What are template workflows?
To get you started with the LawVu connector for Power Platform, we have curated some template workflows. These provide a quick starting point for common business processes that would benefit from automation. You can put your own spin on the template automations, or add your own actions to expand on a workflow.
Speak with your LawVu Customer Success Manager to learn more about using the LawVu connector and templates.
In this article:
Matter Workflows
Apply a specific naming convention when a matter is created in LawVu
Purpose
This workflow renames all new matters immediately after they are created.
Many organizations wish to enforce a particular naming convention for their matters. An appropriate record name gives the users quick context about the record they are previewing or opening and also assists with search results. Within LawVu, some organizations use a section header to prompt their users on the creation of the matter to use a particular naming convention but this is often not followed and takes manual effort.
Getting started
You can use this template straight away. You might wish to:
Update our suggested contract naming convention. This is set out as a string of fields in the variable NewContractName
Update the status message posted on that contract record after the successful completion of the flow. This is the last action in the flow and acts as a notice that the contract has been renamed
Add conditions to the flow - e.g. if you wish for your naming convention to only apply to particular matter types or matters with particular characteristics
Tips
Naming conventions - workflow tips.
Use this workflow together with the LawVu setting for simple ticketing: if you do this, your business users creating a matter will not be prompted to name the matter, nor will they be able to select their lawyer (matter manager) directly.
Create a matter in LawVu and send a notification via email or mobile app
Purpose
This automation can be used as a workflow starter, which creates a matter in LawVu and sends personal push notifications via the Power Platform Notifications connector.
Getting started
To get started, consider modifying the format of the mobile notification and the included fields (currently matter name, ID, and urgency)
Tips
To get started, consider switching from a manual workflow trigger to another trigger (e.g., Microsoft Form submission) based on your requirements.
The notification in this workflow is only sent to the author of the workflow. If you want to notify others in your team, consider replacing this step to use a different channel such as email, Slack, or MS Teams.
Create a matter in LawVu when a user completes a Microsoft Forms form
Purpose
This automation creates a matter when someone completes a Microsoft Form.
Getting started
You can use this template straight away. You might wish to modify the questions in the Microsoft Form and match them with the relevant fields on the selected matter type.
Get personalized push notifications for important matters created in LawVu
Purpose
This automation is designed to notify with a mobile notification if an urgent matter is created in LawVu.
Getting started
You can use this template straight away. You might wish to modify the condition that triggers the notification: as currently designed, the flow proceeds to notify you if the new matter has a tick in the urgent tickbox.
Tips
The final step in this workflow sends a push notification via the Power Platform Notifications connector. This notification is only sent to the author of the workflow.
If you wish to notify others in your team, consider redirecting this step to a different channel such as email, Slack, or MS Teams.
Notify a Slack channel when a matter is created in LawVu
Purpose
This automation is designed to notify a channel in Slack when a matter is created.
Getting started
To use this template, you’ll need to edit at least the following step in the flow to align with your Slack configuration:
Set the channel ID as the Slack channel name to receive the notification. Y
You could also:
Modify the format of the Slack message
Modify the status message posted to that matter
Tips
You might wish to add a condition that checks if the matter has particular characteristics (e.g. particular matter type might notify one particular team, or having particular fields completed might not notify or might notify different people).
Notify people in Microsoft Teams when a matter is created in LawVu
Purpose
This automation is designed to notify a channel in Microsoft Teams when a matter is created.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your Microsoft Teams configuration:
Set the channel to receive the notification. You could also:
Modify the format of the Microsoft Teams message
Modify the status message posted to that matter
Tips
You might wish to add a condition that checks if the matter has particular characteristics (e.g. particular matter type might notify one particular team, or having particular fields completed might not notify or might notify different people).
Upload files to SharePoint when a new LawVu matter is created
Purpose
This automation is designed to back up to SharePoint a copy of any files attached to the create form of a matter.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the Library variable (the name of the library where contracts should be backed up)
Set the LibraryFilePath variable (the URL version for that library, which might be different from the library name)
You could also:
Set the LegalMatters variable, renaming with your desired subfolder for your matter backups within SharePoint: the default name for the top-level subfolder is “Legal Matters.”
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each matter.
Modify the status message posted to that matter
Tips
See SharePoint - Matter workflow tips for folder and subfolder naming conventions.
Upload a file to SharePoint when a new file is uploaded to a LawVu matter
Purpose
This automation is designed to back up to SharePoint a copy of all files saved to the files tab of a matter.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the Library variable (the name of the library where contracts should be backed up)
Set the LibraryFilePath variable (the URL version for that library, which might be different from the library name)
You could also:
Set the LegalMatters variable, renaming with your desired subfolder for your matter backups within SharePoint: the default name for the top-level subfolder is “Legal Matters.”
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each matter.
Modify the status message posted to that matter
Tips
See SharePoint - Matter workflow tips for folder and subfolder naming conventions.
Contract Workflows
Apply a specific naming convention when a contract record is created in LawVu
Purpose
This workflow renames all new contract records immediately after they are created.
Many organizations wish to enforce a particular naming convention for their contract records. An appropriate record name gives users quick context about the record they are previewing or opening and also assists with search results. Within LawVu, some organizations use a section header to prompt their users on the creation of the contract record to use a particular naming convention but this is often not followed and takes manual effort.
Getting started
You can use this template straight away. However, might wish to:
Update our suggested contract naming convention. This is set out as a string of fields in the variable NewContractName
Update the status message posted on that contract record after the successful completion of the flow. This is the last action in the flow and acts as a notice that the contract has been renamed
Add conditions to the flow - e.g. if you wish for your naming convention to only apply to particular matter types or matters with particular characteristics
Tips
Notify a Slack channel when a contract is executed in LawVu
Purpose
Many businesses live and work in other tools such as Slack. This flow notifies a channel when a contract is executed so that the relevant people are kept up to date (e.g., the Sales team about Sales contracts, or the legal team about all executed contracts).
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your instance of Slack:
Set the channel ID where the notification message should be posted
You could also:
Modify the message format in the action that posts the message
Modify the status message posted to that contract
Modify the flow condition that checks if the contract has moved to the executed lifecycle stage (you might add conditions to take into account other characteristics e.g. contract type, dollar value, or perhaps if the lifecycle stage moves to the contract being out for signing then a particular audience needs to know that).
Tips
Also consider using a flow triggered on the creation of a new contract record (and with a condition that the lifecycle stage is executed) so you can capture contracts uploaded directly into the executed lifecycle stage. This flow triggers solely on the change of lifecycle stage on an existing contract record.
Notify people in Microsoft Teams when a contract is executed in LawVu
Purpose
Many businesses live and work in other tools such as Microsoft Teams. This flow notifies people when a contract is executed so that the relevant people are kept up to date (e.g., the Sales team about Sales contracts, or the legal team about all executed contracts).
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your instance of Microsoft Teams:
Set the channel name where the notification message should be posted
You could also:
Modify the message format in the action that posts the message
Modify the status message posted to that contract
Modify the flow condition that checks if the contract has moved to the executed lifecycle stage (you might add conditions to take into account other characteristics e.g. contract type, dollar value, or perhaps if the lifecycle stage moves to the contract being out for signing then a particular audience needs to know that)
Tips:
Also consider using a flow triggered on the creation of a new contract record (and with a condition that the lifecycle stage is executed) so you can capture contracts uploaded directly into the executed lifecycle stage. This flow triggers solely on the change of lifecycle stage on an existing contract record.
Upload a file to SharePoint when a contract document is updated in LawVu
Purpose
The purpose of this automation is to back up every working version of each contract record (not only the executed copy but every single new version).
Note this flow is only triggered in the circumstances where an existing contract record has a change (i.e., a second version or later) to the contract document. See SharePoint contract workflows - suggested combinations for a list of SharePoint backup workflows that complement each other.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the Library variable (the name of the library where contracts should be backed up)
Set the LibraryFilePath variable (the URL version for that library, which might be different from the library name)
You could also:
Set the LegalContracts variable, renaming with your desired subfolder for your contract backups within SharePoint: the default name for the top-level subfolder is “Contract Backup”
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each contract record
Modify the status message posted to that contract
Tips
Upload a file to SharePoint when a contract is executed in LawVu
Purpose
The purpose of this automation, if combined with the other related flow Upload a file to SharePoint when an already executed contract is uploaded to LawVu, is to back up a copy of each executed contract record.
Note this flow is only triggered if an existing contract record has a lifecycle stage change to the Executed stage. See SharePoint contract workflows - suggested combinations for a list of SharePoint backup workflows that complement each other.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the Library variable (the name of the library where contracts should be backed up)
Set the LibraryFilePath variable (the URL version for that library, which might be different from the library name)
You could also:
Set the LegalContracts variable, renaming with your desired subfolder for your contract backups within SharePoint: the default name for the top-level subfolder is “Contract Backup”
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each contract record
Modify the status message posted to that contract
Tips
Upload a file to SharePoint when an already executed contract is uploaded to LawVu
Purpose
The purpose of this automation - if combined with the other related flow Upload a file to SharePoint when a contract is executed in LawVu - is to back up a copy of each executed contract record.
Note this flow is only triggered in the circumstances where a contract record is initially created directly into the executed lifecycle stage. See SharePoint contract workflows - suggested combinations for a list of SharePoint backup workflows that complement each other.
Creating a contract record directly as executed is possible if your organization has configured the LawVu field “Is the contract already signed?” on the create form for one or more contract types. If a user creating a contract record ticks this box, then the contract will be created in the executed stage.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the ContractPath variable (which deals with both the Library URL and the top-level subfolder you wish to use or create underneath for contract backups)
You could also:
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each contract record
Modify the status message posted to that contract
Tips
Upload a file to SharePoint when a new contract record is created in LawVu
Purpose
The purpose of this automation is to back up the first version of each contract record.
If this flow is combined with the other related flow Upload a file to SharePoint when a contract document is updated in LawVu, then a copy of every version of every contract will be backed up to SharePoint.
Note this flow is only triggered when a contract record is initially created (i.e. it backs up the first version of a contract). The other related flow Upload a file to SharePoint when a contract document is updated in LawVu is in contrast triggered on an existing contract record having a change to the contract document (i.e. that flow backs up the second version and subsequent versions).
See SharePoint contract workflows - suggested combinations for a list of SharePoint backup workflows that complement each other.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the ContractPath variable (which deals with both the Library URL and the top-level subfolder you wish to use or create underneath for contract backups)
You could also:
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each contract record
Modify the status message posted to that contract
Tips
Upload a file to SharePoint when a new file is uploaded to a LawVu contract record
Purpose
This automation is designed to back up to SharePoint a copy of all extra files saved to the supplementary files tab of a contract record.
In contrast with the other four contract-related SharePoint templates, this automation targets the supplementary files tab on a contract record. The other four flows are designed to back up the main contract document at the core of a contract record. See SharePoint contract workflows - suggested combinations for a comparison of the main contract file workflows and this workflow and for a list of workflows that complement each other.
This automation is designed to back up any supplementary files e.g. emails, spreadsheets, images, appendices or schedules that are stored separately in the files tab of that record.
Getting started
To use this template, you’ll need to edit at least the following steps in the flow to align with your SharePoint configuration:
Set the SiteAddress variable
Set the Library variable (the name of the library where contracts should be backed up)
Set the LibraryFilePath variable (the URL version for that library, which might be different from the library name)
You could also:
Set the LegalContracts variable, renaming with your desired subfolder for your contract backups within SharePoint: the default name for the top-level subfolder is “Contract Backup”
Set the FolderName variable, which is the naming format for the structure of the subfolder created for each contract record
Modify the status message posted to that contract
Tips
Tips
Naming conventions - workflow tips
When thinking about a naming convention for matters or contracts in LawVu, you might wish to string together several fields from LawVu. In our naming convention flows we have included a function that will remove any blanks (and consecutive dashes) that might result in the name for example if the department field was left blank during the creation of the record.
Our suggested naming convention for all matter types (and you could design different ones per type) is:
year month (in words) - matter type – department - matter owner
Our suggested naming convention for all contract types (and you could design different ones per type) is:
year month (in words) - contract type - other party - department - contract owner
SharePoint matter workflows - folder structure and file name tips
When backing up copies of files (see the flow Upload a file to SharePoint when a new file is uploaded to a LawVu matter), you will also want to think about naming conventions for the files as well as folder structures for the subfolders in which each file is saved. Note that our starter templates assume you are happy to back up all files with the file name they already have.
Note that in SharePoint, saving a file in the same location with the same name will save it as a new version of that SharePoint file. If the name of a subsequent version of a file from LawVu is changed in LawVu and that file is then backed up, it will save it separately (not as a new version). Similarly, if two documents coming from different places in LawVu are saved in the same place in SharePoint, the newer one will show as a version of the older one even though they might not have been closely related in LawVu.
Our suggested folder structure within a root SharePoint folder is:
Legal Matters
[matter type]
Matter [ID] - [name]
When using our starter template for uploading files to SharePoint when uploaded to a matter, you can set the variable LegalMatters to whatever naming convention you wish.
SharePoint contract workflows - folder structure and file name tips
When backing up copies, think about naming conventions for the files as well as folder structures for the subfolders in which each file is saved. Note: these starter templates assume you are happy to back up all files with the file name they already have.
Also, saving a file in the same location with the same name will save it as a new version of that SharePoint file.
Our suggested folder structure for saving files from the supplementary files tab of a contract record (see flow Upload a file to SharePoint when a new file is uploaded to a LawVu contract record) within a root SharePoint folder is:
Contract Backup
[contract type]
Contract record ID [ID] - [name]
The flows which back up the main contract document (the contract flows listed below*), suggest having a subfolder for the main contract document and its subsequent versions. Changes to the name of the file in LawVu will result in separate files within this subfolder.
Our suggested folder structure for saving the main contract document (the contract flows listed below which back up the main contract document*) within a root SharePoint folder is:
Contract Backup
[contract type]
Contract record ID [ID] - [name]
Contract document
Flows which back up the main contract document:
SharePoint contract workflows - suggested combinations
If you wish to have every single version of any contract record backed up to SharePoint (or some analogous location), then you’ll want to use a combination of the contract flows Upload a file to SharePoint when a contract document is updated in LawVu and Upload a file to SharePoint when a new contract record is created in LawVu.
If you wish to have a copy of only the executed contracts backed up to SharePoint (or some analogous location), then you’ll want to use a combination of the contract flows Upload a file to SharePoint when an already executed contract is uploaded to LawVu and Upload a file to SharePoint when a contract is executed in LawVu. This is because the trigger for flow Upload a file to SharePoint when a contract is executed in LawVu only captures existing contract records that progress from another lifecycle stage to Executed. You’ll need the flow Upload a file to SharePoint when an already executed contract is uploaded to LawVu to also capture contract records created directly into that lifecycle stage.
For other information on the LawVu Connector for Power Platform, refer to: