To create a new template, add a template row with the following information:
Case Type : a drop down pick lick of existing case types.
Code : create a code of your choice for the template, we suggest prefixing the code a letter or two relating to the case type eg 'S_' for case type Sale
Associated Step : (Optional) a drop down pick list of existing associated Partner steps
Short Title : a succinct description of the item
Await From : a drop down pick list of Simple entity types
Note : Simple Entity types can be set up to represent a group of physical partner Entity groups used by your system, for example Simple type 'Lender' may represent partner entity groups 'Banks'. ''Lenders', 'Building Societies'
Description: optional longer description that can be used in letters such as the automatic chase letter.
Request Before Step: (Optional) a drop down pick list of existing Partner steps, choose a step that requires this Item to be received before it can be taken. A typical example being 'Exchange Contracts' for domestic conveyancing flow.
Creating Awaiting Items without Partner steps
The main Awaiting Item Templates view is still used to create the Template for the item, however the item, however the Associated Step is left blank.
A stored procedure is provided to insert a generic Awaiting Item Step, with precoded questions to handle receipt of the item.
Matter Level View of Awaiting Items
After any of the defined awaiting items are inserted into the flow, the Matter level Awaiting Item view is automatically maintained without any further coding.
Here we have a sample snapshot of case flow for a conveyancing case:
Note : Steps that have been Taken are in Capitals.
Clicking Matter managing Partner Icon displays a nice view of the current state of Awaiting Items for the matter:
[Click to enlarge]
Items we are Awaiting
This view shows details of items we have requested, including the exact Entity we have requested the Item from and any chase date information.
Items received in Post that Require Processing
If you have a post room scanning application, you will likely be used to selecting the Entity and Matter that the document relates to on when scanning.
Often these scanning applications can be modified; we provide a function to return a list of outstanding items for a matter, that can be selected from on scan.
Items that have been marked in this way will be shown in the central view - awaiting processing.
Items in this View will no longer be automatically chased.
Items we have have received and Processed
This view shows Awaiting item received that have been received and processed by the case worker.
AUTOMATIC (UNATENDED) CHASING OF AWAITING ITEMS BY BATCH
This is where GAIL brings a great deal of benefit to you by progressing case flows and getting documents into your practice in the minimum of time.
We would create a server script to do this for you - an daily module would need to be modified for your needs and may include chase by Letter, Email or SMS text.
The solution here would depend on your existing software.
GAIL INSTALLATION & INTEGRATION
The lean GAIL software pack consists of suite of SQL stored procedures and pre-built Partner steps, allowing you to quickly get up and running with a more streamlined and efficient case flow.
The stored procedures themselves are generic and you may find to be very useful in other parts of your case flows.
GAIL Release History
|| Initial public release
|| Designed to be easily applied to existing case flows