Setting Up/Managing Automations Follow
Law Ruler offers a powerful automation module that allows you to design customized automations that can trigger emails, texts, tasks, calls, and more.
- Using the blue menu on the left-hand side of the screen, click on “Automations”.
- Navigate to the “AI and Automation Campaigns” page.
- Creating a New Automation
To start creating a new automation, click on the “New Automation Campaign” button found in the upper-right corner of the page.
The Automation Editor screen will open up. The configuration of the automation will start under the “Campaign Settings” tab. First, you will need to choose what functions this automation will trigger (email, SMS, outbound call, and/or task creation). By default, all trigger settings will be turned off, but you can click on the toggle buttons to the left to turn them on. A green toggle button indicates that the setting has been turned on. If you turn on the "Ignore Snooze" setting, the system will trigger the automation at any time of the day regardless of the Snooze Settings that have been configured in the portal. To learn more about the Snooze Settings, please click here.
Next, you will need to provide a “Campaign Name” which will be the name of the automation itself. We recommend giving a name that will help you easily identify the functions of the automation at a glance. If your automation is going to send an email, you can choose the email sender by using the “Who Will This Email Come From?” dropdown. All automations are status triggered - this means that an automation will trigger based on the current status of the Lead/Case record. We don’t recommend having multiple statuses trigger the same automation. If you would like for the automation to trigger every time the status is used in the record, turn on the “Retrigger automation if the same Status is reused” setting, otherwise, the automation will only trigger the first time the status is used. Lastly, you will choose the Delivery Settings. This determines when the automation will trigger in relation to when the status is applied to a record. For example, if you would like the automation to trigger one hour after the status is changed, then you will set the Delivery Settings to 1 hour. If you would like an automation to trigger instantly (as soon as the status change happens), then you will set the Delivery Settings to 0 minutes or even 1 minute. The “Schedule Another Delivery of the Same Campaign” button allows you to select another delivery time for the same automation.
After configuring the Campaign Settings, click on the “Create and Continue” button located in the upper-right corner of the screen.
Now you will be under the “Select Recipients” tab. This tab applies to any automations that trigger an email and/or text message. Use the available settings to filter who will receive this automation. It is important that you make at least one selection for the “Who will this email deliver to?” setting otherwise the system will not know who to deliver the email and/or text message to. In the “Cc:” and “Bcc:” fields you will be able to manually enter email addresses for individuals that you would like to copy (or blind copy) in the email that is triggered by the automation.
Click the “Next” button in the upper-right corner of the screen to proceed to the next tab.
In the “Document Automation” tab you will be able to choose document settings that will trigger along with this automation. You can automate the creation of a Document Template by choosing from the list of available templates in the portal. When the automation triggers, the system will generate the Document Template using the data in the Lead/Case record. The file will be added under the Documents tab of the record, inside of the “Document Templates” folder. A copy of the file will also be sent to the Print Queue. Please note that, if your automation also triggers an email, the Document Template file that is generated will not be sent to the email recipients. This setting is only for the automatic creation of Document Templates.
You can also send an e-Sign document to the recipients of this campaign by turning on the “E-Sign Automation” toggle button and selecting an E-Sign Template (only one e-Sign can be sent per automation). In order to send an e-Sign, your automation will need to also trigger an email and/or text. The mail merge code <<HelloSign>> must be included in the email and/or text so that the e-Sign link can be generated.
For automations that trigger an email, there are some additional settings that can be turned on to include certain documents as attachments in the email that is sent:
• The latest version of the signed retainer PDF file can be included as an email attachment. If the Lead/Case record has more than one signed contract, the most recent one will be selected as the attachment.
• A copy of the intake form with any existing data can be included as an email attachment. The intake form will be attached as a PDF file.
• An export of the Lead/Case record in a CSV file that contains all default data points.
Click the “Next” button in the upper-right corner of the screen to proceed to the next tab.
Under the “Workflow Automation” tab you will be able to trigger a status change and/or user roles change via automation. We do not recommend having an automation trigger a status change if the same automation is also sending an e-Sign.
You also have the option to automatically add a Referral Firm to the Lead/Case record and send a referral when the automation is triggered. You can use this setting to trigger a referral to one firm or several firms.
Click the “Next” button in the upper-right corner of the screen to proceed to the next tab.
If the automation you’re setting up triggers a task, the details of that task will be configured under the “Task Automation” tab. It is important that you make a selection for the “Assign Task To” dropdown field, otherwise, the task that is created will not have an assignee
Click the “Next” button in the upper-right corner of the screen to proceed to the next tab.
If the automation triggers an email, the contents of the email will be configured under the “Email Content” tab. This is where you will compose the email subject and body, and you can also insert a file from your computer as an attachment. Note the “Select a mail merge field” box that shows up in the upper-right corner. Use this box to find any default mail merge codes in the system that you would like to reference in your email. For example, if the email is being sent to clients, the <<Lead Name>> mail merge code will pull in the name of the client.
Click the “Next” button in the upper-right corner of the screen to proceed to the last tab.
If the automation triggers a text, the contents of the message will be configured under the “Text Msg Content” tab. Type up the text message in the “SMS Text Message to send” textbox. Note that the “Select a mail merge field” box also appears under this tab so that you can copy any default mail merge codes to include in the text.
If you would like to send a picture as a text message, you can select the image file(s) from your computer under the “MMS Multimedia Campaign” section.
Lastly, click on the “Add Campaign & Close” button in the upper-right corner of the screen to create the new automation. - Filtering/Searching
In the “AI and Automation Campaigns” page, you will be able to use any of the filters located at the top of the screen to narrow down the automations that are displayed. This is useful if you need to locate any specific automation(s). There’s also a search bar located to the right of the filters that can be used to look for any automations using keywords.
- Editing/Copying/Deleting an Automation
To edit an existing automation, click on the green pencil icon that appears to the very right of the automation. This will open up the Automation Editor screen where you can modify any of the automation’s settings.
To create a copy of an existing automation, click on the blue paper icon that appears to the very right of the automation. This will create an exact copy of an automation. This can be useful if you have two automations that are pretty much the same, but only a few settings differ.
To delete an existing automation, click on the red trash bin icon that appears to the very right of the automation. Deleted automations cannot be restored.