Workflows
Permission required:
workflow.read
Create/edit requires:workflow.create,workflow.update
Workflows are the backbone of CaseBright. A workflow defines the exact steps your team needs to complete for a given case type or lead type. Once a workflow is built, it can be assigned to any new case, ensuring consistent, repeatable processes across your firm.
Navigate to Workflows in the left sidebar.
1. What is a Workflow?
A workflow is an ordered list of steps that your team must complete to close a case or convert a lead. Each step has a type, assignment rules, due date rules, and visibility settings.
Workflow types
| Type | Description |
|---|---|
| Case | Used for full case management (the most common type) |
| Lead | Attached to a lead to track intake steps |
| Sub-workflow | A reusable group of steps that can be embedded inside other workflows |
| Template | A starting point that can be duplicated to create new workflows quickly |
2. Workflow Categories
Workflows can be organized into categories and sub-categories (e.g., Immigration → Family-Based → I-130). Categories are configured in Admin Settings → Metadata → Workflow Category.
When creating a workflow you will select a category to help your team find the right workflow quickly.
3. Creating a Workflow
- Navigate to Workflows.
- Click Create Workflow (top right).
- Fill in the details:
- Name — a clear, descriptive name (e.g., "EB-2 NIW Case Workflow")
- Type — Case, Lead, Sub-workflow, or Template
- Category — select from your configured metadata categories
- Click Create.
You will be taken to the workflow detail page where you can add steps.
4. Adding Steps
From the workflow detail page, click Add Step to add a new step.
Step types
Each step has a type that determines its behavior and what the client or team sees:
| Step Type | Description |
|---|---|
| Task | A general internal action item for your team to complete |
| Document Collection | Request that the client uploads specific documents |
| E-Signature | Send a document to the client for digital signature |
| Form | Assign a form for the client (or staff) to fill out |
| Payment | Request a payment from the client |
| Submission | Record a government or external submission (e.g., USCIS filing) |
| Service of Documents | Serve documents to a third party |
Step configuration fields
When adding or editing a step:
| Field | Description |
|---|---|
| Title | The name of the step as it appears to staff and clients |
| Description | Optional details about what needs to be done |
| Step Type | One of the types listed above |
| Visibility | Internal Only (only staff see it) or Client Visible (client can see it in the portal) |
| Role Assignment | Which role is responsible by default (e.g., Paralegal, Attorney) |
| Due Date Rule | How the due date is auto-calculated (see below) |
5. Due Date Automation
Instead of setting due dates manually on every case, you can configure automatic due date rules for each step.
Modes
| Mode | Description |
|---|---|
| Manual | No auto-calculation; team members set the due date directly on the case |
| Automated | Due date is calculated automatically based on a rule |
| Recurring | Step resets and the due date advances on a schedule (Task steps only) |
Automated rule types
| Rule | Description |
|---|---|
| After case created | Due date = case creation date + offset days |
| After case started | Due date = case start date + offset days |
| After step started | Due date = the date a specific trigger step was started + offset days |
| After step completed | Due date = the date a specific trigger step was completed + offset days |
Offset days can be positive (due date is in the future) or negative (due date is before the trigger event).
Example: "Send Welcome Letter" step with rule "After case created, +2 days" means the due date is automatically set to 2 days after the case is created.
Recurring steps
Recurring steps are for tasks that repeat on a schedule (e.g., a monthly check-in). When the recurrence date arrives, the step automatically:
- Resets its status to Not Started
- Advances the due date to the next recurrence date
To configure a recurring step:
- Open the step's scheduling config.
- Select Recurring mode.
- Set the frequency: Daily, Weekly, or Monthly.
- Set the timezone for when the rollover happens.
- Save.
6. Step Ordering and Sub-steps
Reordering steps
Drag steps up or down to reorder them. The order in the workflow becomes the default order shown on every case.
Sub-steps (Nested steps)
A step can have child sub-steps. Use sub-steps to break a large step into smaller actions.
To add a sub-step:
- Hover over a step and click the Add Sub-step button.
- Configure the sub-step the same way as a regular step.
Sub-steps are numbered hierarchically (e.g., Step 1 → Step 1.1, 1.2).
7. Custom Fields
Workflows can have custom fields that collect case-specific information beyond the built-in fields. Custom field values are stored on each case and can be used for filtering and reporting.
Custom field types
| Type | Description |
|---|---|
| Text | Short single-line text |
| Textarea | Long multi-line text |
| Number | Numeric value |
| Date | A date picker |
| Boolean | A yes/no toggle |
| Select | Single-choice dropdown |
| Multi-select | Multiple-choice dropdown |
To add a custom field:
- On the workflow detail page, find the Custom Fields section.
- Click Add Field.
- Enter a field name, select the type, and configure any options (for select/multi-select).
- Click Save.
8. Sub-workflows
Sub-workflows are reusable groups of steps that can be embedded inside a parent workflow. They are useful for processes that appear in many case types.
Example: An "Initial Documents" sub-workflow could be shared by multiple visa case workflows.
To embed a sub-workflow:
- In the workflow detail, click Add Step → Sub-workflow.
- Select the sub-workflow from the list.
- The sub-workflow steps are inserted at that position.
9. Activating a Workflow
A workflow must be active before it can be assigned to new cases. On the workflow detail page, toggle the Active switch to enable it.
Inactive workflows are hidden from the workflow picker when creating cases.
10. Duplicating a Workflow
To create a copy of an existing workflow (for example, to create a variation):
- Open the workflow.
- Click the ellipsis menu (⋯) → Duplicate.
- Give the duplicate a new name.
- Modify the copy as needed.