Automated Flows Overview

About Flows: Messages and Tasks

Neodeluxe Client Portal (formerly known as Vineportal) Flows automate communication and task management, streamlining case updates and data collection for legal clients. Flows ensure timely communication and easy task completion, helping to keep cases moving forward efficiently.

When creating a Flow, Admins will define the Project Type, as well as Entry and Exit Criteria which defines the conditions that must be met for a project to enter or exit the flow:

• Entry Criteria determine when a project is automatically enrolled in a Flow.
• Exit Criteria control when a project completes or exits the Flow.

Flows are made up of Messages and Tasks, each triggered in sequence to follow a predefined chain of succession:

• Flow Messages: Automated communications sent to users with a specified role, scheduled to be delivered at set intervals. Custom variables can be used within messages, allowing dynamic, case-specific details to be included.
  • Include custom variables from:
    • Client contact information
    • Recipient roles contact information
    • Static section fields
    • Project level attributes
• Tasks: Require clients to either complete custom forms or upload documents. Tasks can be linked to messages, allowing clients to access tasks when the linked flow messages are sent.

Each Flow step is based on predefined conditions, ensuring messages and tasks are sent at the right time in the case process.

NOTE: Neodeluxe Flows and all related features are available only in the Neodeluxe Premium version. For detailed information on Neodeluxe Premium features, review Neodeluxe Client Portal Features Catalog.

Additional Flows Terms and Definitions

Condition: Conditions are the building blocks for criteria and refer to a specific requirement(s) or logical statement(s) that must be met in a Filevine project to enter or exit the flow.

Criteria: Criteria refers to the specific conditions or parameters set within a flow that a Filevine project must meet. When the criteria for entering a flow are met, the project enters the flow. Similarly, when the criteria for exiting a flow are met, the project exits the flow.

Flows Permissions

Flows offers distinct User Permissions for your internal Staff Members. Each Staff Member can have one or multiple permissions. The description for each permission is provided below.

• Admin: Full access to Neodeluxe Client Portal Flows page, including the ability to view, create, edit, and soft delete (deactivate) flows.
• Portal User: Access to Neodeluxe Client Portal Project page, including the ability to receive messages and assigned tasks.

Flows Interface Page

When accessing Flows as an Admin in Neodeluxe, you will see the Flows grid with all the existing flows in your organization and the button for creating new flows.

When you create a new flow, you'll begin by setting the flow details along with the entry and exit criteria. Once this initial setup is complete and you save the flow, your new flow will be visible in the grid, allowing you to proceed with configuring the flow messages and tasks.

After you select your new flow, you will notice three distinct tabs: Details, Messages, and Tasks.

• Details: In the Details tab, Admins can review the flow details, activate or deactivate it, and edit the entry and exit criteria while the flow is still in draft status.
• Messages: The Messages tab allows Admins to see the existing flow messages, create new messages and configure them to work sequentially within the flow.
• Tasks: The Tasks tab is where Admins can manage and set up existing tasks in the flow or add and configure new ones. There are two types of Tasks: Forms that ask users to fill out information and Documents that request users to upload specific files.

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using Neodeluxe Client Portal Flows, please contact our Product Support Team:

• Email: help@neostella.com
• Submit a Request: Click here to submit a ticket

Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.