Learn how organization admins can create and manage Teams and Workflow Statuses to organize clients and track where they are in the firm's workflow.
Teams let you group clients and users based on how your firm works, such as by attorney, department, office, or case-review group. Workflow Statuses let you track where a client is in your firm's process, such as Intake, Records, Under Review, Drafting, or Filed.
Once configured, users can assign Teams and Workflow Statuses directly from the Clients page and use them to filter and organize clients.
Note: Only organization admins can create and manage Teams and Workflow Statuses.
Create a Team
Teams are optional. You can create them based on your firm's structure and assign both clients and team members to them.
Go to Admin > Teams.
Enter a Team name.
Select a color.
Click Add.
To add users to the Team, click Manage members and select the appropriate users.
Teams can be used to identify who is responsible for a client or which internal group owns the work.
Create a Workflow Status
Workflow Statuses can be customized to match your firm's process.
Go to Admin > Case statuses.
Enter a name under New Open Status.
Select a color.
Click Add.
For example, your organization might create statuses such as:
Intake
Records
Under Review
Drafting
Filed
Note: The Closed status is managed by CaseScribe and cannot be customized.
Reorder Teams and Workflow Statuses
Organization admins can control the order in which Teams and Workflow Statuses appear.
Use the up and down arrows next to a Team or status to move it to the desired position.
Reordering a Team or Workflow Status changes where it appears in the available options. It does not change the clients currently assigned to it.
Archive a Team or Workflow Status
If your organization no longer uses a Team or Workflow Status, you can archive it.
Go to the appropriate Teams or Case statuses page under Admin.
Find the Team or status you want to archive.
Click the archive icon.
If clients are currently assigned to it, choose whether those clients should be:
Unassigned, or
Moved to another Team or Workflow Status.
Complete the archive action.
Archived Teams and Workflow Statuses remain in the client's history.
Assign a Team or Workflow Status to a Client
After Teams and Workflow Statuses have been created, they can be assigned directly from the Clients page.
To update a client:
Go to the Clients page.
Find the client you want to update.
Click the client's current Team or Status.
Select the appropriate Team or Workflow Status.
When updating a client's Workflow Status, you can also add a Status Note to provide additional context about the client's current stage.
Teams and Workflow Statuses can then be used with the available filters to quickly find and organize clients.
View My Clients or All Clients
If you belong to a Team, the Clients page opens to My clients by default.
My clients helps you focus on clients assigned to your Team without having to apply a Team filter each time you open the Clients page.
When you need to view clients outside your Team, switch to All clients.
This makes it easier to focus on your Team's caseload while still allowing you to access the full client directory when needed.
Search for Clients
Use the search field on the Clients page to quickly find a client by name.
Client search can find a matching client regardless of the order in which you enter the client's first and last name. For example, you can search using either the client's first name followed by the last name or the last name followed by the first name.
You can also use search together with the available Team, Workflow Status, and Tag filters to narrow the client list.
Assign Multiple Clients to a Team
Organization admins can assign multiple clients to a Team at once from the Clients page.
Go to the Clients page.
Select the checkboxes next to the clients you want to assign.
To include all clients matching your current filters, click Select all matching.
Click Assign to team.
Select the Team.
Confirm the assignment.
When you assign multiple clients to a Team, all selected clients are moved to the selected Team, including clients that were previously assigned to another Team.
After the assignment is complete, CaseScribe shows how many clients were assigned and how many were skipped.
Note: Bulk Team assignment is available only to organization admins.
Using Teams and Workflow Statuses
Once your organization has configured Teams and Workflow Statuses, users can use them throughout the Clients page to organize their caseload.
You can:
Use My clients to focus on clients assigned to your Team.
Switch to All clients when you need to view the full client directory.
Search for clients by name.
Filter clients by Team, Workflow Status, or Tags.
Combine filters to narrow the client list.
Save frequently used filters as Views.
Update a client's Team or Workflow Status directly from the Clients page.
Add workflow notes and review previous workflow changes.
Teams are useful for identifying who owns the work, while Workflow Statuses are useful for identifying where the client is in your firm's process.
Using both together gives your organization a consistent way to organize clients and track work in CaseScribe.
Note: When you create a client, it will automatically default to your team.
Cases where a user isn’t a member of any team or belongs to multiple teams are also handled accordingly.