While there are multiple workflow scenarios, each scenario will likely fall in one of the three categories: Initial, Amended, Amended after Close. The following article covers the automation and business process for each scenario.
Key Fields in the Business Review Workflow
Several SOP Log data fields can be useful when managing workflow. These fields are valuable when designing both user-based and automated business processes. These fields are also important when used in conjunction with list view and report filters. See the field definitions, for more information on these key fields.
Scenario Overview
The following three scenarios are example automation and business process workflows for reviewing SOP Logs within AdvoLogix. These scenarios illustrate the integration's built-in automation and suggest (*) where your organization's customizations should be made.
Scenario 1 - Initial SOP Logs
Given the SOP Log import scheduler is running hourly (8-5, M-F) new log records are automatically created in AdvoLogix, on this schedule. The following process occurs for a log record added by the integration.
- A new CT SOP Log record is added to AdvoLogix.
- The SOP Import Chatter group will receive an import result notification.
- The SOP Log now has the following criteria:
- Status = Initial
- Disposition = Pending
- Stage = Pending
- Stage Date = (Now)
- * Though not provided directly by the integration, most organizations will use process builder to automate any User assignment during this step. User notification would be included in this process.
AdvoLogix users can initiate the SOP record review process from list views, reports, or chatter notifications. The next step in this process is to determine if the Disposition can be quickly accomplished. If not, the business process will move the Stage to In Review.
Scenario 2 - Amended SOP Logs
Given the SOP Log import scheduler is running hourly (8-5, M-F) updates may occur to existing log records in AdvoLogix, on this schedule. The following process occurs for a log record updated by the integration.
- The AdvoLogix SOP Log record is updated to the current values, provided by CT.
- The SOP Import Chatter group will receive an import result notification.
- The SOP Log now has the following criteria:
- Status = Amended
- Modify Date = (Date Changed)
- * Though not provided directly by the integration, most organizations will use process builder to automate the notification of the update.
As with new logs, AdvoLogix users can initiate the SOP record review process workflow from list views, reports, or chatter notifications.
The next business process is to determine if the Stage or Disposition need to change in response to the update. For instance, if a matter has been created, should the matter be updated? If the SOP Log was Closed, should it be placed back in review?
Scenario 3 - Updates for SOP Logs After Close
As a continued extension of Scenario 2, your organization may choose to monitor when an update to a log occurs after the log Stage has been Closed or a matter has been previously created.
In addition to the existing notifications, consider using key fields to determine when these conditions exist. Use these determinations for reports, list views and additional notifications.
Business Process Features
List Views: List views allow users to establish a set of fields and filter criteria relative to a specific business process. List views also allow users to quickly edit field values in columns and update multiple rows by tagging first.
Proposed Actions: While viewing an SOP Log, the actions listed under proposed actions are dynamically determined by the current state of the SOP Log. The actions allow users to quickly create a new matter, link to an existing matter, update the linked matter and more.
Other Actions: Page layout buttons are also available for the following workflow actions: Create Matter, Update Matter, Download Document, Acknowledge (opt-in).
Process Builder: Design workflow automation for assignments, notifications, and other automated activities.
Validation Rules: Use data validation rules to govern data integrity within your designated business process.
Reports and dashboards work together to help monitor current activity while at the same time provide the ability to evaluate past activity. Several useful metrics are included in the SOP Log field list.