Journeys & Workflows
Journeys are the heart of service delivery. They break complex legal services into manageable steps that both attorneys and clients can track.
Understanding Journey Steps
Each journey contains ordered steps. Steps come in two types:
Milestone Steps
- Discrete, one-time completion points
- Shows a checkmark when completed
- Example: "Initial Consultation Complete" or "Documents Signed"
Bridge Steps
- Iterative revision/feedback loops
- Allows multiple rounds of back-and-forth
- Example: "Trust Document Review" where client and attorney may go through several revisions
- Tracks iteration count and approval status from both parties
Creating a Journey Template
- Go to Journeys in the sidebar
- Click Create Journey
- Enter:
- Name: e.g., "Wyoming Asset Protection Trust Journey"
- Description: Overview of the workflow
- Associated Matter: Link to the service offering
- Estimated Duration: Total expected days
- Template: Check this to make it reusable
- Click Create
Adding Steps to a Journey
- Open your journey
- Click Add Step
- Configure the step:
- Name: What this step accomplishes
- Type: Milestone or Bridge
- Responsible Party:
- CLIENT: Client must complete
- COUNSEL: Your staff completes
- BOTH: Requires action from both parties
- Expected Duration: Days for this step
- Help Content: Instructions shown to the client
- Allow Multiple Iterations: For Bridge steps
- Click Save
Reordering Steps
Drag and drop steps to change their order in the journey.
Example: WYDAPT Journey
The pre-configured WYDAPT journey includes these steps:
| Order | Step | Type | Responsible |
|---|---|---|---|
| 1 | Engagement & Initial Setup | Milestone | Both |
| 2 | Trust Formation - Review & Sign | Bridge | Both |
| 3 | Private Trust Company Setup | Milestone | Counsel |
| 4 | Special Purpose Trust (if applicable) | Milestone | Counsel |
| 5 | Investment Committee Formation | Milestone | Client |
| 6 | Asset Contribution Process | Bridge | Both |
| 7 | Distribution Management (Ongoing) | Bridge | Both |
Monitoring Client Progress
From Journeys, you can see:
- All active client journeys
- Current step for each client
- Progress percentage
- Days in current step
- Priority level
Click into any journey to see detailed step-by-step status and take action.
Detailed WYDAPT Journey Workflow
The following sequence diagram shows the complete end-to-end workflow for a Wyoming Asset Protection Trust (WYDAPT) service, including all interactions between the client, system, attorney, and staff.
Status: Draft for attorney feedback Created: December 2024
Service Details
- Service: Wyoming Asset Protection Trust (WYDAPT) - $18,500
- Payment: 50% at engagement ($9,250), 50% before signing ($9,250)
- Consultation Fee: $375 (non-refundable, not credited to service)
- Conversion Point: PROSPECT → CLIENT when engagement letter is signed AND first payment received
Complete Journey Flow
Step Details
Step 1: Discovery Call Booking (MILESTONE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| Client | Complete 10-question intake questionnaire | questionnaire | Prep for attorney |
| Client | Pay $375 consultation fee | payment | Non-refundable, standalone |
| System | Check Google Calendar availability | integration | Bi-directional sync |
| System | Sync booked appointment | integration | — |
User Status: LEAD/PROSPECT
Step 2: Discovery Consultation (MILESTONE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| Attorney | Review questionnaire responses | view | Pre-call prep |
| Attorney | Conduct Zoom consultation | offline | International client base |
| Attorney | Enter selected service options | data entry | Packages 1-4 |
| System | Generate engagement letter | document generation | Template with selections |
| System | Send for e-signature | e-sign | Via PandaDoc |
Produces: Engagement letter with selected packages
Step 2b: Pay & Sign (MILESTONE) — Conversion Point
| Actor | Action | Type | Notes |
|---|---|---|---|
| Client | Review engagement letter + service cart | review | Combined UI |
| Client | Pay 50% ($9,250) | payment | — |
| Client | E-sign engagement letter | e-sign | — |
| System | Process payment + signature atomically | transaction | No partial states |
| System | Convert PROSPECT → CLIENT | status change | — |
User Status: CLIENT (after this step)
Step 3: Extended Discovery (BRIDGE — Conditional)
| Actor | Action | Type | Notes |
|---|---|---|---|
| Attorney | Determine if additional discovery needed | decision | Professional judgment |
| Attorney | Schedule follow-up Zoom | calendar | If needed |
| Attorney | Conduct detailed design session | offline | — |
| Attorney | Update client record | data entry | — |
Trigger: Attorney discretion based on questionnaire quality and consultation outcome Iteration: May repeat until attorney satisfied with design clarity Cost: Included in flat fee — no additional billable
Step 4: Document Drafting (BRIDGE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| System | Generate documents from templates | document generation | Uses collected client data |
| Attorney | Review generated documents | review | — |
| Attorney | Edit as needed | edit | — |
| Attorney | Approve for client | approval | — |
Documents Generated (varies by package selection):
| Document | Package | Signer(s) | Notarization |
|---|---|---|---|
| DAPT Trust Agreement | 1 | Client(s) | ✅ Yes |
| Certificate of Trust (DAPT) | 1 | TBD | ✅ Yes |
| Statutory Affidavit (DAPT) | 1 | TBD | ✅ Yes |
| NCSPT Declaration | 1 | Attorney | No |
| NCSPT Certificate of Trust | 1 | Attorney | No |
| PTC Articles of Organization | 2 | TBD | No |
| PTC Operating Agreement | 2 | TBD | No |
| PTC Statutory Affidavit | 2 | TBD | ✅ Yes |
| Holding Co LLC docs | 3 | TBD | No |
| Operating Co LLC docs | 3 | TBD | No |
Notarization Summary: 4 documents require remote online notarization via Proof.com. These should be handled in a single notary session if possible.
Step 5: Ready for Signature (MILESTONE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| Attorney | Mark document package "ready to sign" | approval | Triggers client notification |
| System | Send multi-channel notification | notification | Email, SMS, Matrix |
| Client | Receive notification | — | — |
| Client | Pay remaining 50% ($9,250) | payment | Required before signing |
| System | Unlock signing flow | gate | Payment must clear first |
Step 6: Document Signing (MILESTONE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| System | Send documents to e-sign platform | integration | PandaDoc or Proof.com |
| Client | Review all documents | review | In signing session |
| Client | E-sign documents | e-sign | All docs in one session |
| Client | Complete remote notarization | notarization | Via Proof.com — 4 documents |
| System | Collect signed documents | document management | — |
| System | Notify attorney | notification | — |
Notarization Required (4 documents, single session via Proof.com):
- DAPT Trust Agreement
- Certificate of Trust (DAPT)
- Statutory Affidavit (DAPT)
- PTC Statutory Affidavit
Step 7: Entity Filing (MILESTONE)
| Actor | Action | Dependency | Notes |
|---|---|---|---|
| Staff | Submit SS-4 for DAPT EIN | None | IRS online portal |
| Staff | Submit SS-4 for PTC EIN | None | IRS online portal |
| Staff | Submit SS-4 for LLC EIN(s) | None | IRS online portal |
| Staff | File PTC Articles | None | WY Secretary of State (manual portal) |
| Staff | File PTC Affidavit | PTC EIN received | WY Banking Commission |
| System | Track filing status | — | — |
EIN Turnaround: Target 1-2 business days
Step 8: Delivery & Completion (MILESTONE)
| Actor | Action | Type | Notes |
|---|---|---|---|
| System | Package all final documents | document assembly | Signed + filed + confirmations |
| System | Notify client | notification | Multi-channel |
| Client | Access documents in portal | download | Virtual delivery only |
| System | Mark journey COMPLETE | status change | — |
| System | Activate maintenance journey | subscription | Starts 1-year clock |
Related Journeys
This diagram covers the initial WYDAPT formation journey. A separate journey mapping is needed for:
- Maintenance Package Journey ($3,500/year)
- Annual meeting minutes for PTC and LLCs
- Annual report filings with WY Secretary of State
- Distribution request processing
- Committee service
- Registered agent renewal
- Phone consultations
The maintenance journey activates automatically when this journey completes.