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Work Allocation: Admin Overview
Work Allocation: Admin Overview
Annie Cox avatar
Written by Annie Cox
Updated over a week ago

Work Allocation is a powerful tool to manage your summer programs. In this article, we will cover how to set up a program, how attorneys can solicit matters and leave evaluations, and how associates can access these matters.

Creating a New Program

First, navigate to the Programs button:

Next, click on New Program:

Here, you will be able to build out the basic details:

Once you are ready, click Next.

From here, you will be able to build out questions for Evaluations, as well as turn on the reminder email to attorneys:

Click on Edit Questions to begin creating a bank of Evaluation questions to pull from:

In this case, you will want to be sure to select Matter Evaluation Questions:

Click on Create New Evaluation and then click on the pencil icon to edit the new question:

Note that you can customize the question title, description, type, and allow for additional comments or not:

The possible question types include the following:

When you are ready, Save Changes and you may continue to create additional questions as needed.

Once you return to the Program creation page, you will now see the questions you created available in the drop-down:

Note that you can make these questions required to answer or not. They will display in the order that you add them:

To turn on the Attorney Reminder Email, simply switch the toggle over to Send:

Once you do so, you will see a preview of this message. You will also be able to set the Reply To person, as well as add someone under the CC and BCC fields, if needed:

Here is an example of what this might look like from the attorney's perspective:

Lastly, click Next:

This will open up the last step in creating your program, Permissions:

The first section covers summer associate permissions where you can allow associates to have the ability to edit, create, delete, or self-assign projects.

Next in step 3 is the email alert section:

There are 6 different admin emails you can turn on or off. These will alert the admin when different changes are made to the project.

Following this section, you have the ability to turn on or off 4 attorney emails and one associate email:

Matters - Manually Adding

Now that the program is created, click on its title and you will see the option to Add Matters.

When adding new matters, you will need to enter an identifying number for the Client and the Client Matter. You will also be required to customize the Matter Name:

Note in the above screenshot that you can also enter a description, designate the office location, practice area, and type of assignment.

Next, the Matter Timeline is where you will communicate an expected turnaround to the associate:

Lastly, you will need to designate which attorney will be reviewing the matter:

The drop-down list will generate from the Members page of your account.

Soliciting Matters

Another method for adding matters is to send the request link to your attorneys.

There are a couple of different places where you can obtain this link.

One is through the main Programs page:

If you click on New Matter from within the specific program's page, you will see another option there as well:

So: what does this link look like from the attorney's perspective? Well, very similar to the admin view of creating a matter!

The main difference is that, if they do not have a Flo account themselves and are not signed in, they will first need to verify their email:

Attorneys will need to confirm that they want to submit a matter before officially doing so:

Managing Matters

From the specific program's page, note that you can use the column management tool to customize your view:

Once you click into a specific matter, you will see the matter details on the left hand side:

Note how you will be able to Add Associates to assign them to this matter. You can do so by simply clicking the Add Associates button and scrolling through the list or clicking on the + New Associate button. The main required fields are first name, last name, and email:

Both the associate and attorney will be notified once a matter is assigned.

Here is an example of what this will look like to the attorney:

Here is an example from the associate's view:

Once associates are added, you may upload documents on their behalf. Note that the file type must be a PDF:

As long as you have at least one of these documents selected, you will be able to download in bulk in order to send to attorneys for review. You also have the option to delete in bulk, if needed:

As associates move through the process, you will be able to update the status of the matter:

As soon as either you or the associate marks the matter as complete, the evaluation email will send to the attorney (if it is turned on). Additionally, you can also easily send attorneys a general link so that they can access the ability to leave feedback at any time. From your program's page, click on "Copy Program Links" and then Copy Attorney Feedback Link:

As attorneys leave feedback, you will be able to see this from within the specific matter. From here, click on the associate's name to view the feedback in the slide-out menu:

Managing Associates

In addition to the above information about how to assign a matter to an associate, you also have the ability to see how many matters an associate has currently been assigned through the associates tab of the program:

Just like from within each specific matter, you can click on an associate's name to trigger the slide-out menu:

From here, note how you can access the full profile, contact information, assigned matters, and evaluations:

Associate Portal

Now that you know how to manage matters as an admin, let's take a look at how associates would be able to do this themselves.

First, you must share the Associate Program Link. Click into your specific program and next to the title, click on "Copy Program Links" and then Copy Associate Program Link:

The associate will need to verify their email:

Once they click on the link in their email, they will be taken to their portal, where they can view all matters that they have been assigned:

Note that, just like admins, they also have the column management tool to customize their view:

Once they click on a specific matter, they will be shown the more detailed view:

Actions they can take include being able to:

  • Edit the matter in case anything needs to be updated

  • Change the status

  • Upload documents

  • Depending on the permissions set, Summers may also have the ability to

    • Edit the project

    • Delete the Project

    • Unassign themselves from the project

Note that the status will update from your view as well so you can easily keep an eye on all matters as associates progress:

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