Automations
Automations let you create "when X happens, do Y" rules that run automatically. They eliminate repetitive tasks and ensure consistent workflows across your firm.
How Automations Work#
Each automation rule has three parts:
- Trigger — The event that starts the automation
- Conditions (optional) — Filters that must be true for the automation to fire
- Actions — What happens when the trigger fires and conditions are met
Triggers#
| Trigger | Fires When |
|---|---|
| Matter Created | A new matter is created |
| Stage Changed | A matter moves to a different stage |
| Matter Closed | A matter reaches the closed stage |
| Lead Created | A new lead enters the system |
| Lead Converted | A lead is converted to a matter |
Conditions#
Add optional conditions to control when the automation fires. Conditions use AND logic — all conditions must be true.
Available operators:
- Equals — Exact match (e.g., stage equals "Intake")
- Not Equals — Does not match
- Contains — Partial match (e.g., title contains "NDA")
- In — Matches any value in a list (e.g., practice area in "Corporate, Tax")
- Not In — Does not match any value in a list
Example conditions:
- Stage equals "Intake" — Only fires when a matter is in Intake
- Practice area in "Family Law, Litigation" — Only fires for specific practice areas
Actions#
Actions are executed in order when the automation fires.
1. Notify (In-App)#
Send an in-app notification to specified team members.
- Choose recipients (specific users or "all team members")
- Write a notification message
- Notification appears in the recipient's notification center
2. Notify (Email)#
Send an email notification.
- Choose recipients
- Set subject and message body
- Emails are sent immediately
3. Create Milestone#
Add a single milestone to the matter.
- Set milestone title and due date
- Choose priority (Low, Medium, High, Critical)
- Assign to a team member
4. Create Milestones (Batch)#
Add a checklist of milestones at once — useful for standard workflows.
- Define a set of milestones with titles and relative due dates
- All milestones are created together
- Great for onboarding checklists (e.g., "When a matter reaches Intake, create the standard intake checklist")
Creating an Automation#
- Go to Settings → Automations
- Click New Automation
- Set the rule:
- Name — Give the rule a descriptive name (e.g., "Intake Checklist for Litigation")
- Trigger — Select when the rule fires
- Conditions — Optionally add filters
- Actions — Add one or more actions in order
- Click Save
The automation starts in Draft status. Set it to Active when ready.
Pre-Built Templates#
Five ready-to-use templates are available:
- New Lead Notification — Notify the team when a new lead arrives
- Matter Intake Checklist — Create standard milestones when a matter enters Intake
- Stage Change Alert — Email notification when a matter changes stage
- Lead Conversion Follow-up — Create follow-up tasks when a lead becomes a matter
- Matter Closure Checklist — Create final review milestones when a matter is closed
Rule Status#
| Status | Meaning |
|---|---|
| Active | Rule is running and will fire on trigger events |
| Paused | Rule exists but won't fire until reactivated |
| Draft | Rule is being configured and won't fire |
Execution History#
Each automation tracks:
- Total executions — How many times it has fired
- Last run — When it last executed
- Status of recent runs — Pending, Running, Completed, or Failed
Safety Features#
- Circuit breaker — If a rule fails 5 consecutive times, it's automatically paused to prevent repeated failures
- Retry mechanism — Failed actions are retried before being marked as failed
- You'll be notified if rules are auto-paused so you can investigate and fix the issue