Note: Workflows are available with Legl’s Engage product and can only be created/managed by users with Administrator access.
What is a workflow
A workflow typically consists of a series of steps that need to be completed in order to achieve a particular outcome. At Legl, workflows are used by law firms to streamline client engagement and onboarding processes - making it faster to take on new clients, and ensure KYC is completed consistently across departments.
Once one or more workflows are set up within your Legl account, they will be ready for selection when creating an Engage Request to send to a client.
What workflow steps are available
Workflow steps are tasks for an individual to complete when they receive a workflow. Legl’s flexible and modular steps enable you to tailor as many flows as you need, from firm-wide ones to department specific ones.
Choose and re-order any combination of available steps to complete onboarding, gather source of funds, or collect a payment for example. The below provides an overview of each step, along with their recommended use cases, and an example of the client’s view.
CDD Reports
Choose from a variety of KYC and AML reports as part of client onboarding flows to support the firm’s risk based approach. Learn more about the checks carried out in these reports.
Commonly used for:
New client onboarding
Routine KYC checks for existing clients
Client-facing flow example
Send a Document
Share a templated document in every workflow, or upload a client-specific document when creating a new request.
Commonly used for:
Sharing your firm’s Terms of Business
Sharing your firm’s bank account details
Sharing a welcome pack or brochure
Sharing of a Statement of Work or other information pertaining to the legal services that will be provided
Client-facing flow example
Request a Document
Give instructions to the client and customise this step to request a specific document according to the department or client type.
Commonly used for:
Proof of address documentation
Marriage certificate
Source of funds documentation
Collecting structure and ownership information and incorporation certificates related to international, commercial or corporate matters
Additional documentation or statements for complex corporate matters
💡Tip: Want your client to upload multiple documents as required? They can upload more than one document to the Request a Document step within the same workflow.
Also, why not add multiple Request a Document steps in your workflow to help categorise the document type required for each step e.g. "Source of Wealth: Please upload all supporting documentation".
Client-facing flow example
Request a Signature
Tag and share bespoke documents with clients for electronic signature. Review signed documents alongside KYC results.
Commonly used for:
Requesting review and e-signature on: Client Care Letter, Letter of Engagement, Terms of Business, Retainer Letter, Protocol Forms (e.g. TA6, TA7, and TA10), Wills, Powers of Attorney.
Client-facing flow example
Source of Funds
Share a step-by-step form with conveyancing clients to collect source of funds evidence, and review all documents in one place. Learn more about what’s included in the Source of Funds capture.
Commonly used for:
Capturing supporting documents for a property purchase
Client-facing flow example
Request a Payment
Specify the bank account and amount to be paid. For example, add a step at the end of a workflow to take money on account. Learn more about including a request for payment within a workflow.
Commonly used for:
Taking payments on account
Consultation fees
Property search fees
Client-facing flow example
Customisable form
Send a custom-created digital form to your clients to collect additional information. Create and add multiple Customisable Forms to new or existing workflows, enabling you to capture information alongside carrying out other key processes such as client due diligence, source of funds or payments.
Commonly used for:
New client questionnaire
Enhanced due diligence
Capture matter information
Instructions form
Source of wealth questionnaire
Collect additional company information
Client feedback surveys
Capture client consent
Client-facing flow example ("Source of wealth form")
How to create a workflow
To create a new workflow, you will need Administrator access.
Navigate to Engage > Workflows from the left-hand menu.
Select Create workflow button.
Below Workflow Details:
Workflow name: this is an internal name that your team will see when selecting a workflow to create an Engage request.
Workflow Description: similar to the workflow name, this can be some internal wording that helps your team understand when to use this workflow.
Who can see this: decide which departments set up in your Legl account can see this workflow. Use the toggle to see and select individual departments.
Complete steps sequentially? by turning this on the steps within the workflow will be locked and must be completed by your clients in sequential order (as determined by the workflow). In most cases, we recommend turning this option off to enable clients to complete each step in any order they choose - reducing risk of clients getting stuck along the way.
Tailor the client-facing Getting Started message. This will update the client-facing text on the first step of the workflow that the client receives - example below:
Select Add step to choose which step(s) you wish to add to your workflow:
Upon selecting any of the steps, complete any additional settings or customisations followed by the Add to workflow button that appears within the step.
Re-order any steps using the arrow icons (as below), to determine the order for completion that they will appear on the client-facing flow.
6. Once happy with your workflow, select Submit workflow to save and enable it for selection as part of an Engage request.
Edit, Clone, or Archive a workflow
Navigate to Engage > Workflows from the left-hand menu and select the three-dot / ellipsis icon on any workflow:
View/Edit: View and edit any of the existing workflow details and/or steps. After making any changes, select Submit workflow to update it.
Clone: Quickly duplicate any workflow and then use the View/Edit button to add any changes.
Archive: Remove a workflow from all active workflow lists. Archived workflows can be viewed, or restored, by admins on the workflow page as below.
FAQs and Troubleshooting
Is it possible to restrict workflows so that they can only be used by certain departments?
Yes, when creating or editing a workflow there is an option to toggle on/off whether the workflow should be visible to all departments. When toggling this option off, you are able to determine which departments can/cannot see the workflow. See the ‘How to create a workflow’ step above.
Is there a limit on the number of workflows we can create?
There is no limit to the number of workflows you can create.
Are there any associated fees to setting up new workflows?
There are no associated fees with setting up a workflow, but there may be an associated fee to a step within a workflow once completed by the client - e.g. CDD, eSignature, Source of Funds. Please reach out to your Legl account administrator or [email protected] for more information.
Who is able to set up new workflows or amend existing workflows?
Only users with ‘administrator’ access can create/manage workflows - if you would like admin access please contact an existing admin at your firm.