Working with WorkFlows: Adding Fees When Assembling Documents

February 2019    Tags: Document Assembly, Document Management, Email, Fees, PracticeMaster, WorkFlows

I use Word Document Assembly to assemble forms for my business clients. After I save the forms to PracticeMaster as documents, I always create a fee for certain hours and amount values based on the template I’m assembling (defined by Document Type) and write an email to the client. Is there a way for PracticeMaster to automate some of this for me?

This can be accomplished by creating a WorkFlow that prompts the user if they’d like it to run when a Document Management record is created with a particular Document Type (e.g., “Form” or “Proposal”). Fee and email values will be entered automatically.

Once the WorkFlow completes, the document can easily be attached to the email.

To automatically create a fee and start an email every time Document Management records are added with certain Document Types

1. From the Maintenance menu, select WorkFlows.
2. Under Common Client Related Files, select Document Management, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Create Fee and Email”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Click the New Row button and select the Document Type field (Doc_Type).
      1. Select a Test Condition of “equal to”.
      2. In the Test Value field, select the desired Document Type (e.g., Form).
   3. Click the Save button.
5. In the Event section, select Record Added.
6. In the Actions section, click the New button.
   1. Select Create New Record and click Next.
   2. Under Common Client Related Files, select Fee and click OK.
   3. Click the Define Template button.
      1. Click the set button next to the Client ID field.
         1. In the Template Expression Editor window, click the Field button, select “Client_ID”, and then click Insert.
         2. Click OK.
      2. Click the set button next to the Hours Worked field.
         1. In the Template Expression Editor window, click the Value button, enter the desired number of hours worked (e.g., “0.50”), and then click OK.
         2. Click OK.
      3. Click the  (Save) button.
7. Click Finish.
8. In the Actions section, click the New button.
   1. Select Start Email and click Next.
   2. Click in the To field.
      1. In the WorkFlow Expression Editor window, click the Field button, select “Client_ID”, and then click Insert.
      2. At the end of the expression, enter “:Email_Address”, and then click OK.
   3. Click in the Subject field.
      1. In the WorkFlow Expression Editor window, click the Value button, enter the applicable text for the subject (e.g., “A document has been created.”), and then click OK.
      2. Click OK.
   4. Click in the Body field.
      1. In the WorkFlow Expression Editor window, click the Value button, enter the applicable text (e.g., “The requested document has been created and attached.”), and then click OK.
      2. Click OK.
   5. Clear the Include event information checkbox.
   6. Click Finish.
9. Click Save.

When run, this WorkFlow will start an email to which the document can be attached. To attach the document to the email, select the PracticeMaster tab of the email, click Attach PM Document, and then select the new Document Management record from the list.

Note: This WorkFlow can be created for each Document Type, as needed.

For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”