AI workflows for deadline and case tracking.

Keeping each open case, matter, file or order moving to its dates: status checks, deadline notices and closing checklists. It applies in any industry where work runs as individual cases, not only law firms.

Who does this work

  • Case manager
  • Docketing clerk
  • Case coordinator

10 workflow templates ready to adapt, and 10 workflows identified.

Updated

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Examples of the workflows identified
  1. Close out a project with its remaining obligations
  2. Hand over an account or piece of work to a new owner
  3. Keep the outgoing work sign-off log
  4. Prepare a corporate action deadline brief
  5. Prepare a court-order deadline notice

The workflows identified

Close out a project with its remaining obligationsA closing checklist with accepted deliverables, final status, outstanding tasks and named owners after closure.Workflow templateHand over an account or piece of work to a new ownerPrepares a handover of open commitments, current versions, decisions, correspondence and unanswered questions when work changes hands. Prepares work for a lawyer. Not legal advice.Workflow templateKeep the outgoing work sign-off logKeeps every item awaiting a responsible person's sign-off in send-by order with its status, flagging anything near its date with no decision.Workflow templatePrepare a corporate action deadline briefGives operations one brief for a corporate action on held securities: affected holdings, quoted options, every deadline, standing instructions and what is unconfirmed.Workflow templatePrepare a court-order deadline noticeDrafts a notice for the attorney with every directive and date from a newly entered court order and the items to confirm.Workflow templatePrepare the prior-authorization follow-up listGives the referral coordinator a daily list of authorization requests to chase, procedures booked without approval and what each payer is waiting on.Workflow templateRun the weekly open-matter checkShows every open matter's overdue and unowned tasks, with a summary for the managing partner and a note for each responsible attorney.Workflow templateSummarize a matter's budget and statusGives the responsible partner one page on a matter: scope, phases against dates, budget against fees and projection, a rated status with its rule, risks and next actions.Workflow templateTrack cases at an outside labKeeps one tracker of every case sent to an outside lab with due dates against appointments, overdue cases, remakes and each lab's on-time record.Workflow templateTrack provider credentialingKeeps one tracker per clinician of licences, certifications, insurance and payer enrolments with verification, due dates and incomplete files.Workflow template

Workflow templates

Corporate action deadline briefWhen a custodian notice announces an event on securities your firm holds, operations has one brief: the affected holdings, the options as the notice quotes them, every deadline, the instructions on file and what is still unconfirmed. It recommends nothing and submits nothing.Workflow templateCourt-order deadline notice preparationWhen a court order arrives, the legal assistant has a draft notice ready for the attorney: every directive in the court’s own words, every date copied from the order or proposed under the firm’s own written rule file, and a list for the attorney to confirm. Nothing is calendared or sent until the attorney confirms.Workflow templateDental lab case trackerThe office coordinator keeps one tracker of every case at an outside dental lab: when it went, the lab's due date against the patient's seating, which cases are overdue or due back too late, each remake with its stated reason, and each lab's on-time record for the quarter. A person calls every lab.Workflow templateMatter budget and status summaryThe responsible partner sees one matter whole: scope, phases against their dates, the budget against fees to date and the projected total, a red, amber or green status with the rule behind it, risks and next actions with owners. Built from the time export and the matter plan, never a view on the merits.Workflow templateMatter closing checklist preparationWhen the handling lawyer flags a matter for closure, the firm's closing checklist is filled from the matter record: final billing as recorded, open tasks, unreturned items and the handoffs billing and records must accept.Workflow templateMatter coverage plan for absencesWhen leave or a staffing change takes someone away from active matters, the practice manager gets a draft coverage plan: a proposed cover for each matter, the attorney-confirmed dates in the absence, the access each cover needs and every handoff that is blocked. The practice lead and responsible attorneys decide. Prepares work for a lawyer. Not legal advice.Workflow templateOutgoing work sign-off logEvery item that needs a responsible attorney's sign-off before it leaves the firm sits in one log, in the order it has to go out: waiting, approved or returned, with the attorney's own note. Anything close to its date with no decision is flagged first. The log tracks status and never touches the legal substance.Workflow templatePrior-authorization follow-up listEach morning the referral coordinator gets one list from the practice’s own spreadsheet: which authorization requests to chase today, which procedures are booked without an approval, what the payer is waiting on, and what the list is missing. A person makes every call.Workflow templateProvider credentialing and re-credentialing trackerThe credentialing coordinator keeps one tracker per clinician: each licence, registration, certification, insurance policy and payer enrolment, where it was verified, when it falls due, the day its renewal should start, and which files are not yet complete. A person contacts every board and payer.Workflow templateWeekly open-matter checkEvery Monday the operations manager sees every open matter: which tasks are overdue, which have no owner, and which matters could not be checked at all. The managing partner gets one summary, and each responsible attorney gets a note that is drafted and ready for the manager to send.Workflow template

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Where to go next

All of operations and process improvementEvery area of the function, with workflow templates and examples.Map your team in the PlannerPut this work in your plan, with the roles that do it.

Other areas of operations and process improvement

Operations and process improvement workflow templates by industry