority: High
2. Task: “Send hearing reminder to client”
   • Assigned to: Secretary Handling
   • Due: 3 days before hearing
   • Priority: High
3. Task: “Confirm client attendance”
   • Assigned to: Secretary Handling
   • Due: 1 day before hearing
   • Priority: High

Use case: Automates client notification and confirmation for hearings.

Document Management Examples

Medical Records Received

Trigger: Tag “Medical Records Received”

Actions:

1. Task: “Review medical records”
   • Assigned to: Attorney Handling
   • Due: 3 days after
   • Priority: High
2. Task: “Summarize medical records”
   • Assigned to: Paralegal Handling
   • Due: 7 days after
   • Priority: Medium
3. Task: “Update demand letter with new records”
   • Assigned to: Attorney Handling
   • Due: 10 days after
   • Priority: Medium

Use case: Ensures medical records are reviewed and incorporated into case strategy.

Expert Report Received

Trigger: Description contains “expert report received”

Actions:

1. Task: “Review expert report”
   • Assigned to: Attorney Responsible
   • Due: 2 days after
   • Priority: High
2. Task: “Share expert report with client”
   • Assigned to: Attorney Handling
   • Due: 3 days after
   • Priority: Medium
3. Task: “Prepare rebuttal if needed”
   • Assigned to: Attorney Handling
   • Due: 14 days after
   • Priority: Medium

Use case: Manages expert report review and response.

Billing and Administrative Examples

Retainer Running Low

Trigger: Tag “Low Retainer”

Actions:

1. Task: “Request additional retainer from client”
   • Assigned to: Attorney Responsible
   • Due: Same day
   • Priority: High
2. Task: “Follow up on retainer request”
   • Assigned to: Secretary Handling
   • Due: 7 days after
   • Priority: Medium

Use case: Ensures timely retainer replenishment.

Case Closed

Trigger: Tag “Case Closed”

Actions:

1. Task: “Send final invoice”
   • Assigned to: Secretary Handling
   • Due: 1 day after
   • Priority: High
2. Task: “Send closing letter to client”
   • Assigned to: Attorney Responsible
   • Due: 3 days after
   • Priority: Medium
3. Task: “Archive case file”
   • Assigned to: Paralegal Handling
   • Due: 30 days after
   • Priority: Low

Use case: Standardizes case closing procedures.

Tips for Creating Effective Automations

Start Simple

• Begin with one trigger and one action
• Test thoroughly
• Add complexity gradually

Use Consistent Tags

• Standardize tag names across firm
• Document what each tag means
• Train staff on proper tagging

Realistic Timeframes

• Give enough time for tasks
• Account for weekends/holidays
• Build in buffer time

Appropriate Assignment

• Assign to roles, not specific people
• Consider workload distribution
• Allow for reassignment

Monitor and Adjust

• Review automation effectiveness monthly
• Get feedback from team
• Adjust based on actual workflow
• Remove automations that aren’t helpful