Workflow App

How To

The workflow builder allows firms to create new or update existing workflows for LEAP matter types.

How to Enable Workflow App

To Enable the Workflow App:

Navigate to the LEAP Menu
Go to Marketplace
Search for the Workflow App and Click Enable

Once enabled, you can access the Workflow App from the Other section in the LEAP Menu.

How to Enable and Disable Workflows

To enable/disable a workflow:

Click on LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.

Click to edit heading

You need to have LEAP Admin privileges to access Workflow Builder tab.
From the list of workflows click the three dots on the required workflow and select Enable.
From the list of workflows click the three dots on the required workflow and select Disable.

Click to edit heading

Workflows that are Disabled are not available to be attached to matters.

How to Build a Workflow

The workflow builder allows firms to create new or update existing workflows for LEAP matter types.

To access the Workflow Builder:

Click LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.

Click to edit heading

You need to have LEAP Admin privileges to access Workflow Builder tab.
Click the New Workflow button to create a new workflow.
Click Select a matter type... to expand the matter type list.

Select the Matter Type that you wish to create a workflow for.
Enter a Workflow Description.
Click Save & Open.

The workflow canvas will open and show a Start and End component.
Use your mouse to drag and drop Groups, Questions and Routes from the components panel on the left hand side.
Double-click the added Group, to add the required work items.
When the side panel opens, enter a Group Name.

Click the appropriate icon for the type of work item that you wish to be included in the group.

Work Item	What the item does
Precedent	Create forms, precedents and emails in the matter
Precedents	Create multiple forms, precedents and emails in the matter
Dates	Create and update critical dates within the matter
Searches	Order InfoTrack searches
Appointments	Create appointments in your Outlook calendar and in the matter
Tasks	Create tasks in your Outlook calendar and in the matter
Notes	Allow for notes to be actioned
Accounting	Allow for the inclusion of Office Payments, Client Payments and Time Entries.
Matter Details	Updates Matter Data screens
Email	Send an Email from the Workflow
URL Hyperlink	Link to a Website

Click to edit heading

You can use drag and drop to reorder the work items as required.

Once all the work items have been added, click Save.
If the Start and End components are linked directly to each other, begin by clicking this link to highlight it and then press the delete key to remove the link.

Doing so will make the Start and End components available for you to link to the other components you created.
The next step is to link up the components in their sequence of events. Beginning with the Start component, hover over the edge of the component and, whilst holding the mouse down, drag the link to the desired component.
To apply conditional logic to a workflow drag the Question component onto the canvas.
Double click the Question component to enter the question text.
Set 'who the question will be assigned to' and the 'number of days' the question should be scheduled for following the previous work item.
The Question needs to be linked in order that there is a clear pathway to the relevant Group depending on the answer.
Link the components by holding the mouse over a corner and draw a line to the required Group.
This question needs to be set to 'Yes'.
Use the slider as required.
For the 'No' connect a line by holding the mouse over the right corner and draw a line to the required Group.
Once you have completed all the Groups and Questions required, ensure that each component has a link from and to another.
With the Route component, it is possible to have multiple routes branching from a Decision, so in the previous example it is possible to put in a section about Freehold/Leasehold and have the Workflow go in a different direction depending upon the decision.

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There must always be link from Start to a component and from a component to End.
Click Save and Back to be returned to the workflow list (The workflow will be validated to ensure all components are connected).
With the workflow now created it needs to be Enabled before it can be attached to a matter.
Click the three dots and select Enable.

Click to edit heading

Only workflows that are Enabled are available to be attached to matters.

Adding Accounting

Office/Expense Payment - Client/Trust Payment - Time Entry

Double-click the Group that you wish to add the work items into.
When the side panel opens, click on the Accounting icon.
Use the drop-down to select the required accounting option.
By default, the description is populated with the selected accounting option, revise the description as needed.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned
Click Save.

Click to edit heading

If you are adding multiple work items, use drag and drop to re-order the work items as required.

Adding Appointments

Double-click the Group that you wish to add the work items into.
When the side panel opens, click on the Appointment icon.
Enter a description for the appointment.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.
Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.

Click to edit heading

If you are adding multiple items, use drag and drop to re-order the items.

Adding Dates

Double-click the Group that you wish to add the work items into.
When the side panel opens click on the Date icon.
Use the drop-down to select the required date to be included.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned

Set if the work item is to Auto Complete when actioned

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.

Click to edit heading

If you are adding multiple items use drag and drop to re-order the items.

Adding Email

Double-click the Group that you wish to add the work items into.
When the side panel opens click on the Email icon.
Enter the description for the Email, set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned
Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.

Click to edit heading

If you are adding multiple items use drag and drop to re-order the items.

Adding Precedents/Emails

Double-click the Group that you wish to add the work items into.
When the side panel opens, click on the Precedent icon.
Click the search icon to open the precedent picker.
By default, the country setting will be that which has been set within the firm details. You can change this if required.
Navigate through the matter type and folders to locate the required precedent/email to be included.

Click to edit heading

By default, the description field will be populated with the selected president's name. You can revise this if required.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory, it must be marked as Complete before any following work items can be actioned.
Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.
Repeat these steps for as many items as needed.

Click to edit heading

By default, when the folder list is displayed it will remember the last location that you navigated to.
When returning to the side panel and reviewing the items that you have added, you can use drag and drop to re-order them as required.

Adding Matter Details

Give users the ability to open tables for data collection.

Double-click the Group that you wish to add the work items into.
When the side panel opens, click on the Matter Details icon.
Use the drop-down to select the required data table.
By default, the description is populated with the selected data table, revise the description as needed.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.

Click Save.

Click to edit heading

If you are adding multiple work items, use drag and drop to re-order the work items as required.

Adding Multiple Precedents

Double-click the Group that you wish to add the work items into.
When the side panel opens, click on the Precedents icon.
Click the '+' sign to add the required documents.

Enter a name for the multi-precedent item.
By default, the country setting will be that which has been set within the firm details.

This can be changed if required.
Navigate through the matter type and folders to locate the required precedents.

Click to edit heading

Only Word documents may be included as part of the precedent's item.

By default, the description field will be populated with the selected precedent's name. You can revise if required.

Enter a name for the multi-document item.
Repeat this process using the '+' sign for each precedent that needs to be included.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory, it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.

Click Save.

Click to edit heading

By default, when the folder list is displayed it will remember the last location that you navigated to.

When returning to the side panel and reviewing the items that you have added, you can use drag and drop to re-order them as required.

Adding Notes

Double-click the Group that you wish to add the work items to.
When the side panel opens, click on the Note icon.
Enter a Description.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned

Click Save.

Click to edit heading

If you are adding multiple items, use drag and drop to re-order the items.

Adding Questions

Drag the Question from the Components section on the main Workflow Canvas.
Double-click the Question on the canvas.
Enter the required question.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Click Save.
Draw the links to the appropriate components and confirm whether 'Yes' or 'No'.

Click to edit heading

Ensure that both 'Yes' and 'No' links are set.

Adding Searches

Double-click the Group that you wish to add the work items into.
When the side panel opens click on the Search icon.
Use the drop-down to select the required search.
By default, the description is populated with the selected search, revise the description as needed.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.

Click to edit heading

If you are adding multiple items, use drag and drop to re-order the items.

Adding Tasks

Double click the Group that you wish to add the work items into.
When the side panel opens click on the Task icon.
Enter a description of the task.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.

Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Click Save.

Click to edit heading

If you are adding multiple items, use drag and drop to re-order the items.

Adding URL Hyperlinks

Double-click the Group that you wish to add the work items to.
When the side panel opens, click on the URL Hyperlink icon.
Type the URL you wish to open in the URL Box, it is possible to check the link by clicking the Test URL button.
Enter a description for the link.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
Set if the work item is to be Mandatory.

Click to edit heading

If a work item is set as Mandatory it must be marked as Complete before any following work items can be actioned.
Set if the work item is to Auto Complete when actioned.

Click to edit heading

If a work item is set to Auto Complete it will automatically complete once the item has been actioned.
Set if the work item is to Remain Active when actioned.

Click to edit heading

If a work item is set to Remain Active it will Remain Available to be run again after completion.
Click Save.

Adding a Route

Routes are used to give a choice from multiple paths through the workflow.

Drag the Route from the Components section on the main Workflow Canvas.
Double click the Route on the Canvas.
Enter a description for the Route.
Set who the work item is to be assigned to and the number of days it should be scheduled for following the previous work item.
To add a possible path for the Route click the + and then add a description for this route, repeat this for as many Routes as needed.
Click Save.

To Connect a Route ensure that the Group for the route exist on the canvas and then link from the Routes Component to the Group for the path to follow.

How to Clone a Workflow

Click LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.
Click on the Workflow Builder icon in the top right corner to open the Workflow Plan Builder screen.

A list of existing workflows will be displayed.
From the list of workflows click the three dots on the workflow that you wish to clone, and select Clone.
Select the Matter Type you wish to clone the workflow too, and change the Description as required.

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A warning will be displayed highlighting any items that do not have a match in the new Matter Type.

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Critical Date and Matter Details Items, will be converted to Note Items and highlighted within the relevant group.
Clicking Clone and Open will open the cloned workflow, it can then be edited as normal.
Any Critical Dates or Matter Details Items that had no equivalent will have been changed to Note Items that will need to be edited.
After making any changes click Save to update the workflow.

How to Delete and Undelete Workflows

To delete/undelete a workflow:

Click LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.
Click on the Workflow Builder icon in the top right corner to open the Workflow Builder screen.
From the list of workflows click the three dots on the required workflow and select Delete.

Confirm you wish to delete the workflow.
To Undelete a Workflow, click the Search option in order to filter to show Deleted workflows.
Set the filter option to Deleted and click search.
From the list of workflows click the three dots on the required workflow and select Undelete.

Click to edit heading

Workflows that are Deleted are not available to be attached to matters.

How to Edit a Workflow

To edit a workflow:

Click LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.
Click on the Workflow Builder icon in the top right corner to open the Workflow Builder screen.

The Workflow Plan Builder screen will open.
From the list of workflows, you can either, double click the workflow you wish to update, or click the three dots on the required workflow and select Edit.
To add or remove work items in a Group double click the relevant Group to open the side panel.

Within the side panel click the work item that you wish to edit.

Work Item	What the item does
Precedent	Create forms, precedents, and emails within the matter
Precedents	Create multiple forms and precedents within one easy click
Dates	Create critical dates within the matter
Searches	Order InfoTrack searches
Appointments	Create appointments in your Outlook calendar and in the matter
Tasks	Create tasks in your Outlook calendar and in the matter
Notes	Allow for notes to be incorporated
Accounting	Ability to add accounting functionality
Matter Details	Update Matter Data screens
Key Stage	Link to Perfect Portal Stages
Email	Send an Email
URL Hyperlink	Link to a Website

Click to edit heading

If you are adding multiple items, use drag and drop to re-order the items.

To remove items, hover the mouse over the appropriate item and you will see the delete icon appear.

Clicking this will remove the item.
Once all the changes have been applied, click Save to close the side panel.
To remove a Group, Question or Route from the canvas, click on the required component and press delete
Click Save to save your workflow changes.
Click Back to be returned to the workflow list.

How to Rename a Workflow

To rename a workflow:

Click LEAP Menu > Other and select Workflow - Administration.

A list of current Work Items will be displayed.
Click on the Workflow Builder icon in the top right corner to open the Workflow Builder screen.

The Workflow Builder screen will open.
From the list of workflows click the three dots on the required workflow and select Rename.
Amend the workflow description and click Save.

Matter Work Items

Here are the steps for attaching a workflow to a matter :

Open your LEAP Matter.
Click on the Work Itemsbutton on the ribbon bar.

The Matter Work Items list will open in a new window.

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When clicking the Work Items button for the first time on a matter you will be prompted to attach a workflow.
Click the drop-down > Select a Workflow...

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Note: If there is only one workflow enabled for the matter type, this will be selected by default.
Select the required workflow from the list displayed.

Note: Only workflows based on the matter type will be listed for attaching.
Click Attach to confirm the selected workflow.

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Once attached, each work item will be allocated a due date based on the date opened or the previous work item, and the number of due days assigned.

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Note: If the workflow contains a question, only work items up to this question will be assigned.
The Work Items shown can then be actioned as required.

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Hovering over the coloured circles will show the current status of an item, and if In Progress/Completed the date it was actioned along with the name of the person who actioned the item

Actioning Accounting Items

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work item list locate the accounting item to be processed.
Click the three dots in line with the accounting item and select the Create option:
- Create Office Payment
- Create Client Payment
- Create Time Entry
The relevant accounting form will open for you to complete as required.
Office Payment

Client Payment

Time Entry
Once you have processed the accounts item, return to the work items list and update the status.
Use the three dots in line with the accounting item and select Complete.

The line will update to show a status of Complete.

Click to edit heading

You can change the status of an item at any time using the three dots.

Working with Appointments

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the appointment that you wish to update or complete.
Click the three dots in line with the appointment and select Create Appointment.
The Outlook appointment window will open for you to set the appointment details.
Once the appointment has been confirmed, return to the work item and update the status.

Note: The appointment will be added to the Calendar & Tasks tab on the matter.
Click the three dots in line with the appointment and select Complete.
Setting the appointment to a status of complete will update the work item.

Click to edit heading

You can change the status of an item at anytime using the three dots.

Working with Dates

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the date that you wish to update or complete.
Click the three dots in line with the date and select Update Date.

Select the required date and click Update.

Note: The date will be updated within the Calendar & Tasks tab on the matter
You will be prompted to Update Due Dates, these are Due Dates that are linked to the date that is being updated.
Use the three dots to change the status to Complete.
Click to edit heading
- Setting the status to Complete will set the date as completed within the Calendar & Tasks tab on the matter.
- Changing the date of a Critical Date will tick the box within the Calendar & Tasks tab on the matter if the date is changed to a date prior to or to the current date.

Detach a Workflow

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list click the detach workflow icon .
You will be advised that all items will be deleted and you will need to confirm if you wish to proceed.

Click to edit heading

All work items associated with the workflow will be deleted. Started and Completed items will still be available within the LEAP matter.
You will be prompted to select a new workflow to attach.

Working with Documents/Emails

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the document that you wish to generate.
Click the three dots in line with the document and select Create Document / Create Email / Open Link.
The selected document/email will open in the relevant application.
Once the document/email has been reviewed and is complete return to the work item list and update the status.
Click the three dots in line with the document and select Complete.

The work item will update to show it has been Done.
Click to edit heading
- If a work item has been set as Mandatory this must be In Progress or Complete before any following work items can be actioned.
- You can change the status of an item at any time using the three dots.

Working with Notes

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the note you wish to action.
Click the three dots in line with the item and select Start or Complete accordingly.
The work item will update to show a status of Complete.

Note: You can change the status of an item at any time using the three dots.

Working with Questions

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the question that you wish to action.
Click the three dots on the work item and select Answer.
Confirm the answer to the question.

Click to edit heading

Work items and questions that are associated with the selected answer will automatically be imported into the work items list.

Note: Once the status of a question has been answered, it cannot be changed.

Reassign a Work Item

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list click the three dots icon in line with the work item that you wish to reassign to another staff member.
Select Reassign.
Use the drop-down to select the staff member that you wish to reallocate the work item to and click Reassign.

You will be prompted to confirm the reassignment.

Note: Upon confirmation, the work item will be reassigned.

Order a Search

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work item list locate the search to be ordered.
Click the three dots in line with the search and select Order Search.
InfoTrack will open for the required search to be ordered.
Once you have ordered the search, return to the work items list and update the status.
Use the three dots in line with the search and select Complete.

The line will update to show a status of Complete.

Note: You can change the status of an item at any time using the three dots.

Working with Tasks

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the task that you wish to update or complete.
Click the three dots in line with the task and select Create Task.
The Outlook task window will open for you to set the task details.
Once the task has been confirmed, return to the work item and update the status.

Note: The task will be added within the Calendar & Tasks tab on the matter.
Click the three dots in line with the task and select Complete.
Setting the task to a status of complete will update the work item.

Note: You can change the status of an item at any time using the three dots.

Updating Due Dates

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the item that you wish to update or complete.
Click the date icon next to the date.
Select the required date.

Note: Use the drop-down next to the month/year if it needs to be changed.
Click Update.
You will be prompted if you wish to Update the due date for all subsequent items?

Confirm as required.

Click to edit heading

Due dates will not be updated on items that have a status of Complete or Skipped.

Working with Emails

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the Email task that you wish to action.
Click the three dots in line with the work item and select Send Email.
Select who the email is for from the dropdown provided and then fill in the body of the email, including any attachments.
Click send to send the email.
Click the three dots in line with the document and select Complete.
The line will update to show a status of Complete.

Click to edit heading

You can change the status of an item at any time using the three dots.

Working with URL Hyperlinks

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the Hyperlink task that you wish to action.
Click the three dots in line with the work item and select Launch URL.
The website that the link is set to open will appear in the Default Browser.
Click the three dots in line with the document and select Complete.
The line will update to show a status of Complete.

Click to edit heading

You can change the status of an item at any time using the three dots.

Working with Decisions

Decisions are used to give multiple paths through the workflow, they are setup with multiple answers, each leading through the Workflow.

Open your LEAP Matter.
Click the Work Items button on the LEAP Ribbon to open the work items list.
Within the work items list locate the Decision task that you wish to action.
Click the three dots in line with the work item and select Decision.
The Decision prompt will appear and depending upon the selection made the Workflow will follow the path selected, adding in the Work Items from the path selected.

Viewing Workflow Plan

It is possible to view the Workflow Plan from the Matter Workflow screen, this will show how the workflow is linked together.

The plan view can be moved around by clicking and dragging, it can also be zoomed in and out with the Crtl key

Clicking the list Icon will return to the Workflow items list.

Searching the View

It is possible to search the items that are shown in the Matter View, it can be search by Assigned Staff, Work Item Type, Item Status, and Date of Item.

Clicking the Magnifying Glass in the top right will show the Search Screen.
Select the Criteria you require and click Search to restrict the items shown.

My Work Items

Using My Work Items will allow you to action work items across many matters from one simple location.

Here are the steps for working with My Work Items :

Click LEAP Menu > Home and select Workflow - Work Items.

By default, work items that are assigned to you across all matters for the coming month will be displayed.
Work Items displayed by default are those that require immediate action, these are 'Overdue, and Due Today'.

Colour

Status

Red

Overdue

Yellow

In Progress

Orange

Due Today

Blue

Due Soon

Dark Grey

Due Later

Green

Complete

Grey

Skipped

Initials

Staff Member
You can action work items and change the status of an item at any time using the three dots.
Hovering over the coloured progress marker will show the current status of an item, and if actioned the date it was actioned along with the name of the person who actioned the item.

Working with Accounting Items

Within My Work Items locate the accounting item to be processed.
Click the three dots in line with the accounting item and select the Create option:
- Create Office/Expense Payment
- Create Client/Trust Payment
- Create Time Entry
The accounting form will open for you to process as required:
- Office/Expense Payment
- Client/Trust Payment
- Time Entry
Once you have processed the item click the three dots in line with the accounting item and select Complete.
The work item status will be updated and depending on the search criteria that you are currently viewing this item may be removed from the list.

Actioning Appointments

Within My Work Items locate the appointment that you wish to update or complete.
Click the three dots in line with the appointment and select Create Appointment.
The Outlook appointment window will open for you to set the appointment details.

Note: The appointment will be added within the Calendar & Tasks tab on the matter.
Once the appointment has been confirmed return to the work item and update the status.
Click the three dots in line with the appointment and select Complete.
The work item status will be updated and depending on the search criteria that you are currently viewing this item may be removed from the list.

Actioning Dates

Within My Work Items locate the date that you wish to update or complete.
Click the three dots in line with the date and select Update Date.

Note: The date will be updated within the 'Calendar & Tasks' tab on the matter.
You can use the three dots to mark the status as Complete or as Start.

Click to edit heading

Setting the date to a status of Complete will mark the date as completed within the Calendar & Tasks tab on the matter, and depending on the search criteria that you are currently viewing this item may be removed from the list.

Change a Due Date

Click the date icon on the item that you wish to change the due date for.
Revise the date as required.
Confirm if you wish to update all subsequent dates.
Depending on the revised date the item may be moved into one of the other sections.
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- You can change the status of an item at anytime using the three dots.
- Changing the date of a Critical Date will tick the box within the Calendar & Tasks tab on the matter if the date is changed to a date prior to or to the current date.

Actioning Documents/Emails

Within My Work Items locate the document that you wish to generate.
Click the three dots in line with the document and select Create Document / Create Email.
The document/email will be opened in the appropriate application and auto-populate.

Note: If the item contains multiple documents, these will not be opened by default. However, will be available within the correspondence list on the matter.
Once the document/email has been reviewed and revised, set the status to Complete.
The work item will be updated and, depending on the search criteria currently being viewed, this item may be removed from the list.

Working with Matter Detail Items

Within My Work Items locate the data item to be processed.
Click the three dots in line with the item and select the Add Details option.
The data table will open for you to input data as required and confirm using OK.
Once you have added the required data click the three dots in line with the data item and select Complete.
The work item status will be updated and depending on the search criteria that you are currently viewing this item may be removed from the list.

Working with Notes

Within My Work Items locate the note that you wish to action.
Click the three dots in line with the note and select either Complete or Start.
The work item status will be updated and depending on the search criteria that you are currently viewing this item may be removed from the list.

Actioning Questions

Within My Work Items locate the question to be actioned.
Click the three dots and select Answer in line with the question.
Confirm the question answer.
Additional work items and questions that are associated with the selected answer will automatically be added into the work items list.

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Once a questions has been answered it cannot be changed.

Order a Search

Within My Work Items locate the search to be ordered.
Click the three dots in line with the search and select Order Search.
InfoTrack will open for you to order the required search.
Once you have ordered the search, return back to My Work Items and click the three dots in line with the search and select Complete.
The work item status will be updated and, depending on the search criteria that you are currently viewing, this item may be removed from the list.

Actioning Tasks

Within My Work Items locate the task that you wish to create.
Click the three dots in line with the task and select Create Task.
The Outlook task window will open for you to set the task details.
Once the task has been confirmed, return to the work item and update the status.

Note: The task will be added within the Calendar & Tasks' tab on the matter.
Click the three dots in line with the task and select Complete.
The work item status will be updated and, depending on the search criteria that you are currently viewing, this item may be removed from the list.

Working with Emails

Use the Work Items button on the LEAP Ribbon to open work items list.
Within the work items list locate the Email task that you wish to action.
Click the three dots in line with the work item and select Send Email.
Select who the email is for from the dropdown provided and then fill in the body of the email, including any attachments.
Click send to send the email.
Click the three dots in line with the document and select Complete.
The line will update to show a status of Complete.

Working with URL Hyperlinks

Use the Work Items button on the LEAP Ribbon to open work items list.
Within the work items list locate the Hyperlink task that you wish to action.
Click the three dots in line with the work item and select Launch URL.
The website that the link is set to open will appear in the Default Browser.
Click the three dots in line with the document and select Complete.
The line will update to show a status of Complete.

Working with Decisions

Decisions are used to give multiple paths through the workflow, they are setup with multiple answers, each leading through the Workflow.

Use the Work Items button on the LEAP Ribbon to open work items list.
Within the work items list locate the Decision task that you wish to action.
Click the three dots in line with the work item and select Decision.
The Decision prompt will appear and depending upon the selection made the Workflow will follow the path selected, adding in the Work Items from the path selected.

Working with Search Criteria

Within My Work Items there is the ability to view items by 'Staff, Matter Type, Work Item Type, Status and Date Range'.
Clicking the Magnifying glass in the top right-hand corner will open the Search Criteria panel.
Use the drop-down options to expand the selection options.
Select the appropriate 'Staff, Matter Type, Work Item Type, Status and Date Range'.
With the criteria set, click the Search button and the relevant items will be displayed.

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You can change the status of an item at anytime using the three dots.

Work Item Reallocation

Using Work Item Reallocation will allow you to assign work items across many matters from one staff member to another.

To access the Work Item Reallocation:

Click LEAP Menu > Home and select Workflow - Work Items.

A list of current Work Items will be displayed.
Click on the Work Item Reallocation icon in the top right corner to open the Work Item Reallocation screen.
Within Work Item Reallocation there is the ability to view items by 'Staff, Matter Type, and Date Range'.
Clicking the Magnifying glass in the top right-hand corner to change the Search Criteria as required.
With the relevant work items now displayed, you are ready to select which work items need to be reallocated.
Click to Select/Deselect the required work items.

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You can select/deselect ALL work items using the top tick box or click individually as required.
Click the Reassign button.
Use the drop-down to select the staff member that the work items will be reallocated to.
On confirmation of the selected work items, these will be assigned to the selected staff member and removed from the current list.

Work Items Report

Using the Work Items Report will allow you to report on work items across many matters for multiple users.

To access the Work Items Report:

Click LEAP Menu > Home and select Workflow - Work Items.

A list of current Work Items will be displayed.
Click the Work Items Report icon to access the Work Items Report.
By default, a blank report screen will be displayed, along with the Search Criteria.

Clicking on the Search Icon will display a selection of search options available to be selected.

The options available are:

Assigned To	Select from the list of staff, multiple staff can be selected. If left blank, all staff will be included. This will select who the items have been assigned to.
Actioned By	Select from the list of staff, multiple staff can be selected. If left blank, all staff will be included. This will select who the items have been actioned by.
Matter Type	Select from the list of different matter types; multiple types can be selected. If left blank, all matter types will be included.
Status	Select from the list of work item statuses, multiple statuses can be selected. If left blank, allstatuses will be included.
Grouped By	Groups the reported items by the selection. The available choices are: Assigned Staff, Completed Staff, Work Item Name, Matter Type, Status and Matter Reference.
Date Range	This is the range for the work items reported on. By default, it is the previous week.

The Actioned Between checkbox allows the report to be run for items that have been actioned between the dates selected.

Clicking the Search button will generate the report, displaying it on screen.
Once the report has been produced, it is possible to export it in either Excel or PDF format. The user will be asked for a filename and location to save the exported file.

Milestones

Milestones is a feature that allows the user to see the state of the workflow visually. Milestones can be set on a group at a point in the workflow and used as a marker to show how far through the whole workflow the user is at.

The milestone will appear on the Matter Work Items screen as a visual indicator at the top of the screen. As the workflow progresses the milestone indicators will change colour to indicate the current state of the group they are associated with.

Adding a Milestone

Milestones are added to a Group when creating the workflow.

When creating a group within the workflow it is possible to mark that group as a milestone within the whole workflow. It is possible to have up to 10 milestone points, and these should be placed at significant points within the workflow.

When adding a group, the user can select the Milestone and add the description for that point in the workflow.

Milestone Overview

Clicking on the Circle Iconwill show the Milestone Overview Screen, this screen will show the status of the workflows across the matters that have milestones within them. This can be useful to keep an eye on the progress of matters.

The screen shows the Matter, Workflow and Group Name, the progress through the milestones in the workflow, the date of the last action on the workflow, who is responsible for the matter, and the status of the current milestone.

The information displayed can be changed by clicking the Magnifying Glass and changing the options selected.

It is possible to change the Person Responsible, the Matter Type, the Workflow and how the report is grouped, by default Archived matters are excluded.

Last Modified Date

30/06/2026 3:45 pm

Title

Workflow App

URL Name

Workflow-App-NZ

Resolution

Colour	Status
Red	Overdue
Yellow	In Progress
Orange	Due Today
Blue	Due Soon
Dark Grey	Due Later
Green	Complete
Grey	Skipped
Initials	Staff Member

Workflow App

Information

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How to Enable Workflow App

How to Enable and Disable Workflows

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How to Build a Workflow

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Adding Accounting

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Adding Appointments

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Adding Dates

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Adding Email

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Adding Precedents/Emails

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Adding Matter Details

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Adding Multiple Precedents

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Adding Notes

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Adding Questions

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Adding Searches

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Adding Tasks

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Adding URL Hyperlinks

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Adding a Route

How to Clone a Workflow

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How to Delete and Undelete Workflows

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How to Edit a Workflow

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How to Rename a Workflow

Matter Work Items

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Actioning Accounting Items

Office Payment

Client Payment

Time Entry

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