Assign staff to new cases automatically

Assign Cases puts the people you choose on every new case of a case typeCase type A category for cases, such as general, used to aim automations at the right cases., such as your intake paralegal on every personal injury case. It works however the case is created: in the Admin Panel, in the Lobby, by an import or through the API.

1. 1

   Start a rule

   In Automation › Assign Cases, choose New.

2. 2

   Find the person

   Type their email address, or switch to Phone and type their number. If nobody in your hub has it, pick their Role below, fill in First Name and Last Name, and choose Create User to add them to your hub.

3. 3

   Set their role and case type

   Pick their Role on the case, such as staff. Pick the Case type, or All for every case. If you like, pick their Designation, such as Lead Attorney.

4. 4

   Choose whether to tell them

   Switch on Notify assigned user to send them the case invitation each time a rule adds them.

5. 5

   Save the rule

   Choose Save. They're listed with the case type, and are added to new cases from now on.

To change someone's rule, choose Edit assignment in their row. To stop adding them, choose Remove, then Delete; anyone else on the same case type stays.

What happens next

A moment after each new case is created, the Virtual AssistantVirtual Assistant An automated team member that posts welcome messages, check-ins and stage updates for the firm; its posts carry a Virtual Assistant badge. adds everyone on the rule for All and everyone on the rule for that case's type. Their role's welcome rules then run, as if you'd added them yourself. With Notify assigned user on, they get the case invitation by email, or by text if they have only a phone number. Nobody else is told.

Cases that already exist aren't changed. Someone already on a new case, such as the person who created it in the Lobby, stays as they are, and a case holds at most 20 people, the Virtual Assistant included.