We support a flexible chart of accounts in which you can configure multiple segments for both budgetary and transactional reporting purposes. The chart of accounts is based around the following core concepts Segments – segments represent a unique column or striping of your chart of accounts. Typically, segments will include items such as Account Typ...

The personal injury valuation upload feature allows you to bulk upload your personal injury valuation details. Personal injury valuation is used in legal matters to determine the potential payout value for a particular injury.  Getting Ready for a Data Load If it is the first time you have done a data load in your environment then you will need to e...

In a large solution you will have many hundreds or thousands of workflows executing simultaneously; and hence you need to be able to manage these effectively. Within the global feature you can define system wide defaults for error notifications and then override these on a workflow by workflow basis Within the Admin portal you can also manage your w...

Like payments, Clio Operate has a specialist work type design to assist you in the management of Invoices and Account Receivable processes. This work type can be configured to assist you in managing invoices for a variety of different types – settlement invoices, fee invoices and so on. Each of these can be configured with their own End to end proce...

Authentication is the mechanism which determines whether a user has valid access to the system. Supported Authentication Mechanisms Mechanism Description Forms based login The native Clio Operate authentication service with configurable security policies. Active Directory / Azure Active Directory Enables the product to offer single sign on for your ...

Create Create participant roles in Modeller. Launchpad > Modeller > Participant roles. Click the + button > Add Role. Enter a Name and Icon, and optionally enter further information in the non-mandatory fields. For more information on participant settings, see the help category Participants Overview. Click Save. Once saved, the blade refres...

Prepare a New Document Select the ‘Prepare’ button on the Action bar.  A list of all document and email templates you can access displays. The list can be filtered by document description by using the search box at the top right. Once you select a template, the ShareDo Prepare Document blade displays. This has the following properties: Property Desc...

Document templates are managed in the Document Administration area of the product. This can be access via Launchpad > Open Document Admin > Document Templates To create a new template, select the correct area in which you wish to create your template, e.g. Email / SMS / Document. Then configure the following elements - note that the options av...

ShareDo's notification system is a flexible method by which business events can be broadcast as messages, and then subscribing users can then receive these events via channels, including In-App, Emails or SMS messages. Understanding Notification Diagnostics When a notification is raised and is subscribed to via a user an entry will be written to the...

The Case Plan generates case Key Dates automatically when required. Case Key Dates are designed to track important dates within the system and inform the user that something is due or has already been done. They provide visible “warning” dates to the user to ensure that tasks are completed in time. Case Key Dates are a sub-type of Tasks and are ofte...

Form builder allows you to create your own custom data capture aspect. Quick Start Key Concepts Form Builder vs Aspects The terms aspect and form builder are used frequently in Clio Operate. Here are some differences: Aspect: is a user interface section that can be added to an object (for example, a work item, participant, and ODS entity). Form buil...

In addition to the configurable phase guards described in the article Phase Guards, some ‍out-of-the-box phase guards are pre-loaded for common scenarios. These are defined within the global feature Custom Extension Points. Opening this feature shows a list of the extensions added to your Clio Operate instance. These extensions may have been added b...

Account Transaction States and Postings In Financial transaction work types such as Payments, Invoices and the like will be managed through their Phases like any other work type. For example, a phase model for a Payment might look like this For each transaction type (Payments, Receipts etc) you specify at what work type phase the transaction will re...

Personas describe how a particular user “sees” Clio Operate. Users are assigned a persona – either explicitly or through membership rules. A client, for example, may see a very different view of the product than an internal user. When you are defining your user interface, you can use the portal designer or the striping concept to tailor the user exp...

Within a single law firm, there will be many different work practices or styles. Different practice groups will have different demands for process automation and different levels of process maturity. Some will require highly automated processes and will use lower-cost resources in order to maintain profitability. Others will be more artisan, require...

What is a Call to Action? Calls to action (C2A) are created using Execution Engine plans, or workflows, as part of an action plan. For example, the blue Manage Participants button in the screen below is a call to action against a checklist action plan item. C2As provide links to quickly actioning the items prescribed in tasks. What Can Be Included i...

Clio Operate can rely on O365 (technically Azure Active Directory) to authenticate users. In order to allow this, Clio Operate must be configured as an application within O365, and then O365 added to Clio Operate as an identity provider. Configure Clio Operate in O365 To use O365 for authentication in Clio Operate, you need to follow these steps. St...

When you are tagging documents you are able to use the tag browser to find the relevant data that you want to pull into your document. The document tag browser provides your with data around the details of your document e.g. the recipient as well as data about the context of the document too. What Is a Document Tag? A document tag is a place holder ...

When a plan is triggered the 'main' or first step will be invoked. To add some actions into your plan you need to set up subsequent steps. This consists of the following: Defining a step Linking the step to a function in the EE Plan Declaring the function in the EE plan Calling the function in the EE plan Defining a Step In the plan editor go to the...

If you are using the same integration steps across multiple workflows you may wish to create a custom Workflow Action. Within the Sharedo IDE you will now find scaffolding to create such an extension To understand how to create a custom workflow action please refer to the following guide:      ...

This feature enables the validation of bank account details entered. Where an account is entered correctly, it will retrieve additional details, such as the bank's address. Enabling this feature will allow users to use a bank lookup service. Feature Configuration We currently support Loqate (postcode anywhere) for this functionality. Access this glo...

Work can be allocated to teams or to users. This can be done manually or using automated allocation rules. These rules can be used to replace manual triage steps or other escalation paths. Allocation rules describe an ordered set of rules to be executed to find the user, team, or entity a piece of work should be allocated to, or a role should be set...

Single Sign-on via AAD If your organisation uses Azure Active Directory (AAD), you can log into your system seamlessly using your usual AAD username and password. If you are already logged into Active Directory, you will be logged in automatically when you enter the URL for your application into your browser. Otherwise, click Login with Azure AD to ...

At the most conceptual level, the Event Engine is a central service that can be informed of a domain event that has occurred both within the Clio Operate solution and externally.  Typically, the event engine provides a mechanism to analyse the event, possibly in relation to other events, apply decision logic, and then react to the event in some way,...

When you grant new permissions for a specific work type on a participant role, you can provide further control to the participant's access by defining what phase of the work type the permissions are granted on. Continuing from How To: Add a new role permission When switch the Permission Granted toggle on a work type to On, you see a new option to Va...

To generate a new email, select an email entry from the Prepare menu on the Action bar: . For example: Alternatively, as described above, to attach a newly created document to an email, select the icon from the ribbon bar of the Prepare Document blade: A Prepare Email blade is presented. The following Properties are available. Aspect Property Descri...

Create service portfolio buttons from the sharedo Modeller. Select Launchpad > Modeller > Service Portofolios. Double-click a portfolio to edit it. Select the button type you wish to add from the Service Portfolio Designer icons. There are four different types of actions that the services portfolio buttons perform. Button Type Description Menu...

Clio Operate will publish reports to a specific workspace within Power BI. For this to happen, the workspace must exist. Create Power BI Workspace Log in to Power BI at https://powerbi.microsoft.com Create a workspace: Give the workspace a name and description. The option for Dedicated capacity will be greyed out unless you already have this availab...

The system uses lists of values called option sets. An option set is a list of values. Overview When you set up your list you can specify the following attributes: Attribute Description Name The name of the list. System Name This is the unique system name for the list. When using an option set in formbuilder, execution engine plans etc this is the n...

This article provides a series of videos to assist you in creating a basic portal widget and then extending this to have more functionality. Step 1: Create a basic widget Following this guide to create your first basic portal widget.     Step 2: Add designer support to your widget In this video you will learn how to add designer support to your widg...

Within the work type modeller, you can create work type definitions, participants, and many other items to suit your unique needs. You can then export your unique configuration as a solution export package using the Solution modeller. A typical solution package might contain items such as those listed in the table below. The items listed here are so...

What is Bulk Assign? A bulk action is an activity performed by a user, by selecting multiple items in a list view and then performing an action on all items at once. For example, selecting a group of tasks and setting them to complete. What is a Security Barrier? A security barrier is an additional piece of security configuration alongside permissio...

Modeller allows you to configure your work into the system. It includes the capability to model new work types, phase plans, workflow, key dates, UI design and much more. Watch this short video to get an introduction to the tool. Managing work types Participants Striping (context-based content) User Interface Workflow (EE plans) and snippets    ...

With the introduction of our new charts of accounts and transaction posting model it is inevitable that from time to time account balances are incorrect. Likewise there is always a need to update balances from external finance systems. To support these needs we have introduced a new Finance Transaction Work Type – Account Adjustment. Like any other ...

Reporting Feature Replaced in v7.9.0 The Reporting feature is replaced by the Power BI Global Feature in v7.9.0. Any existing connections created in the Reporting feature will be migrated over to the new Power BI feature automatically.   The reporting feature allows Power BI reporting to be enabled within the system, and provides an entry point for ...

There is a specialist work type designed to assist you in the management of Payments and Accounts Payable processes. This work type can be configured to assist you in managing payments of many different types – disbursements, settlement payments, debt and so on.   Here is an example end user view of payments for a Matter: Just like any other work ty...

The Document Template Admin debugger can be used to check the data being collated and inserted into the document during its generation and is a useful tool for investigating document/data issues. Process The process always begins by generating a document. This gives us details of both the document template and the work item we need to check, such as...

Key Concepts What is a Service Portfolio? You can use service portfolios to provide the end user with a visual guide to creating the right type of work. The service portfolio provides you with a menu of services. Each click on an item can either open up a new work-type or take you to the next level of the tree. Each button on the portfolio can have ...

When integrating with finance applications, it is common to lock down the creation of entities such as suppliers or clients so these can be mastered within the finance system. While not a dedicated finance feature per se, Clio Operate enables this through role restrictions while configuring party types. Party types represent a categorisation of peop...

This is a auto-generated Article of all your definitions within the glossary. Glossary This is a auto-generated Article of all your definitions within the glossary. All A B D E F I L M O P R S T W Aspect Aspects are a particular view of information in the system. They make up the components of the blade user interface forms within the system, and th...

You can create a new team type in Modeller. Select Launchpad > Modeller > Participant types, then browse to Teams. In the more options (burger) menu, on the right corner of the Team participant types, click + Team type to open the Add Team Type blade. Complete the mandatory fields of System Name, Name and Description. Optionally complete the r...

This global feature can be used to redirect the Clio Operate document quick search tool to point to a specified SharePoint search. This is an advanced technical feature. Access this global feature at Launchpad > Modeller > Global Features. Search for sharepoint. Feature Element Description Use advanced URL set up Enter a Clio Operate global se...

When a plan is triggered, the event object (ev) carries data about the event, such as the related sharedo id. It may be useful to enrich this information with further information about the work type. In this example you will get a list of all participants with the creator role and put the id of the first one (there should only be one) into your cont...

You can define what ODS entities can fulfil a participant role in Modeller. For example, you could say a defendant can be a person or an organisation but can't be a vehicle. Open Launchpad > Modeller > Participant roles. Select the participant for which you want to define the ODS types and click the Action burger menu > Edit Role. At the bo...

Feature updated in v7.5.0. Scorecards are an extremely powerful part of the platform. A scorecard is a way of measuring a matter characteristic based on any number of weighted input variables. Anything that can be assessed based on several weighted attributes can be represented by a scorecard: success likelihood, risk profile, importance to you, etc...

Participant synchronisation rules specify how participants defined on one work type are synchronised or copied to another. Typical user cases for this configuration are: Ensuring security groups are copied from a statement of work to a matter or claim. Enabling child cases, such as claims, to inherit parents’ participants automatically. E.g., matter...

Microsoft offers several models for licensing Power BI.  For product vendors, these operate in different ways: The Power BI Pro licensing model requires users to view reports using the Power BI portal. This means users need to leave the context of Clio Operate, and that discreet reporting components cannot be embedded into blades or widgets. This mo...

You can add participant roles to one or more work-types to define how you want the entity assigned to that role to participate. Open Launchpad > Modeller > Participant roles. Select the participant role you wish to add to your work-type and click the burger menu on the right side of the screen, then click Edit ShareDo Ownership.  Click the Add...

Calculated fields allow you to extend the data model based on data that has been configured or captured. For example, you may wish to conditionally populate the data in calculated fields based on the data captured in other fields. Calculated fields allow you to write short scripts to extract any Clio Operate data. This is ideal for document generati...

Enabling this feature lets users refresh the data in their documents based on updates made in the system. When a document is refreshed, the system revisits any tags and ensures the data is up to date. This feature also allows you to configure at which stages documents can be refreshed. Access this global feature at Launchpad > Open Modeller > ...

This function should only be performed by technical administrators.   You cannot delete an individual matter, the correct method of ‘removing’ a matter is to set the phase to aborted/rejected depending on how the configuration has been set up. You could also create a System Closed phase and jump those matters to that phase instead.   Enable the Work...

Document Templates Analysis Guide This guide outlines a structured approach for performing the initial analysis on the document templates to be imported into Clio Operate. It accompanies the template configuration guide, which focuses on the specifics of configuring an individual document. Given that you may have many hundreds or even thousands of d...

Navigate to Launchpad > Modeller > Forms and Views > Personas. You can see a list of your existing personas. Click on Add New. Enter the details for your new persona. Click Save....

A Task Reminder is a notification type available out-of-the-box with ShareDo. Reminders are found on the date entry boxes for tasks. For example, on the due date aspect.  Clicking on the reminder icon opens the Reminders aspect and allows you to set the reminder time and title. The Type box allows you to set the reminder's title, for example, “1 wor...

There are two types of location types within the system, and the Location Types feature allows you to configure both of those elements. When a master data (ODS) record is created for an organisation, person and so on, you can create a variety of different address types. For example, an organisation may have a central record that has a billing addres...

You can configure data capture for a work item in Modeller. Key Facts Blade All work types have a key facts data capture blade. Here is an example of what the blade looks like. Adding Data Capture to the Work Type Key Facts Blade To use your work type, you must add different sections, navigation bars and menus to the work type key facts blade. To co...

You can create an execution engine plan from the modeller area to begin configuration of your workflow. Select Launchpad > Modeller > Workflow and Forms > Execution Engine You then click the Plan Browser button at the top of the screen You will now see the plan editor screen Before we carry on lets take a tour of the screen so you can famil...

The Clio Operate service account is given permissions against Power BI through an Azure AD app registration. Register a new Azure app for Power BI Go to the Azure portal as a tenant administrator – https://portal.azure.com Add a New App Registration Configure the App Registration Enable Public Client Flows for the app registration Allocate the Clio ...

Applicable to versions before v7.7 This article is only relevant to versions up to v7.6.2 . From v7.7, matching rules are replaced by Business Rules.   Create matching rules in Modeller. Launchpad > Modeller > Matching Rules. Click the new button. The Create Rule screen opens. Enter your matching rule details. Ensure you enter a descriptive na...

Checklists are a useful tool that enables end users to perform their work quickly, accurately, and effectively.  Checklists (sometimes called action plans) provide users with a list of actions they need to perform, an audit of whether the action was performed and fast access to the right place to perform the activity. The help buttons, known as call...

Organisations, people, and teams all have the capability to automatically generate a short name. This short name is often used in documents as part of a reference number. For example, my user might be Fred Flintstone and whenever he sends out a document, I may want FFLINT to be part of the reference number. The system can automatically generate the ...

When a plan is triggered, the event object (ev) carries data about the event, such as the related sharedo id. It is useful to have this data stored for the lifetime of the plan. You can do this by placing the data into a context object. This example shows how to achieve this. When you have created your blank plan you will see this on your screen You...

A bulk phase action allows the user to select multiple items in a worklist and then transition them from one phase to another. Once a user has chosen the items they wish to change the phase of and clicked the phase button, they will be shown the bulk phase change screen. This screen allows the user to see which reassignments will be successful or un...

Like payments, there is a specialist work type designed to assist you in the management of Invoices and Account Receivable processes. This work type can be configured to assist you in managing invoices for a variety of different types – settlement invoices, fee invoices and so on. Viewing Invoices within the application: Each of these can be configu...

Introduction video to business intelligence in ShareDo View the playlist on YouTube: Platform Deep Dive - ShareDoShow. ShareDo presents actionable insights in a number of places and through a variety of methods: Via contextual ‘radars’ within ShareDo user screens. ShareDo screen can have a small set of KPIs embedded within it to show key information...

Contact preferences allows different contact methods to be configured for people, organisation or teams. When a person, organisation or team is created you can enter contact information about that entity. This could be a telephone number, email etc. This feature allows you to configure the list of available contact types by type (person, organisatio...

The matter ingestion API enables Clio Operate to use the external reference column when querying against matters, SOW and ODS entities rather than using the reference column. Access this global feature at Launchpad > Modeller > Global Features. Search for ingestion.  ...

You can add a transition to a phase plan to allow users to move from one phase to another. Steps to add a transition to a phase plan If you are already in the phase model, skip to step 3. Otherwise, open Launchpad > Modeller > work type Modeller. Double-click a work type to add a transition. You can access the phase plan from the left-hand nav...

ShareDo does not physically store documents in ShareDo.  When you create, upload or store a document in ShareDo it is saved into your document management system (DMS), e.g. SharePoint or iManage. ShareDo provides a  live  view of the documents stored in your document management system. How Do I Upload Or View A Document? There are many places in the...

Access this global feature at Launchpad > Modeller > Global Features. Search for laundering. This is a global legal feature that enables the use of a third party for anti-money laundering checks. The configuration allows the feature to be switched on and the provider specified. Technical configuration for individual providers can be found unde...

Whenever a time entry is created, the user will be asked to enter the top-level time category. It is this choice that determines the different time codes that need to be entered. Configure Time Categories Time Categories are defined within Admin > Time and are defined by: A Name and unique System Name. A flag to indicate whether they are billable...

When capturing custom data using Form Builder, you can trigger a chronology entry every time a value changes. To do this, you must add an additional attribute to your Form Builder field. Select Launchpad > Modeller > Forms and views > Form builder definitions. Select the form you wish to edit, then open the form. Find the field where you wi...

What Does the Widget Do? A rich set of functionality available on top of a Document Management System (DMS). These are typically accessed through the repository view within a case. For information on using the widget, see the article Document Repository Viewer. Configuring the Widget After the standard widget Chrome and Display settings, there are t...

Once you have created a custom data capture form (form builder) you can add it to your participant in Modeller. Adding data capture to a participant. Use the following steps to configure the participant blade. Select Launchpad > Modeller > Participant roles. Select the participant role you wish to work on and double-click or select Edit Role f...

You can create a key date in Modeller. Steps to Create a Key Date Browse to Modeller > Work type modeller > Task > Key date. Select the key date type from which your new key date will be derived, and click the burger menu of that key date, then click Create derived type. Enter a Unique system name, Name, and optionally enter any further inf...

Liability is a legal feature which allows the liability position of different parties to be tracked on a matter. Based on the configuration, a lawyer is able to track what different parties involved in a legal matter believe their liability to be. Liability positions can be configured from different viewpoints and can incorporate the differences bet...

You can enable ordering of participants in Modeller to allow multiple participants in the same role to be assigned an order of precedence, for example Defendant 1, Defendant 2. Open Launchpad > Modeller > Participant role modeller > Roles. Select the participant to enable ordering and click the Action burger menu Edit Sharedo Ownership >...

Documents Admin offers various options when creating a new document, content block, SMS, or email template. These options are described as document template types. Document template types are designed to provide document template authors with an easy-to-use method of creating different types of templates.  Out-of-the-box document template types Your...

What is a Key Date? A key date is a date that is important to the functionality of your work type. This could be the incident date of an accident, the date a service desk ticket was responded to, the completion data on a property sale. A key date is itself a work type, this is because key dates have a phase model. They can be in progress or done. Ke...

Clio Operate seamlessly integrates with K2 Nexus and allows access to workflows and smart forms within the application. This feature allows the K2 Workflow Instance to be specified. Access this global feature at Launchpad > Modeller > Global Features. Search for K2. Find more information about K2 Integration....

With Document Bundling you can combine documents uploaded or created into one PDF document. Bundles are created using a set of configurable Bundle Templates. These templates define the overall style of the generated document and each of the individual sections that make up its main body. Drag and drop the documents from the document repository into ...

The ShareDo Word Add-in provides the following tools for Document Authors. Finding Reusable Content Reusable content is described as “Content Blocks”. Content Blocks can contain text, formatting or images. Within the Word add-in you can search for the relevant Content Block, preview it and then add it to your document. See Finding Reusable Content C...

This section provides a simplified overview of required setup O365 and Clio Operate to be used together. A step by step detailed guide is provided in later sections; Authentication of users Setup an app registration in O365/Azure active directory for Clio Operate Configure O365 authentication in Clio Operate using the client ID generated in the prev...

Clio Operate supports a number of different integration patterns, including: Pre-Built connectors – a number of pre-built connectors are provided to common applications. These pre-built connectors are designed to streamline the configuration of standard integrations REST APIs – Clio Operate is designed “API first”. This means that all of its APIs ar...

Permissions Permission Functionality Enabled Admin - Document Assembly Users with this permission can access Template Author functionality, including the ability to browse and add tags, Content Blocks, sections and so on. Content Blocks – Read Users with this permission can access partial Document Author functionality, namely the ability to view exi...

This article describes various security capabilities and some common scenarios. It is designed to guide the planning and configuration of security protocols and is supported by more detailed help articles on specific configuration items. This article is comprised of the following sections describing the overall capabilities offered: Managing Authori...

This article is not Clio Operate specific, but rather refers to the Quick Steps functionality within Outlook that can be configured to streamline the way you work with emails and ShareDo.   Typically, Clio Operate monitors one or more email addresses; these are referred to as Shared Email boxes. When an email is either moved or sent to these shared ...

Access this global feature at Launchpad > Modeller > Global Features. Search for exchange. Feature Description Clio Operate implementations with Office 365 or Exchange On-premise can take advantage of the Clio Operate calendar synchronisation functionality. This allows users to sync key dates and appointments from Clio Operate into their Outlo...

You can view a user profile by going to the administration area of the system Launchpad  > Admin > Users > All > Double click User Profile  Logged-in users can view their own profiles by clicking on their username at the top of the screen and selecting My Profile. Accessing a user profile from the administration area does not allow acces...

From Admin > Channels > Emails, you can view and configure the shared email boxes that Clio Operate monitors. From this screen, you can see all of the monitored email addresses and their monitoring status. For each email address, you can specify the following information: How Clio Operate connects to the email box. The matching rules for assig...

While Clio Operate is a low-code environment, it is also designed to be an open and extensible platform for Enterprise Clients. Extensibility options include: Build and extend the UI Clio Operate comes with an extensive library of widgets which can be placed on both portals and blades. You can however extend this library by: Creating custom portal w...

Names of organisations, users, people and teams are frequently used in either document or configuration within the system. This page gives a quick overview of how to use names within the application and when tagging documents. Where Are Names Stored? Names are stored on the master data record of an entity, the ods record. Organisations and teams hav...

When your users access ShareDo, they will be interacting with a number of different portal types. Workbench Portals - through workbenches, users get a summary view of all of their work. Work Item Portals - through work item portals, users get an in-depth view of a specific work item, e.g. a matter. Introductory video on personas and portals View the...

When the Help Menu feature is enabled, a help menu is shown at the top of the application. This includes access to this knowledge base and can also be configured with other elements to enhance the end-user experience. Feature Configuration Access this global feature at Launchpad > Modeller > Global Features. Search for help. Feature Element De...

Comments Global Feature This feature controls global settings around the comments feature. Comment widgets or aspects can be placed onto any of your work types. Access this global feature at Launchpad > Modeller > Global Features. Search for comments. Feature Element Description Enable Rich Text on comments Allowing rich text on comments allow...

You can make a participant role manually assignable in Modeller. It is important to check this if you want to be able to manually assign your selected role on your selected work-type in the UI. If you are not able to add a participant from your work-type, this is the most common reason. Open Launchpad > Modeller > Participant role modeller >...

Admin > Data Dictionary > Option Sets. In Manage Option Sets find the option set to which you want to add values and click on the Actions burger menu > Edit Values. This will open the Option Set Values blade. Click Add Option and enter the Name of your new option set value. Optionally enter any other information in the available fields.  Co...

A Document Expectation is a special type of task that indicates you are waiting to receive a key document.  Often a process may be paused while we wait for someone else to provide a piece of information or a confirmation. For example, you may be waiting on some evidence. Until this evidence is returned, you cannot continue with your work, so you cre...

Think of Goods and Services as a configurable set of price lists, of which you can create as many as you wish. Each price list is based on a Goods and Service Item Type. Items of the following types can be created. NAME DESCRIPTION Purchase Items Enable the maintenance of pre-approved price information for goods or services that you will purchase. I...

Approvals are special task types that require you to either approve or reject something. This could be the approval of a document, or the application of a fee to something.  The approval task displays in your worklist. You can also use the special approvals views under ‘my worklist’ on the workbench to view your approvals. Use Notifications to recei...

A telephone task is a specialist type of task designed to facilitate call handling It has the following properties Property Description Call Type Select the type of call being made. With Select who the call is being made to.  Click on the arrow to view a list of all Participants on the current work item. Click on the  icon to select one. Phases It h...

You can manage your internal and external users in the product administration area. Internal Users Internal users are users working within your default organisation. External Users External users belong to organisations outside of your default organisation. These users may have access to the system using an external portal or may use different Perso...

After creating your key dates in the work type modeller, you can add them to a work type via Modeller. Key dates are inherited. If you wish to add a date to a parent and many children, you only need to add it to the parent item. Steps to Add Key Dates to Work Types Launchpad > Modeller > Work Types. Select the work type you wish to add the key...

Following this video to understand how to create custom blades in the Sharedo IDE and add them to your menus You can override the default width of a blade you want to open by specifying  bladeWidth: 1000 in the configuration JSON for any blade you're opening (e.g. with the Advanced - open blade command in the menu editor), and the blade will open at...

The simplest way to learn how to create execution engine plans is to work through an example. This guide takes you through steps for creating an execution engine plan and a simple example of workflow. Execution Plan Screen Tour Select Launchpad > Modeller > Workflow and Forms > Execution Engine. Click the Plan Browser button at the top of t...

To use reporting within Clio Operate you will need to register for Power BI. The registration process can be found here – https://powerbi.microsoft.com Register for Power BI Pro Clio Operate requires a Power BI Pro license to be allocated to a service account. There are some options for how this can be setup; If you plan to use Power BI more widely ...

Using Portal Designer Use the portal designer to create custom portals in the application using a set of pre-defined, configurable widgets. The portal designer can be accessed either from an individual work type or from the main modeller menu. My site portal designer The My Site portal designer is available in Modeller > Forms and views > Port...

This global feature is a legal feature that allows you to enable the specification of offers made on legal cases. For example, in a road traffic accident case, there may be an offer made by one side to another to settle the case. Access this global feature at Launchpad > Modeller > Global Features. Search for offers. Offers are a work type and...

Team collaboration is essential on most work types. Other than the structured data, tasks, documents and KPIs associated with a given matter in ShareDo, it also lets you configure a number of collaboration features. These include comments, wikis, and the ability to share with external applications. Introductory video on managing work collaboratively...

Applicable to versions before v7.7 This article is only relevant to versions up to v7.6.2. From v7.7, matching rules are replaced by Business Rules.   Matching Rules What is a Matching Rule? A matching rule is a set of logic that delivers a true or false response. You use matching rules as part of the striping engine, and also in allocation rules. K...

Document Bundling is a feature which enables you to take documents that have been uploaded or created in the system and bundle them together into a single templated, indexed document. Bundles are defined by Bundle Templates, which define the overall style of the generated document together with any required sections. Documents can then be dragged in...

External users allow a user outside your organisation to access the system. You can create an external user in the administration area to provide access to the application. Select Launchpad > Go to Admin > Users > External. You then click the Add User button. Enter the First Name, Second Name, and Email. Optionally enter any other required ...

Address Lookup is a core part of Clio Operate. We support this across the platform in several places, including setting and updating different address types on an ODS Record, and creating or updating ODS Locations. The ‘Adapter Pattern’ Approach We currently support the following providers.  GBG Loqate Addressfinder AU Google Places API This can be ...

You can create an external team in administration. Select Launchpad > Go to Admin > Teams > External Teams. Select the Organisation to which the external team belongs from the Switch Organisation drop down in the top right of the screen. This is important as it will define the level of access an external user has to the application. Click A...

When an email is received into a monitored email address, Clio Operate will perform a number of actions (this is often described as a "pipeline") including: Extract metadata from the email and create a Clio Operate email. Filing the attachments and the email body into the configured Document Management System (DMS). Running allocation rules to assig...

Once you have a Clio Operate instance being used by your business, you may be asked about extending its use. In this scenario, you may be considering what the best approach is to expand the use of Clio Operate into multiple business units, across geographies or simply to more users. This document looks at these scenarios and provides some considerat...

You can create an allocation rule in Modeller. Once your allocation rule is configured, it will return the user or team to whom the work or role should be assigned. This rule can then be referred to in execution engine plans, approvals or other areas of the system. If you cannot add a participant from your work type, this is the most common reason. ...

As part of Finance V2.0 we have extended Data Composer support for Budgets enabling you to create documents outlining your budget position. Once budgets have been configured for a work type you will see a new element within the Finance section for Budgets. Clicking on this element will allow you to specify a specific budget structure that you wish t...

Watch this short video to understand how you can manage emails using Clio Operate. Note that the version of the Outlook add-in you see in this snippet has been replaced by the new add-in available from version 7.7. For more information see Outlook Add-in. The following short video shows how to send an outbound email.  ...

You can create option sets in administration for use throughout the application. Select Launchpad > Go to Admin > Data Dictionary > Option Sets. Click New on the Option Set Management banner to open the Add new option set blade. Give your option set a Name and Description, the System Name field will automatically populate as you type. You c...

Prizm is the document preview software used by Clio Operate to preview documents within the system. The end user use of the software is configured in the Document Preview feature. This feature sets up the technical details around the implementation such as the server names and API keys. Access this global feature at Launchpad > Modeller > Glob...

Time recording is configured through Modeller > Global Features > Time Recording.  You can enable or disable time recording at any point by toggling it on or off from the feature list. Click the settings cog to access the settings.  This opens the Time Recording Feature blade. The sections below describe each configuration option. Work Type Co...

There are a number of ways that address information can be extracted or used within the system. On this page, we answer common questions and provide guidance on using the locations (address data) in the application. What Is a Location? A location is a geographical location or address. This could be a postal address, DX or other courier addresses or ...

Clio Operate offers full integration with Microsoft Office 365 (O365) for various purposes. O365 can be used for the following: Authentication of Clio Operate users as users in your Azure Active Directory (AAD) [SSO]. Accessing and managing documents held in your SharePoint Online document libraries (Document management system (DMS)). Ingesting emai...

In administration, there are two ways of adding a User to a Team, from either the User's or the Team's perspective. User Management Screen Select Launchpad > Go to Admin > Users > Internal or External, depending on the User's credentials. Find the relevant user, click on their burger menu > Edit Teams > Add Team, and then click the li...

A time code set represents a unique set of codes that are presented on the time capture screen. Using the screenshot above as an example, Phase and Task and Activity are both time code sets. Time Code Sets are maintained under Admin > Time. And are defined by a: Name System Name Description Each time code set will contain a number of codes where ...

Tasks represent the pieces of work that need to be completed by users. They provide helpful checklists and user interface links that get work done in an auditable, efficient, and effective way. Tasks come in a variety of different types. All outstanding tasks appear in the worklist of the work item. Get to know more about Tasks A training module is ...

Approval Model You can create an approval model workflow in Modeller. Select Launchpad > Modeller > Rules > Approval models. You see a list of all approvals available in the system.  Click Add New button to create a new approval. Choose the type of approval you wish to create.  Approval Type Description Jump to Phase Specifies an approval p...

You can create a service portfolio from the sharedo Modeller to guide users or external parties through the process of creating new work. Select Launchpad > Modeller > Service Portfolio Modeller. Click the Add New button at the top of the screen. Enter the required fields: System name, Name and Description. Slide the Enabled button to 'on' to ...

Within the portal editor, there are a number of different time-recording elements that can be configured to meet specific needs. These include: Time List Views There is a dedicated time list view provider that can be configured together with the list view widget to display time entries in different ways on your portals.  The list view provides speci...

Data composer provides tags to provide a descriptor of a piece of data. These tags can be used in configuration or in the tagging of documents. This page provides example of tags and explains how those tags are constructed. When using data composer these tags will never need to be constructed manually but it is helpful to understand them to gain an ...

You can add aspects to work types in Modeller. For more information on aspects, see the Aspects article. When you create a new work type, if you have not inherited aspects from the parent type or added aspects to the work type blade, the Work type advisor displays a number of issues you need to address, such as this critical issue. It is best practi...

Clio Operate uses regional settings to ensure that dates, times, numbers, and currencies are displayed in a way that makes sense to each user. These settings are important for accuracy and clarity, especially when teams work across different regions. How to Change Your Regional Settings To update your organisation’s regional settings: Go to Modeller...

Although offers are considered a finance transaction type they differ from other types in so far as they do not initiate any changes to posting or budgets. Instead they provide a simple mechanism to capture and manage negotiation positions which may in turn be used to update budgets or create transactions. Like all other work types Offers are define...

While Clio Operate's underlying database is the single source of truth, it maintains several search indexes to assist in rapid information querying. These search indexes are powered by a piece of technology called Elastic Search. It is this technology that powers all: Searches within the application Lists views Radar reporting When a business event ...

You can configure whether a role participant is mandatory or recommended in Modeller. Open Launchpad > Open Modeller > Participant Roles. Select the participant you wish to configure as mandatory, recommended, or optional, and click 'Edit Role' in the Action burger menu. Click the Sharedo Ownership nav bar to edit ownership. Click the burger m...

To mark an execution engine plan as complete you need to create a final step. In the step configuration this is marked as 'End State' and this tells the product that this process has finished exercising (executing?). To define this step, follow the same process as creating your task step: Define a step Link the step to a function in the EE Plan Decl...

Clio Operate will interact with Power BI as a Power BI Pro licensed user. This provides the account permission to publish reports, datasets and allocate gateways. Create an O365 service account In O365 Admin, create a new user account. Allocate a Power BI Pro license to this account. If you do not have any licenses available, then you will need to p...

Feature Configuration This global feature is accessed at Launchpad > Modeller > Global Features. Search for sticky. This feature is used to specify streams that should be used for long running events. These are events that do not need an immediate response in the user interface and can be put into background processes to minimise any impact on...

You can link a key date to a specific participant as well as a work type in modeller. Launchpad > Modeller > Work type modeller, locate and select the work type to with which the key date is associated. Left-hand navigation: Type Relationships > Key dates Locate the key date you wish to link > click the burger menu > Edit > Scroll ...

The System Administrator portal is designed to facilitate the day-to-day running of your Clio Operate application. Within this portal, you will find specific functionality to manage: Users Teams Security Finance Diagnostics Data Loads Channels  ...

A legal protocol prescribes a set of rules or steps that need to be taken during a matter. This global feature is a legal feature that allows you to define legal protocols that may apply to your legal matters. For example: there may be a legal protocol for the resolution of clinical disputes that may be applied to all medical negligence matters. You...

Introduction The chronology records all the actions undertaken on a case. Including scheduled tasks completed in the worklist and ad-hoc activities such as adding participants, adding comments, updating key facts on the case, or updating Key Dates, amongst others. Chronology video     The chronology portal view helps track these events and see furth...

Jump to phase allows an administrator (or a user with jump to phase global permissions) to move a work type from one phase to another that is not usually permitted based on the phase plan configuration. This is often used if there has been in a issue with the system or if a user has mistakenly changed a phase. Typically the user is asked to enter a ...

You don't have to manage every user's permissions individually, you can assign permissions to a team. Every team member will then inherit those permissions. Select Launchpad > Go to Admin > Teams > Internal Teams or External Teams. Select the team to which you want to assign permissions and click on its burger menu. (We strongly recommend t...

While the toolbox provides access to a variety of blocks to assist you in building your workflows, there will be occasions where you require more control. This is what the JavaScript block is designed to give you. Circumstances where you might use the JavaScript block include: Calling a Clio Operate API Performing logic or manipulating variables for...

When you're managing participants in a case, you can manage their case and network connections, depending on their participant role, from the edit participant blade. For user details see Manage Participant Case Connections . Configure Participant Role Connections To configure the participant role connections, which include their categories, work typ...

Role categories are used to segment participants into similar groupings. For example it could be experts or service providers. Go to Launchpad > Modeller > Participant s > Participant Roles The system will display a list of participant roles. Select the Role Categories button at the top right hand side of the screen The Role Categories scre...

Template Authors have access to the same functions as Document Authors, and they benefit from additional tools that enable them to create and maintain document templates effectively. To enable the Template Author functionality, the user will require the following permission: As a template author, you should familiarise yourself with the process that...

The types of notification available in the system are configured in the Channels section of the Admin screen. You can access this by navigating to Launchpad > Admin > Channels > Notification Types. Add new types by clicking the Add button at the top right. Each Notification Type includes the notification message and settings for a specified...

Appointments are used to capture information about meetings or events. Common examples (and a specialised type) are court appointments. Other examples include meetings, conferences etc, and medical appointments. Where your organisation is using calendar synchronisation, appointments can be pushed through into your Outlook calendar. Manually Creating...

Key concepts Expand each section below for more information. What is a phase guard? Phase guards work hand-in-hand with data quality rules. Data quality rules allow you to validate that any required or recommended data or actions have been completed on your work at the right time and, where necessary, prevent work progression until those rules have ...

Prepare document tasks are used throughout the system to generate documents from templates. Each template can be associated with various delivery mechanisms, such as email or postal mail. This feature determines whether users are allowed to perform multiple document deliveries for a single document, and by which phase they must be dispatched. Access...

You can monitor the progress of your plans in the diagnostics admin tool. Monitoring provides you with sight of any in-flight processes and also any processes that have failed. Monitoring also gives you the ability to retry failed processes. This can be used in production and is particularly useful when testing your plans during configuration. To ge...

A time classification represents a collection of different fields or time codes that are presented on the time capture screen. Using the screenshot above as an example, a time classification has been defined containing the time code sets of Phase and Task and Activity. For further information regarding the configuration of time code sets, see Time R...

What is a Bulk Action? A bulk action is an activity performed by a user by selecting multiple items in a list view and then performing an action on all items at once.For example, selecting a grouping of tasks and setting them to complete. What is a Security Barrier? A security barrier is an additional piece of security configuration alongside permis...

This section provides a simplified overview of the activities required to setup integration with Power BI. A step by step detailed guide is provided in later sections; Power BI Registration Register for Power BI Pro at https://powerbi.microsoft.com Sharedo Power BI Service Account Setup a sharedo service account for Power BI Allocate a Power BI Pro ...

The snippet manager in the execution engine provides lots of different snippets that help you to create tasks, change phase, and other common activities you may wish to do within a workflow. This section shows how to create a task from an ee plan with a set of action plan items. In the plan editor go to the step function where you wish to create the...

This global feature can add a security setting to documents, indicating that they are private. If a document is private, then only users with the 'view private documents' permission are able to view it. This could be used, for example, to by default hide documents from certain users but allow them to view some documents. To allow users to view priva...

Bulk assign is the ability for a user with the required permissions, to multi-select a list of items in a list view and bulk assign them all to a new owner. Once users have chosen the items they wish to reassign and clicked the reassign option, they will be shown the reassign tasks screen. This screen allows the user to see which reassignments will ...

This article describes the application's list of available portal widgets and provides more in-depth guides for configuring them.  Widgets can be configured to be expanded or collapsed by default using the Expanded toggle in the widget settings.   Description Example Widget The Case Explorer widget displays a list of related cases and the case netwo...

Each time you save and publish a workflow edited in the visual workflow builder, the system creates a new version of that workflow. These published and versioned workflows are managed using the Manage Published function in the visual workflow builder. In the workflow modeller, you have complete control over different versions of your workflows. Here...

You can capture fees for a variety of different fee models, including: Conditional Fee Arrangement (No Win No Fee) Fixed Fee (Hourly) Hourly (Capped) Hourly (T&M) The types of fees you capture are defined in Fee Templates. These Fee Templates are then used to create default Fee Structures for your clients or product lines. Upon matter inception,...

You can create a contract in the front-end of the application. Go to the left-hand Workbench menu. Click Contract Management > Contract Listing > Create Contract. Enter the Title, Effective From and Effective To dates. Optionally, enter any other information that is required Click the Save button and then Activate to make your contract active....

This legacy feature is now replaced with the Data Table Upload feature.   Bulk data uploads allow the mass load of configuration data into the system. For example, you may want to load a large number of goods and service items. Bulk data upload allows you to download a template for a load and to then use the ShareDo data load feature to upload the d...

The Workflow canvas provides a rich environment for you to automate business processes    ...

There are several new portal widgets available in Finance V2.0 to enable you to customise your budget display These include the following Budget Analytics – this shows a graphic view of changes to your budget over time. Budget Summary - this allows you to display the full budget in read-only mode on your portals Budget Status - shows a rolled up vie...

There is no escaping the fact that email will continue to be a central part of our case management lifecycle. Likewise, Outlook is often considered one of the most critical business applications for most users. In ShareDo, we offer various ways of working with email and Outlook, depending upon your individual work style. In volume environments, you ...

You can create a Statement of Work in the front-end of the application. Go to the left-hand menu on the Workbench. Click Contract Management > SoW Listing > Create SoW. Enter the Contract, SoW Type and Title. The Contract can be searched and associated with the SoW. If the SoW is created while in the context of a Contract, the Contract field w...

You can create a permission set in administration. Permission sets can be assigned to teams or users. To access permissions sets. Select Launchpad > Go to Admin > Security > Global Permissions - Granted You can now choose to create a whole new permission set, or copy and modify an existing permission set. Creating a New Permission Set In th...

This global feature is accessed at Launchpad > Modeller > Global Features. Search for developer. This feature is for use by developers or configurators who are writing execution engine plans. Enabling this feature and setting retry all will allow any step in an execution engine plan to be rerun.  ...

They system can be configured to notify the user when certain actions have occurred. For example, a notification could be sent under these conditions: When a matter has been assigned to a user or their team. When an inbound email is received into the team inbox from a client. When a process may take a long time to complete and must run in the backgr...

Each persona can have its own theme. This includes logo and colour schemes. A common use for this may be to brand your portal or to provide client-specific branding for external users. A theme can be created from within Modeller. Add Persona Select Launchpad > Modeller > Forms and views > Personas.  You can see a list of your existing perso...

This document is relevant at the stages of planning, product selection, and architectural design. The primary audience are decision makers, architects, and the curious. There are three ways to load data into Clio Operate, with factors such as volume, source of data, and data set (e.g. organisation, matter, pricing, etc.) acting as factors to determi...

You have designed a fantastic portal and now need to know if anyone is using it; this is where page analytics come in! Page Analytics are configured in the Feature framework Page View Analytics. As standard you simply need to enable this feature; although if required you can change the retention period for the information that is retained. Once enab...

These tutorials explain how to integrate K2 Nexus with your Clio Operate instance. Use this approach to enable seamless integration between the two systems and the ability to utilise K2 functionality such as calling K2 workflows, or displaying K2 SmartForms within your Clio Operate application. Link Clio Operate to your K2 Nexus instance Learn how t...

Workflows are built in Workflow Designer. This provides 2 different canvasses: A no-code, browser-based, drag-and-drop design tool. In this tool Users can visually design complex or simple workflows on an infinite canvas.  A javascript-based "code" canvas where technical developers have complete freedom to design any process that meets their needs. ...

Linking your Instruction to a Matter Type Once you have created both your Instruction and Matter type, you will need to create a relationship between them. This will allow the Instruction to be converted to that particular Matter type. Open Modeller > Work Types and navigate to your Instruction. Click on the Type Relationships option in the left-...

Key Concepts What is Work? Simply put, work is any process that has a defined starting point, a defined ending point, and goes through any number of stages and activities between the two points. Work does not have to be predictable — although it can be. The system supports work that is artisanal and largely unpredictable, as well as work that is hig...

Litigation is a legal feature which allows legal implementations to create court proceedings against a legal matter. The proceedings are their own work type and will have a set of key dates associated with them that illustrate the associated court timetables e.g. when certain documents need to be configured. Proceedings and the related key dates nee...

Introduction  This section describes how ShareDo: Authenticates users, Authorises users to perform specific functions, Audits case activities, and deals with specific details related to GDPR compliance. At an application level, ShareDo’s security is based on standard protocols such as OAuth, OpenID, and HTTPS. ShareDo then tracks, audits and correla...

You can create an internal user in the administration area to provide an individual access to the application. Select Launchpad > Go to Admin > Users > Internal. Click the Add User button. Enter the First Name, Second Name, Email. Optionally enter any other required information. At the bottom of the Add User blade, click the User Account na...

We refer to the columns that are displayed on your budgets as the Positions or Budget Positions. A number of positions already exist.  When you upgrade to FInance V2.0 these are created automatically for you.  Looking at the screenshot above you can see that a budget above is displaying 3 positions - Our Valuation, Opponent Valuation and Payments. F...

Work Type > Action bar > Participants > Manage Participants If configured, another way to access Participants in the Work Item view is on the left-hand navigation. A blade opens and shows unassigned participants and participants currently assigned to the case.  Unassigned The Unassigned aspect displays at the top of the blade.  Mandatory So...

Setting Up Power BI with Clio Operate Clio Operate offers integration with Microsoft Power BI to provide powerful interactive reports that give you insight into your data. The articles listed in the table below provide a simplified guide for configuring the prerequisites, permissions and resources needed to enable this functionality. Licensing Under...

You must grant role permissions to user roles to allow them to contribute and read work types. If no users have read permissions for the work type, the type advisor displays the following error: You can grant role permissions for a work type in Modeller. The steps to resolve this issue are as follows: Select Launchpad > Modeller > Work type mo...

Overview Clio Operate has inbuilt time recording that can be used in either or both of the following circumstances: Passive time recordings: Time can be recorded passively, i.e. without user input. Passive time capture captures management information concerning the firm’s processes. For example, using passive time capture, you can understand how lon...

Once the case accounting structure is defined you can begin to create budgets. Budgets can be created for many purposes including: Track internal costs Track estimated settlements or awards for dispute matters (often termed Reserves) Track Completion statements for asset transactions such as Real Estate Track external budgets costs such as JCode cou...

Several types of searches can be configured within Modeller to return relevant pieces of information. The 4 main types of search scopes are defined below: Quick Search This type of search is available in the top navigation of each page. It is a fast way to find relevant information such as tasks or cases, by entering an identifying piece of data suc...

Manually adding O365 Users to Clio Operate To add your O365 users to Clio Operate, open the application and go to the administration tool (Launchpad > Open Admin). Select “Users” and then “All” from the left-hand navigation – this will open the user list. From the context ribbon, select “Add user”. Complete the details about the user as needed an...

Participant and party types, and the ODS Master data records are created for participant types. An example of a master data record would be an organisation's name, contact details, and the address of each branch. When we assign the organisation to a matter, they become a participant in that matter, and you need to select what of the organisation’s i...

This article overviews ShareDo's matter in-take and client onboarding functionality. Introductory video on matter intake and client onboarding View the playlist on YouTube: Platform Deep Dive - ShareDoShow. Get to know more about Matter Inception A training module is available to help you get to know more about Matter Inception in Clio Operate on ou...

When a participant is added to a work type, a set of menu options is available for the participants. Actions allow you to edit, reassign the participant. Activities shows a list of the activities you may wish to engage in with a participant. For example, you may wish to send an SMS to a customer or schedule an appointment with a supplier. Feature Co...

Availability allows users to set their availability status. This is then visible within the application and can be used in allocation rules for the automatic assignment of work.When this feature is enabled users can set their availability status from their profile, and other users can see whether the user is available or not before assigning work. U...

This global feature is accessed at Launchpad > Modeller > Global Features. Search for engine.  This feature is used to specify streams that should be used for execution engine triggers and is an advanced feature that you should not need to change....

Select Launchpad > Modeller > Participant role modeller > Roles. Select the participant to which you want to grant a new role permission > click the Action burger menu on the right side of the screen > Edit ShareDo Ownership. On the ShareDo Settings blade select the work type for which you want to add the role permission > Burger m...

Form builder's visibleIf property enables you to control the dynamic display of a particular field. They can be simple expressions such as: "visibleIf": "field=true" Or you can combine two conditions together as an AND: "visibleIf": "field=true,field2=1234" You can also write complex expressions: "visibleIf": ":([TestField1=aruba] OR [Testfield2=bob...

From the menu, select Open Document Admin. In the left-hand panel, select Document Templates / Email Templates. The existing email templates can be seen: Click New at the top right to begin the creation process. A Prepare Email blade appears. Enter an internal System Name, a Name (that will be seen by users) and a Description. Select a Category in w...

Data composer shows several different types of data elements. This page provides some examples of those data elements and how they are used in the system. Common Data Elements Data Entity Type Description Example Chronology This is a filterable view of Chronology within Data Composer. This is so Data Subject Access requests (and others) can show "ca...

Creating a Portal Creating a portal gives you the flexibility to define the overall style of your portal, and there are several templates included in the core product for quick start. You are able to define the pages that are available in the menus and use the out-of-the-box widgets to define the content of the pages. Each portal page is split into ...

Aspects are a particular view of information in the system. They make up the components of the blade style UI forms within the system. Quick Start Editing Aspects on Abstract Work Types When you change the aspects of an abstract work type, the system will ask you if you want to cascade the changes to the child types. Do not cascade the changes to ch...

Key Concepts What is a data quality rule? A data quality rule allows you to validate that any required or recommended data or actions have been completed on your work at the right time and, where necessary, prevent work progression until those rules have been met. Data quality rules allow you to check items such as participants, key dates, data capt...

The Competencies feature provides a framework for assessing the ability of users, teams, or organisations to perform specific tasks or actions. This versatile feature can be applied across various industries and specialisations to evaluate skills and expertise. Examples of Competencies General Expert Competencies: Such as expertise in home care. Ind...

Chronology provides the story of a work type. It includes key events such as communications being sent and received, information being updated, and documents being modified, among others. It provides users with the capability to filter and sort through the history of a work type using various facets. Feature Configuration Access this global feature ...

The Clio Operate Word Add-in provides a set of tools for Template and Document Authors to optimise the creation of Word documents using Clio Operate Data and Content as well as System Admin. There is a single Word Add-in for both of these personas and hence the functionality that is offered via the add-in will vary depending upon the permissions tha...

What are Contracts? Contracts provide the top-level work container. All cases and tasks have a contract as the top-level ancestor. Contracts allow you to group related work together over a time period. Contract Details Field Description Contract Type The work type of the contract or and sub-types that are defined Title The title displayed in your us...

Reports in Power BI are refreshed by connecting the Power BI cloud instance to a server within your Clio Operate network. This is achieved by installing a Power BI Gateway on a server in your network and configuring the connection. Power BI Gateway Download You can download the latest version of the gateway from the Power BI portal: Power BI Gateway...

Integration with Finance or Practice Management Systems In most deployments, Clio Operate will be integrated with external finance or practice management systems. Like any other integration, Finance integration is managed via REST APIs – Clio Operate is designed “API first” this means that all of its APIs are published and available for consumption ...

Use bookmarks to 'save your place' in the system. You can bookmark a particular case with a click. Once you've bookmarked a case, access it via the My Cases menu, which is always visible no matter where you are in the application, so that important case is never more than 2 clicks away. To bookmark a case Click the star icon on the case details tile...

You can add a phase to a phase plan in Modeller to tailor the workflow of a work type to your specific requirements. Steps to add a phase to a phase plan If you are already in the phase model, then jump to Step 3, otherwise open Launchpad > Modeller > Work-Type Modeller. Double-click the work type to add the phase. You can access the phase pla...

There are a number of places within data composer / document tag browser where you may be required to work with lists of data. This could be looking for lists of participants holding a particular roles, looking for lists of child tasks associated with a work type or many other scenarios. This section describes the key concepts and actions required t...

Clio Operate uses a powerful technology called Elasticsearch which helps you quickly search through all your cases, tasks, contacts, and other items. The results of these searches can be shown as a list, like the items in your worklist. This search feature is built into our list views and is available throughout the application. Get to know more abo...

The application can trigger notifications when certain events happen, such as a phase change. Users can access notifications and their settings around notifications by clicking on the bell icon at the top right-hand corner of their screen. Click to see an example. Click again to close.   Access this global feature at Launchpad > Open Modeller >...

Triggering Workflows via Events The workflow engine uses a technology called ‘complex event processing’. This is robust technology that has been proven to scale and perform highly. Indeed, in our own testing, we have processed up to 70,000 events per second, concluding that the technology is more than suitable for any use case we would encounter. In...

Clio Operate (formerly known as ShareDo) has one objective, one purpose and one focus. To manage work. It does not manage work as a by-product of being designed for a different purpose. Every line of code, every design decision and every user interaction is designed to streamline and optimise how work moves from one stage to another. Introduction to...

Workbench The workbench is a collection of views on work items, where those work items/matters can be reviewed, managed and actioned. Workbench video     Get to know more about Workbench A training module is available to help you get to know more about Workbench in Clio Operate on our learning management system, LearnUpon. Worbench Orientation If yo...

There is extensive document generation/assembly functionality. Document templates can be created automatically via workflows or launched from the case Prepare menu. Introductory video on document production View the playlist on YouTube: Platform Deep Dive. Document Template Types Standard document types that are supported include. Single Documents D...

This article provides an overview of ShareDo’s document management functionality. Firstly, it is important to understand how ShareDo co-exists with your existing Document Management System (DMS):  ShareDo does not store documents in its database. These will reside in a DMS of your choice. ShareDo can be configured to work seamlessly with different D...

Extensive finance functionality is available to enable the Case Management System (CMS) to be the single application that case handlers need to access. If configured correctly, there should be no need for your case handlers to access external finance systems to manage payments, fees, or other financial items. At the core of our finance framework is ...

You can create a new work item from the sharedo Modeller. This article covers creating a work type and provides links to the associated configurations for a new or existing work type. You can create work items as top-level items or derived types. A derived type inherits key features from its parent that help to speed up the process. Select Launchpad...

Given that there have been significant changes to budgets structures careful consideration need to be given when upgrading. This section is divided into two sections Automatic upgrade – this describes the automatic migration of your configuration Manual steps – these describe manual configuration steps that may be required UPGRADING TO FINANCE V2.0 ...

This function should only be performed by technical administrators.   You cannot delete an individual matter, the correct method of ‘removing’ a matter is to set the phase to aborted/rejected depending on how the configuration has been set up. You could also create a System Closed phase and jump those matters to that phase instead.   Enable the Work...

Clio Operate provides the ability to send outbound emails. Sending these from Clio Operate allows the case and task audit history to track communications sent to participants on the case, and for responses to those emails to be tracked and associated with expectations. You can configure outbound email using the Outbound Email global feature.  Outbou...

The automatic task delegation feature allows users to indicate in their profile who their tasks should be delegated to while they are absent from the office. The availability feature allows the status of a user to be set to out of office. When out of office is set, if a task is assigned to the absent user during the out of office time period, the ta...

Subject to configuration, you can create time entries against any work item. You can record time against cases, matters, emails, compliance searches or documents. Access time recording functionality from any of the following places Global Top Navigation Within the global top navigation, you will see a Time menu option. From this menu you can: Start ...

Important info The integration between Clio Operate and Office 365 uses industry standard OAuth 2.0 protocols. This means that Clio Operate never stores any Office 365 credentials internally. Users link their 365 account to Clio Operate via a secure Open ID Connect journey, which in turn issues security tokens back to Clio Operate. These tokens can ...

  Clio Operate is constructed on an ‘API first’ basis. What this means in practice is that every piece of functionality that is available in the Clio Operate UX is also available via a REST API. There are currently more than 400 API endpoints available for use that enable every piece of functionality that can be performed through the UI to be also a...

You can create an internal team in administration. Select Launchpad > Admin > Teams > Internal Teams. Click Add Team in the top right corner of the Teams screen to open the Add Team navigation blade. Enter a team Name. Optionally enter any further information in the other available fields. It is important to select the appropriate Type, as ...

An enterprise work management deployment often contain hundreds of different work types. These typically vary from large work items, such as matters or cases, to smaller items, such as contract approvals or tasks. Each work type can have its own set of unique attributes, such as the captured data that supports it, stages or phases it goes through, t...

What are Teams? Teams are a way of grouping together users who share a particular set of characteristics. A team does not need to be a physical ‘HR’ team (although it can be). Users can be in multiple teams, and they can change teams based on their skill level or fluctuations in workload. In the image below: Your personal level of access is an accum...

To confirm the configuration, we will now use Clio Operate to publish reports to the workspace. Clio Operate Configuration To publish reports, Clio Operate needs the following information. Power BI Service Account details Username and password - these can be found in O365 admin for the service account you created. Power BI Workspace ID This can be f...

ShareDo Autodoc It is imperative that the ShareDo Autodoc function is disabled before the Word add-in is used. Due to the different methods used to embed metadata into Word documents, any documents drafted using the Word add-in may be liable to corruption if ShareDo Autodoc is enabled. Install Prerequisites Note that, as with all Office Add-ins, the...

By default, the solution operates for a single currency. However, where your firm is operating in multiple financial jurisdictions you need to configure Multi-currency. When enabled multi-currency provides: A single “default” currency in the solution The ability to specify anywhere in your work type hierarchy what the “default” currency is This is t...

Clio Operate provides the ability to upload data into the system using a data source-to-Clio Operate mapping capability. This functionality supports uploads from CSV and Excel formats that comply with the data format configured in the Data Load - CSV and Excel feature. The system provides the capability to define data templates that can be used to m...

Global Permissions A global permission is a system control that defines WHAT a user is able to do in the application. For example, a user who has the Admin Access permission has access to administration. Permission Sets Permissions are granted to users through permission sets. A permission set is a group of global permissions created for users with ...

The Prizm document previewer can be used throughout the application. It allows users to preview a document without actually opening it. This is commonly used in document repositories, viewing generated documents etc. This feature is represented by a magnifying glass icon throughout the application. Enabling this feature will allow users to preview d...

What Is an Approval? An approval is the act of approving something. In Clio Operate, this is represented by an approval task being sent to an appropriate party. The result of the approval then triggers a particular course of action. Approvals can be used for internal or external authorisation to proceed with an action. This could be moving from one ...

Watch this short video to find out how phase plans work. Get to know more about Phase Plans A training module is available to help you get to know more about Phase Plans in Clio Operate on our learning management system, LearnUpon. Get to know Phase Plans in Clio Operate If you've not used our LearnUpon system before, see On-Demand Learning for deta...

After you create a custom data capture form (Form Builder), you can add it to your work type in Modeller. Adding Data Capture to the Work Type Key Facts Blade To use your work type, you must add different sections, navigation bars, and menus to the key facts blade. To configure the key facts blade, take the following steps: Select Launchpad > Mod...

Data Composer is a powerful tool used to explore and manipulate the data created by your configuration. Use this data to create document templates, calculated fields or lists, and to further configure the system with data-based rules or manipulation such as data quality rules. This means that no matter how you have configured the system, you will al...