Write your workflow down once, then run it every time.
A workflow is your firm's playbook: the emails, tasks, forms, documents, and meetings that follow an inquiry, in order. Attach it to a lead or a matter and every step is waiting there, in order, ready to run.
Build it once, attach it to any record
A workflow is an ordered list of steps, each one a job someone would do from memory: the welcome email, the callback task, the intake form. Chain them on a canvas, then attach it to a lead or a matter.
Attaching a workflow copies its steps onto that one record. Editing the workflow afterwards leaves every lead and matter you already attached it to exactly as it was.
Workflow step typesYour process, not a preset
Esqase has no fixed intake sequence. You name the steps.
Leads and matters both
Attach the same playbook to a new inquiry or an open matter.
Nine step types, and what each one does
A meeting step sends the invite, then the confirmation or the decline. An email step sends the current template, not a frozen copy. Task, document and invoice steps open the work and the bill that follows.
Build your firm's playbook.
Browse the docsFAQs
Step types, triggers, reminders, and what a workflow will not do.
What is a workflow in Esqase?
A workflow is a reusable playbook: a named, ordered sequence of steps such as sending an email, creating a task, or requesting a form. You build it once under Workflows and attach it whenever you start a lead or matter, so the process is the same every time instead of living in one person's head.
Does a workflow run on its own once I attach it?
No. Attaching a workflow copies its steps onto the record as to-do items for your team to review and run, and a public booking or form submission attaches them the same pending way. The one exception is the new-matter wizard, where an automatic workflow starts its first step as the matter is created.
What can a single workflow step do?
There are nine step types. Email sends a saved template. Task and Task list open work. Form requests a form, with optional reminders. Event invites a client to pick a time. Document drafts a file from a template. Invoice creates a draft bill. Status change advances the record one stage. Convert to matter converts it.
How does a workflow get onto a lead or a matter?
Four ways, and two triggers behind them. A workflow set to Manual waits for you to attach it from a record's Workflow section. A workflow set to run when a lead or matter is created attaches itself to every new lead. The new-matter wizard carries a workflow step of its own. And a workflow assigned to an event type or a lead-intake form rides along with a client's booking or submission.
If I edit a workflow, do existing leads change?
No. Each record keeps its own copy of the steps from the moment they were attached, so adding a step leaves existing leads and matters untouched, and anything you attach afterwards uses the new version. Steps store a reference rather than a copy, so editing the email template, form, or document template a step points at changes what that step later produces.
Can a workflow chase a client who has not replied?
Yes, on the two steps that wait on a client. A Form step keeps reminding until the form is submitted, and an Event step keeps reminding until the client picks a time. You set the interval in minutes, hours, or days, choose between one and ten reminders or leave it unlimited, and pick the template each reminder uses.
How do due dates work on a workflow task?
They are relative, not fixed. A Task step anchors its start and due dates to the moment the lead or matter was created, with an offset you set in days, weeks, months, or years and a time of day. A due date can instead be anchored to the task's own start, so the whole window slides. Each record gets its own real dates when the step runs.
Can a workflow schedule a client meeting?
Yes. An Event step invites the client to pick a time and manages the emails around it, using a separate template for the invite, the confirmation, and the decline. Point the step at one of your event types and the meeting carries that type's duration and settings.
Can a workflow create an invoice?
An Invoice step creates a draft invoice with one line per activity category you pick, but it works on matters only. On a lead the step shows a notice that invoices need a matter and offers a Convert to matter button instead. Converting marks the lead hired and moves the step onto the new matter, where you run it.