Setting Up/Managing Automation - Start lead nurturing to get more qualified leads Follow

The legal CRM system offers a powerful automation module that allows you to design customized automation that can trigger emails, texts, tasks, phone calls, e-signs, workflows, and more.

🤖  Does the legal CRM include preloaded sequences for automation?  YES!!!

💰 All you need to do is turn this automation on to start using it!  You do not need to be an automation expert to activate it!  Anyone can activate it, or the legal CRM team can show you how!  However, we suggest speaking with an expert consultant if you require a more customized configuration.

⚡ We strongly recommend you turn on the New Lead automation to ensure that every new lead you receive gets an automated yet personalized text message, email, and phone call.  

💡 Also, we recommend turning on the Sent E-Sign automation so that everyone you send an e-sign to is followed up via an automated yet personalized text message, email, and phone call.

Table of Contents

Activating and Creating Automation Campaigns

Filtering/Searching for an Automation Campaign

Edit/Deleting/Copying an Automation Campaign

Activating and Creating Automation Campaigns

Using the blue menu on the left-hand side of the screen, click on “Automations”


Navigate to the “AI and Automation Campaigns” page.

* Please note: only users with Admin Rights or Command Center Rights will have access to make the changes mentioned in this article.



To start creating new automation, click on the “New Automation Campaign” button in the page's upper-right corner.



The Automation Editor screen will open up. The automation configuration will start under the “Campaign Settings” tab. First, you must choose what functions this automation will trigger (email, SMS, outbound call, and/or task creation).

All trigger settings will be turned off by default, but you can click on the toggle buttons to the left to turn them on.  If you are using the automation for the first time, we recommend activating it here and not attempting fine-grain edits, but by all means, to each their own.

⚡ We strongly recommend you turn on the New Lead automation to ensure that every new lead you receive gets an automated yet personalized text message, email, and phone call.  

💡 Also, we recommend turning on the Sent E-Sign automation so that everyone you send an e-sign to is followed up via an automated yet personalized text message, email, and phone call.

A toggle pointing right 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 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 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.

Most automation is 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 Delivery Settings. This determines when the automation will trigger 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 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 in the screen's upper-right corner.

Now you will be under the “Select Recipients” tab. This tab applies to any automation 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 screen's upper-right corner to proceed to the next tab.

Next, you can set up your call automation, if applicable. All calls configured will chain together, meaning subsequent calls will not be generated until the previous call is completed. 

Click "Schedule Another Call Automation", and then set the trigger time(s) for your call. 

In the “Document Automation” tab, you can 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 generates the Document Template using the Lead/Case record data. The file will be added under the record's Documents tab inside 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 generated document template file 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). To send an e-Sign, your automation will need also to trigger an email and/or text. The mail merge code <<HelloSign>> must be included in the email and/or text to generate the e-Sign link.


To learn more about how to send e-signs via automation, click here.

For automations that trigger an email, some additional settings 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. All signed contracts will be attached if the Lead/Case record has more than one signed contract. 
• 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 screen's upper-right corner to proceed to the next tab.

Under the “Workflow Automation” tab, you can trigger a status change and/or user role change via automation. We do not recommend having an automation trigger a status change if the same automation also sends an e-Sign.



You can 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 screen's upper-right corner to proceed to the next tab.

If the automation you’re setting up triggers a task, the task and its associated details will be configured under the “Task Automation” tab. You can configure automation to trigger one or more tasks as needed.



Click the “Next” button in the screen's upper-right corner 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 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 client's name.



Please note: To upload an image to your email, you must first send it to the legal CRM server to create an HTML link for each image. To do this, click on the image icon in the Email body editor.



A pop-up will come up and you will want to go to the "Upload" tab. Next, click the "Choose File" button to choose the image file from your computer. After selecting the image, click on the "Send it to the Server" button. The image file will load in the pop-up, and you will be able to resize it if you'd like. Click on the "Ok" button to add the image to your signature block once you're ready.



Click the “Next” button in the screen's upper-right corner to proceed to the last tab.

If the automation triggers a text, the message's contents will be configured under the “Text Msg Content” tab. Type 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 you can copy any default mail merge codes to include in the text.



If you want 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 the “Add Campaign & Close” button in the screen's upper-right corner to create the new automation.

Filtering/Searching for an Automation Campaign

On the “AI and Automation Campaigns” page, you can use any of the filters located at the top of the screen to narrow down the displayed automation. 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 automation using keywords.

Edit/Deleting/Copying an Automation Campaign

• To edit existing automation, click on the 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 settings.
• To create a copy of the existing automation, click on the double paper con that appears to the very right of the automation. This will create an exact copy of automation. This can be useful if you have two automation that is pretty much the same, but only a few settings differ.
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• To delete existing automation, click on the trash bin icon that appears to the very right of the automation. Deleted automation cannot be restored.
  
  

Support/Assistance

If you need further assistance with your legal CRM system, then please contact Law Ruler Support.

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🤗 Thank you very much for choosing us as your legal CRM!