Working with WorkFlows: New Calendar Entry When a Client is Added

March 2017    Tags: Calendar, Clients, PracticeMaster, WorkFlows

We want a calendar record automatically created every time we open a new Criminal Law client. The calendar record should remind us that in two days we need to request a copy of the arrest affidavit and bond information for the client. Is there an easy way to do this?

This can be done by creating a WorkFlow that will automatically trigger whenever a client is added with an Area of Practice (AOP) of Criminal Law. The WorkFlow will create a calendar entry populated with field values specified in the WorkFlow itself. For our example, the calendar entry will include the following:

• Due Date two days after the client’s Open Date
• Description of “Request copy of arrest affidavit & bond information”
• Task with a Start Time of 8:00 A.M.
• Alarm Time set for 0 Minutes
• The Client ID selected

To automatically create a Calendar entry every time a Criminal Law client is added

1. From the Maintenance menu, select WorkFlows.
2. Select the Client file, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Criminal Law Calendar”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Select a Field Name of AOP.
   3. Select a Test Condition of equal to.
   4. In the Test Value field, select an AOP of Criminal Law.
   5. Click the Save button.
5. In the Event section:
   1. Select Record Added.
6. In the Actions section, click the New button.
   1. Select Create New Record and click Next.
   2. Select Calendar from the drop-down list and click OK.
   3. Click the Define Template button.
      1. Click the set button next to the Due Date field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of “Date_Open” and click Insert.
         3. The following will now be displayed: “@SrcRec:Date_Open”. After this, enter “+2”. The following will now be displayed: “@SrcRec:Date_Open +2”.
         4.  Click OK.
      2. Click the set button next to the Description field.
         1.  In the Template Expression Editor window, click the Value button, and enter “Request copy of arrest affidavit & bond information.”
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      3.  Click the set button next to the Type field.
         1. In the Template Expression Editor window, click the Value button, and select “T” from the drop-down list.
         2.  Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      4.  Click the set button next to the Start Time field.
         1. In the Template Expression Editor window, click the Value button, and enter “08:00:00 AM”.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      5. Click the set button next to the Alarm Time field.
         1. In the Template Expression Editor window, click the Value button, and select “0 Minutes” from the drop-down list.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      6. Click the set button next to the Client ID field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of “Client_ID” and click Insert.
         3. Click OK.
      7. Press Ctrl+S.
   4. Click Finish.
7. Click Save, and then close the WorkFlows window.

You now have a WorkFlow set up that will create a customized calendar entry every time a new client is saved with Criminal Law selected as the Area of Practice.