4. Manage workflows

• What is a workflow used for? 
• What are the types of workflows? 
• How do I create a workflow? 
• How can I link field groups to a workflow? 
• What are linked deliverables, advice and documents used for? 
• Can I make changes to a created workflow? 

What is a workflow used for?

Workflows in Dazychain are a way to define the type of work you are conducting and contribute to your reporting. Workflow are typically matter types, for example, advice, agreement, merger and acquisition etc. This enables you to define what custom field groups/information should be collected per workflow e.g. lease information only appearing on projects with a Lease workflow type.

What are the types of workflows?

There are different types of workflows available in Dazychain. There are project workflows and deliverable workflows. There are also internal and external types of projects and documents.

Internal workflows are available for internal collaboration only, and cannot be used with teams outside of your organisation.

External workflows can be used by your internal team as well as your external collaborators, such as law firms and external counsel.

Note: Once a project is commenced as an internal workflow it cannot later be changed to an external workflow.

There are 7 default workflows; 3 project workflows and 4 deliverable workflows.

Projects

• Project workflow without invoicing
  This project type allows your team to work collaboratively with your internal team and your law firm. The invoicing functionality is switched off.
• Project workflow with external payments
  This is the most flexible and recommended project workflow. It can be used for internal projects, and for projects with external law firms.
  This project type enables your team to work collaboratively with your internal team and your law firm. Law firms can submit invoices through Dazychain for reporting purposes. Please note this is not a payment gateway and payment cannot be processed through Dazychain.
• Internal collaboration workflow
  This project workflow is for internal collaboration only, you cannot engage law firms using this workflow. There is no invoice functionality.

Deliverables

• Internal activity
  This is for internal collaboration only. This is an internal task or deliverable. It is never accessible or viewed by external counsel.
• Internal item
  This is for internal collaboration only. Items have fields to specify the unit of measure, unit rate, and quantity.
• External activity
  This is for internal and external collaboration. This is a task or deliverable.
• External item
  This is for internal and external collaboration. Items have fields to specify the unit of measure, unit rate, and quantity. They are not generally used frequently.

How do I create a workflow?

First, decide what workflow you want to create; a project or a deliverable, external or internal. Once you have identified which workflow you will copy, then edit the workflow. We recommend creating a project workflow with external payments, as it enables all types of work from internal collaboration through to external collaboration with invoice details.

To create a new workflow, the first step is to copy an existing workflow.

1. Click on Settings
2. Click on Workflow
3. In the Available workflows workspace, select the appropriate workflow type from the list to copy
4. Select the Menu actions button and select Copy, a copy of the workflow will appear in the Available workflows workspace
5. Select the copy of the workflow, scroll down to the Workflow summary workspace and enter the name details of the workflow in the Details area
6. Enter a workflow title
7. Enter a description for the workflow
8. Toggle between Enable or Disable to turn the workflow on and off
9. Turn the workflow on to make it available to users

How can I link field groups to a workflow?

Field groups contain the lists of project details and matter details that are collected as users create and change matters. Field group data is that data that appears in a variety of places in the system: on matters, in worklists and in dashboards. Field group data might be information about contracts, leases, litigation or any of the other projects types that your users create. Most workflows require the common matter details field group. For other workflows, you might add the field group that relates to contracts, agreements, leases or other types of work.

Note: To learn more about syncing custom field changes to existing and future matters see this article: Apply data field additions to existing matters

1. To link a field group to a workflow:
   1. Click on the Settings menu
   2. Click on the Workflow menu
   3. Click on the Linked field groups tab
      
   4. Click on the green Link to field groups button, a pop up will appear.
   5. Select the custom field groups to link to the workflow. A indicates it is linked to the workflow. Click on the to de-select the group if required.
      
   6. Click Close.
      

What are linked deliverables, advice and documents used for?

Linked deliverable

You may want to create matters with deliverables that are added automatically to projects. This is convenient for project types that are frequently used. This saves the team time and clicks to ensure a consistent process is followed.

An example of this would be a Contract Review deliverable or Conflict Check. When the user creates the project, it can automatically include, deliverables, document templates, links and attachments. To add deliverables to the workflow:

1. Click on the Linked deliverables tab
2. Click on the green plus button
3. Enter the Deliverable title
4. Enter the deliverable description
5. Enter the due date (this is the number of days after the project creation date. This is not mandatory)
6. Select the workflow from the dropdown list

Linked advice

This is where you can create a link to external documents, websites or the intranet. For example, you may always want to provide a link to the Legal team intranet location for every project, or the relevant HR intranet location for all HR related projects.

The links can also be created ad hoc at any point during the project lifecycle. The links you are adding to the project or deliverable template are standard links you want every workflow to have. This is also not mandatory.

1. Click on the Linked advice tab
2. Click on the green plus button
3. Enter the section title e.g. Legal Intranet or Useful resources
4. Add a description if needed
5. Click Create
6. Click the lower green plus button
7. Enter the link title
8. Enter the link description
9. Enter the link URL. Ensure this is a complete URL https://google.com 
10. Click on Create
11. Continue the above steps to create more links

Linked documents

This is where you can submit templates or precedents you would like to be available with that project workflow. An example of this would be a Contract Review checklist document or a Standard Employment Contract. 

1. Click on the Linked attachments tab
2. Drag and drop the selected document to the designated area or click Browse to attach files. When the users create a project, this document will be available in the documents tab.

Can I make changes to a created workflow?

If workflows are no longer required, you can disable them so they are no longer active but still present on the system. If you want to delete the workflow completely, this can be done but please note this action cannot be reversed. Workflows that have been deleted cannot be restored.

To delete a workflow

1. Click on Settings then click on Workflow
2. In the Available workflows dashlet, select a workflow from the list
3. Click on the green Menu actions button and select Delete.

To edit a workflow:

1. Click on Settings then click on Workflow
2. Select a workflow from the list in the Available workflows dashlet
3. Scroll down to the Workflow summary dashlet
4. Select details and update the workflow detail
5. Click on the Linked field groups tab, click on the green tick to unlink a field group from the workflow
6. Click on the Link to field groups button to add other field groups to the workflow

Go back   Next article: Manage custom fields