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 |
|---|---|
| When a new lead arrives | A new lead enters the system, from any channel |
| When a lead changes stage | A lead moves to a different stage |
| When a lead becomes a matter | A lead is converted to a matter |
| When a lead completes intake | A lead finishes the intake form or the AI intake |
| When an unsigned engagement reminder is due | An engagement letter sent for e-signature is still unsigned when its reminder is due |
| When a matter is created | A new matter is created |
| When a matter changes stage | A matter moves to a different stage |
| When a matter is assigned | A matter is assigned to someone |
| When a matter is closed | A matter moves to a stage marked as closed |
| When an email is received | A forwarded email is filed under a lead or matter |
Conditions#
Add optional conditions to control when the automation fires. With two or more conditions, choose Match all conditions (every condition must match) or any condition (at least one must match).
Each condition picks a field from the trigger, such as the lead name, new stage name, matter title or client name.
Available operators:
- Equals: Exact match (e.g., new stage name equals "Consulted")
- Not Equals: Does not match
- Contains: Partial match, ignoring capital letters (e.g., matter title contains "NDA")
Example conditions:
- New stage name equals "Consulted": only fires when a lead moves to Consulted
- Matter title contains "Lease": only fires for matters with "Lease" in the title
Actions#
Actions are executed in order when the automation fires. Messages, subjects and titles can include details from the event, such as {{lead.name}}.
A notification about a lead or matter only reaches people who can open it. If members see only the records assigned or shared with them (Record visibility in Team and roles), "all team members" means the owners and admins plus those members. An ethical wall leaves out anyone it excludes.
1. Send In-App Notification#
Send an in-app notification to your team.
- Choose the recipient: the assigned user, the creator, or all team members
- Write a notification message
- Choose a priority (Low, Normal, High, Urgent)
- The notification appears in the recipient's notification center
2. Send Email Notification#
Send an email notification.
- Choose the recipient: the assigned user, the creator, or all team members
- Set the subject and body
- The email goes out when the automation runs
3. Create a Milestone#
Add a single milestone to the matter.
- Set the milestone title
- Set the due date: 1, 2, 3, 5, 7, 14 or 30 days after the event
- Choose priority (Low, Medium, High, Critical)
4. Create Checklist of Milestones#
Add a checklist of milestones at once, for standard workflows.
- Define a set of milestones, each with a title, a due date and a priority
- All milestones are created together
- Great for onboarding checklists (e.g., "When a lead becomes a matter, create the standard onboarding checklist")
5. Send Engagement Signing Reminder#
Email each signer who hasn't signed an engagement letter yet one reminder. It works only with When an unsigned engagement reminder is due, and that trigger only with this action. When you tick Send one reminder after 7 days if unsigned while sending a letter for signature, Flow adds this rule for you, named "Document signing reminder". Pausing it pauses the reminders. Signed or updated letters and revoked portal links are skipped. This rule doesn't count toward the Free plan's limit.
Creating an Automation#
- Go to Settings → Automations (owners and admins)
- Click New Automation
- Set the rule:
- Name: Give the rule a descriptive name (e.g., "Intake Checklist for Litigation")
- Description: Optional
- When (Trigger): Select when the rule fires
- If (Conditions): Optionally add filters
- Then (Actions): Add one or more actions in order
- Click Create Automation
New automations are active straight away. Use the switch next to a rule to pause it at any time, and turn it back on when you're ready.
Pre-Built Templates#
Click Templates to start from one of six ready-to-use rules. Each opens in the editor so you can adjust it before you save:
- Engagement signing reminder: send one reminder after the delay you chose when sending an engagement letter. Signed, void and revoked requests are skipped
- New Lead Follow-Up: When a new lead arrives, notify all team members and email the assigned user
- Website/Zapier Lead Alert: When a lead arrives from the Lawzana Directory, your website, Zapier, your contact page or your booking page, send all team members an urgent alert in the app
- New Client Onboarding: When a lead becomes a matter, create a 5-step onboarding checklist
- Discovery Stage Preparation: When a matter moves to a Discovery stage, create a preparation checklist and notify the assigned user
- Matter Closure Checklist: When a matter is closed, create a closure checklist for administrative wrap-up
Rule Status#
| Status | Meaning |
|---|---|
| Active | Rule is running and will fire on trigger events |
| Paused | Rule exists but won't fire until you turn it back on |
Execution History#
Each automation in the list shows its trigger, its number of conditions and actions, how many times it has run and when it last ran. Open Execution History from the rule's menu to see each recent run and whether it is Pending, Running, Completed or Failed.
Safety Features#
- Circuit breaker: If a rule fails 5 times in a row, it's automatically paused to prevent repeated failures
- The person who created the rule is notified when it's auto-paused, with the last error, so you can investigate and fix the issue