Managing and Utilizing Calendar Event Workflows Follow
Calendaring events are an important aspect of any law firm’s workflow. Law Ruler allows you to calendar events easily using our built-in calendar and you may also add/update events in a lead/case record.
You could also leverage Law Ruler’s event types to customize workflow aspects based on specific event types.
Managing Event Types
To get started, you will want to set up event types to help customize your process. Examples of common event types for intake include Home Consultation, Office Consultation, Phone Consultation, etc.
For case management, event types such as Deposition, Hearing, or Trial could be utilized as a few examples.
To access your event types, navigate to Setup > Appointment/Event Settings.
Please note, you must have administrative rights to complete this action.
Scroll down to the Section titled Event Types.
In this section, you can add, edit, or delete event types. To add a new event type, enter the Event Type Name in the data entry field, choose a color for this event type if applicable, and click the “+ Add Event Type” button. Color-coding is optional. Any color codes for event types will be reflected for events of that event type in the Law Ruler calendar screen.
To edit an existing event type, click the green pencil icon to the right of the event type name.
Editing an event type will allow you to modify the event type name and/or color-coding for that event type. You may also delete any existing event types by clicking on the red trash bin icon to the right of the event type name.
NOTE: You may not delete event types that are currently in use.
Configuring Event Type Rules
Once you have set up your event types, you can also create event type rules to decide if new events will trigger a status change or not for appointments. Law Ruler allows you to decide if certain event types should cause a status change after the event that uses that event type is created.
For scenarios where a firm wants a new event (appointment) in a lead or case to trigger a status change:
- Select the desired status from the Status Change dropdown
- If you do not want a status change, then select No Status Change in the Status Change dropdown
- You may not delete the All Event Types rule, but you can modify it as needed and then add any one-off rules for specific event types.
NOTE: Event type rules do not apply to events created via milestone tasks or manually created tasks as that they are not considered appointments. Event type rules only apply to events created on the Law Ruler calendar, inside a lead/case record, or via Law Ruler’s third-party Appointlet integration.
Event type rules are intended to work as exceptions to the norm. Therefore, there will be a rule for "All" event types, including events that do not reference an event type, as well as exceptions to the “All” rule for explicitly designated event type(s) as shown below.
To add a new event type rule, click the “+ Add Rule” button. Next, you will be able to select specific event types to create a rule for, as well as which, if any, status should be set in a lead/case record if an event with that event type is created.
Click “Save” to save your new rule.
You could also edit any existing rules by clicking on the green pencil icon to the right of the event type(s). In addition, you could delete any existing event type rules (except the All event types rule) by clicking on the red trash bin icon to the right o the event type(s).
How to Calendar Events
Events can be calendared in Law Ruler in a few different places. The first place is the Law Ruler calendar. To navigate here, click on the link for Calendar Events in the blue menu on the left-hand side.
To add a new event, simply click on the day/time slot you want to schedule the event for. A popup will appear for you to configure the settings for your event. Click “More Options” to view all available options for your event.
Once you click “More Options” you will notice there are additional fields, including a field to select the event type of your event. Please note, if you are a user with administrative rights, you will also see a link to quickly edit your available event types if needed.
You can also calendar events in Law Ruler from inside any lead/case record. While inside a record, navigate to the Intake Details or Case Details section and scroll down until you see the section titled “Calendar Event Tracker”.
To add a new event, click the “Add Calendar Event” button. You will see the same popup you saw when selecting “More Options” on the Law Ruler calendar.
⚡ Don’t forget to add your event type, if applicable.
You can also edit any existing events by using the green pencil icon to the right to the appointment details, as well as delete any existing events using the red trash bin icon to the right of the appointment details.
Finally, events could be calendared in your Law Ruler system via our Appointlet integration. To learn more about setting up this integration, please contact your account manager or our Support Team.
Any event scheduled through Appointlet will appear on the Law Ruler calendar, as well as in the Calendar Event Tracker grid in the specific lead/case the event is regarding. In the Law Ruler calendar, all Appointlet events will appear on the Law Ruler Appointlet calendar. Please note, the service type name in Appointlet will be set as the event type automatically in Law Ruler.
In the Calendar Event Tracker grid, all Appointlet events will have “(Appointlet)” appended at the end of the event name, as well as a note that the event was created with Appointlet when viewing the event details.
Cancelling Calendar Events
If you change the event status of an event to "Canceled" or delete an event inside a lead/case record using the red trash bin icon, the event will be considered canceled.
If you are utilizing our Appointlet integration, an event will also be considered cancelled if the event is cancelled in Appointlet. By default, once an event is cancelled, the lead/case record's status will automatically update to "Appointment Cancelled". If you'd like to turn off this automatic status change, navigate to Setup > Appointment/Event Settings and navigate to the Cancellation Settings section.
There, you can choose to turn off the automatic status change.
You can also choose if a cancellation email should be automatically sent after an event is cancelled by turning this setting on. If you turn the setting on, make sure to update the email subject and body if needed.
If you need further assistance, then please contact Law Ruler Support to assist you further.
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