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MyCase Drive Alleviates Document Management Pains

Cloud-based document management generally allows for broader access to your client files. Unfortunately, it can easily make editing and version control much more difficult. With MyCase Drive as your document management platform, your cloud storage appears as a local drive on your computer. This alleviates the need to download a file, make edits, and then upload it to your remote storage again.

Document Management with MyCase

MyCase Drive document management maintains a real-time synchronization between your local and cloud storage. This means that the files will appear in both places the same. Open a word document from your local drive (through MyCase Drive) and you’ll be editing the cloud document directly. When you save, it automatically saves to the cloud.

Additionally, while you are editing the cloud file, no other user can access it. This makes version control much easier, and you’ll always know that everyone worked on the most recent file.

Take a look at the video below to see MyCase Drive document management in action.

Demo Video

How to Get It

Ready to learn more? Check out our full review of MyCase. There you will find community reviews, additional demos, features charts, and more. Remember that Lawyerist subscribers get additional discounts through the Affinity Benefits offered by our partners.

LawPay Acquires MyCase: What Does it Mean for the Rest of Us?

LawPay’s acquisition of MyCase highlights an industry doubling down on building platforms, not tools. Is this what lawyers want? I don’t know. Is it what they need? Sure, some of them.

It’s inherently difficult to build and maintain an all-in-one law practice management system (LPMS) like MyCase. By its very nature, it doesn’t integrate with many other providers. That’s the point, though—it shouldn’t have to integrate with anything—it should all be built-in. This creates a single platform for users to run their practices.

Alternatively, life as an add-on product like LawPay can be a fickle existence. Yes, your value is determined by how well you serve your customer, but it also depends on how well you integrate into the rest of your customer’s Legal Tech Stack.

With that, LawPay’s acquisition of MyCase makes sense. MyCase gets an exceptional payment processor, while LawPay gets basically everything else. LawPay is now in the LPMS game, which is fair play at this point.

The Particular Case of MyCase

The challenge for an all-in-one is that the quality of your system rises and falls based on your worst asset. This quality isn’t usually measured against your direct competitors. You’re measured against the providers of each aspect of your platform. That’s not to say that you have to be the best—but you have to be competitive (i.e. MyCase’s internal communication platform will have to be comparable to Slack).

MyCase has to either build or buy high-quality versions of each aspect of its platform to stay at the forefront of the industry. This explains the purchase of Soluno, CASEpeer, Woodpecker, and obviously includes ePayments (LawPay).

Yes, MyCase has its own payment processor, but they still integrate with LawPay because LawPay is the leader. But, when you’re trying to build an all-in-one platform, you want to avoid integrations if you can. And even better, you want to build or buy the leader (or, in this case, have the leader buy you).

What LawPay Acquires with MyCase

It turns out there’s a lot of money to be made in credit card processing. LawPay is now seeing many competitors enter the market (Clio, PracticePanther, Filevine, CosmoLex, and even TimeSolv, to name a few). Although LawPay currently has a competitive advantage—their features are generally ahead of the rest—how long will that last?

LawPay excels at making it easy for law firm clients to pay their bills. The problem is, LawPay relies on other products to handle all the remaining aspects of running a firm. In the end, they are an add-on—a really good one—but still an add-on. 

So, what happens when the products you integrate with no longer need to integrate? More importantly, what happens when the 300-pound centaur in the room starts in on your market?

Well, if you’re not trying to increase your integration ability, then you’ve either gotta build it or buy it. And if you can afford it, MyCase will provide just about everything needed to remain a leader in a fast-growing legal tech market. When LawPay acquires MyCase, they gain a platform.

What Does This Mean?

Setting the specifics of this particular deal aside, we are in a time of rampant acquisition. Legal tech providers are moving away from building a single tool and more toward building a platform. Even the king of integration, Clio, is starting to bring much of their functionality in-house.

This makes sense. Platforms are sticky. The platform upon which you run your practice is not fungible. The tool you use to track your time and billing, however, is.

Unfortunately, the practice of law is not a monolith. I’ve yet to see two attorneys who approach their operations similarly. More importantly, though, lawyers don’t like being told how to practice—even if it’s right. The more insular these platforms get, the less customizable they become for a user’s particular needs. (That’s just the nature of limiting choice.)

Yet, there’s something about being able to piece together my own platform from individual, discrete, well-built tools that resonates with to me. And although I’m not their ideal customer, I don’t think I’m the only one. To be clear, LawPay’s acquisition of MyCase doesn’t worry me. They are both responsive to their customer needs, and do a great job of remaining as versatile as possible. I’m just mourning the loss of choice. But, as I said earlier, less choice, and less complexity is a good thing for a lot of lawyers.

MyCase Drive Brings Native Document Management to Users

Working in a modern law firm requires organization. Sure, legal work has always required organization, but with work moving more and more into the digital space and with increased client expectations, organization looks different. Running a truly modern, and efficient, firm, requires moving more of your work online. This means having paperless options, providing flexibility for your colleagues and clients to contact and transmit information, and managing digital files. It’s a lot to keep track of. Staying organized can be as straightforward as having systems in place outlining how you use different software, but that only works when you have a few clients. As you scale, your work and how you do it gets more complex. Collaborating and sharing files with others becomes more complicated. This is where Law Practice Management Software (LPMS) can help. Specifically, this is where productive document management can help—something like MyCase Drive.

Staying Organized with Law Practice Management Software

At this point, every modern attorney is aware of law practice management software and how it can make life easier. LPMS can help you manage your cases from intake, to billing, and everything in between. Many even have client portals where clients can securely pay their bills, communicate with you, and  seamlessly integrate with software you already use. For the data analysts among you, most LPMS can also generate and run reports to give you greater analytic insight into how your firm is run and where you can make improvements. All of this helps free up more time in your day, gets you paid more quickly, and lets you focus on what you want to do. 

There are many LPMS options out there, and they’re not all created equal. What’s right for one practice may not be right for another. As you decide which is right for you, consider how you want to use an LPMS. What sort of issues is your firm regularly dealing with on a day-to-day basis? Do you want general help with staying organized? Or do you want aA better way to manage billing or client communication? Maybe you need aA little bit of everything?

Digital Document Management

One issue that will still come up—no matter which LPMS you use—is efficient digital document management. Different attorneys have different workstyles. Some prefer to work locally from their computer, never saving to the cloud until the final document is complete. Others may share a PDF through email, then forget to upload the document to the LPMS or save the file in the wrong folder. This doesn’t even take into consideration clients’ own workflows. In short, editing and managing your digital files can be a cumbersome process. Your software doesn’t always make that process easier.  

Most LPMS requires you to upload and download documents to collaborate on or share, and you still can’t be confident that the version you’re working on is the most recent. Current LPMS document management is often a burdensome practice that can eat up hours of your time. But the folks at MyCase have come up with a powerful solution for more effective digital document management with MyCase Drive. MyCase Drive turns digital document management, sharing, and collaboration into a fast and secure process that seamlessly blends into any workflow. 

Mycase sync icon

Integrated Document Management with MyCase Drive

MyCase Drive is a document management solution that provides desktop access to all your firm’s documents in one centralized cloud-based system. Your documents are securely stored in the cloud and easily accessible from your desktop. You’ll also be able to drag and drop your case documents and folders from your desktop interface so nothing gets misplaced. 

Even better, MyCase Drive automatically syncs document changes between your desktop and MyCase account. This means MyCase Drive removes the hassle of uploading or downloading files from different locations into storage. You’ll save hours and feel confident you’re always working from the latest draft. Plus, using MyCase Drive in tandem with MyCase’s client portal means you can easily share, save, and sync drafts with clients. 

Demo Video 

The folks at MyCase recently gave us a demo of MyCase Drive to showcase how it makes digital file management faster and easier. A demonstration is the best way to show this truly powerful tool’s usefulness. Take a look at the video below to see a walkthrough they provided our Legal Tech Advisor, Zack Glaser.

How to Get It

MyCase is a cloud-based legal management solution that helps attorneys manage communications with their clients and carry out daily business operations. It offers features like time tracking, accounting, case and client management, and digital file management, among many others.

If you’d like to learn more about MyCase and its features, especially MyCase Drive, which is part of the MyCase Advanced tier, checkout MyCase.com. From there, you’ll be able to schedule a custom demo or sign up for a free trial. No credit card needed.

Want to learn more about MyCase? Check out our full review, where you can see a features list, other demo videos, and community comments. Remember that Lawyerist readers get an affinity benefit through the review page.

These 3 game-changing tools for law firms are the silver linings of 2020

Pandemic life has certainly been something to get used to, especially for attorneys. Managing documents, getting signatures, and communicating with clients and colleagues were already challenges without the added difficulty of working from home. Even without a pandemic changing how firms work, lawyers need tools that can adapt to changing circumstances in order to run a successful law practice. This is where MyCase has your back.

Details

MyCase is a user-friendly, cloud-based law practice management software with numerous features to help you get your work done on one platform, including document management and storage, integrated leads management, and a full email client. This year, they’ve built 3 critical features law firms need to maintain business operations during COVID-19, included in the software at no extra cost.

1. eSignature Templates and CounterSignature. Without leaving MyCase, you are able to create eSignature template forms that you’ll be able to use over and over again, editing as needed. You can then share these forms with all who need to sign, including countersigners, tracking the document along the way. Clients can even sign documents from their phone, meaning you can get all parties to sign in a matter of minutes, even if they’re thousands of miles apart. 

Image of customizable document fields

2. 2-Way Text. Text back and forth with clients with a centralized text message inbox that everyone in your firm can have access to. Text messages are sent from a single number and are automatically associated with cases and contacts, so you don’t have to worry about losing track of text conversations with clients. Firm members also have control over notifications for new text messages so they can reply as soon as possible. Even better, with this feature, you won’t have to give your direct phone number to clients. 

Image of text messages display

3. Internal Chat. MyCase’s newest feature, Internal Chat, allows you to seamlessly communicate with your staff, no matter where they are, from the same system you use to track and manage cases. You’ll be able to communicate to groups and send direct messages, all from a single window.

Image of messaging screen

How to Get It

To learn more or try out these features for yourself, start a free trial of MyCase today.

How Law Firms are Responding to COVID-19

With no definitive end in sight to the global health crisis, it has become increasingly difficult to track the far-reaching implications of the pandemic. To better understand the changes happening in the legal industry, MyCase recently launched a nationwide survey exploring the state of law offices, current workload, and predictions for the future. The results show that law firms are more positive about their financial outlook than in previous months, and they are adopting technology more readily than before. 

Financial Outlook

Sentiment around financial futures in the legal community has shifted to a more positive outlook than in prior stages of the pandemic. Though financial stability remains a top concern among legal professionals of all practice areas, 52% of survey respondents are more optimistic about the future of their firm than they were 30 days ago. 

Image showing question and chart: I feel more positive about the financial future of my firm than I did 30 days ago.

Technology Adoption

When asked their opinion on increased technology adoption in law firms and courts, overwhelmingly, respondents indicated that the change was a positive one, with 52% strongly agreeing that technology adoption in law firms is a good thing, and 54% strongly agreeing that the same is true of courts.

Image showing graph for people responding to level of agreement with Increased technology adoption within law firms and court systems is a good thing; I believe there will be additional COVID-19 related disruptions in 2020.

Along those same lines, respondents believe that firms who fail to implement or utilize cloud technology are more susceptible to financial hardship in the second half of 2020, with 70% agreeing that cloud technology is paramount to financial stability.

Law firms without cloud-based technology risk financial hardships in the second half of 2020

Software Needs 

90% of firms surveyed mentioned that cloud-based technology enables their firm to work remotely at this time. This is indicative of more attorneys recognizing the advantages technology brings to managing the operations of a firm as the health crisis continues to evolve.

To adapt your firm to the challenges created by COVID-19, consider adopting MyCase, a cloud-based practice management software built to help law firms centralize and access case details no matter where they are.

Protect from Future Disruption with Smart Business Decisions

As the COVID-19 pandemic continues to surge in some parts of the country, you’re no doubt facing uncertainty regarding how and when to reopen your law firm. You’re also likely wondering about the future of your law firm and its book of business.

One way to abate those concerns is to prioritize preparing your firm for whatever may come.

Future Proof Your Firm

Prior to COVID-19, you may have thought that this type of disaster was unlikely to happen to your law firm. But now that we’re in the midst of an unprecedented pandemic, are you really willing to take that chance again?

After all, the course of the pandemic is unclear for now, and other disasters, such as fires, are not as rare as you might think. Case in point: a fire that broke out a few years ago in a high rise building in downtown Buffalo, New York.

Have a Disaster Plan

The fire originated on the 15th floor, which was the location of a law office. According to news reports about the fire, confidential client files were strewn onto the street below as a result of the fire itself and the firefighters’ efforts to put out the fire:

“According to the Buffalo fire commissioner, a slew of legal files, some of which may contain private information, are flying around the streets of Buffalo after a fire broke out on the 15th floor of Main Place Tower in Buffalo … The documents are all old case files from closed cases, but could contain sensitive information many customers of (the law firm) might not want prying eyes to see.”

Had the firm move to a paperless practice prior to the fire, the fire would have damaged equipment and office supplies, but client confidentiality would not have been compromised and the firm would never have lost access to the case files that were destroyed.

Create a Business Continuity Plan

The aftermath of this fire is a great example of one of the most useful benefits of business continuity planning: it allows your firm to quickly and easily get up and running, regardless of the type of unexpected disruption you might encounter. 

To safeguard your firm from disruption and ensure the continuity of your business, no matter the circumstances, consider adopting MyCase, a cloud based practice management software built to help law firms centralize case details in the cloud. 

Make Document Signing Seamless with MyCase eSignature

If you’re still chasing down clients for their signature on retainers, releases, and other documents, then waiting days or even weeks for them to return that document, we’re here to tell you there’s a much better way. With MyCase’s new e-Signature solution, you can easily prepare and send documents to clients who can sign them in just a matter of clicks, creating an easy and seamless document signing experience for both you and your client. 

Details

Take the complexity out of document signing with fast and convenient e-signatures on your documents and agreements. MyCase’s e-Signature functionality features a sleek interface with a drag-and-drop design for your already existing documents and is available at no additional cost to its users. It seamlessly integrates with MyCase’s other features to help you craft a comprehensive workflow that fits best with your practice.

To prepare your documents for e-signatures, simply upload your document to MyCase, click where you need signatures, initials, or data boxes, and send the document to your client with a request for signature and custom message. From there your client can sign from any location on their computer or mobile device when it’s convenient for them. 

Once the document is signed, you and your client will receive an email copy of the signed agreement and the document will automatically be saved to MyCase under that client’s file. With such a streamlined process, clients will sign and return documents more quickly, avoiding delays and bottlenecks, and saving you follow-up work.

While giving your clients the option to e-Sign documents is efficient and convenient, it also creates a high-quality experience with your firm. Clients will feel more confident in you and your firm when you provide a modern and polished service with MyCase. 

How to Get It

MyCase is a comprehensive law practice management software that helps you manage every aspect of your firm, including lead management, case management, the full billing cycle, and firm oversight. It offers powerful features and integrations to help you create a more streamlined and efficient practice. 

How to Manage Quality Leads with MyCase

Acquiring, tracking, and managing quality leads is an important, but challenging aspect of your practice and intake process. Most of the time, law firms focus on lead generation, but it’s important not to overlook the process of how those leads become clients. To do that, you’ll need a system that helps you manage leads and clients in a systematic and structured way. With MyCase’s Lead Management features, you’ll be able to track, manage, and convert more prospective clients efficiently and effectively, all from within a single system.

Lead Insights and Data Collection

MyCase Lead Management features allow you to track a lead from prospect to client through its Lead Status Board, recording every touchpoint and even allowing you to assign staff to tasks, set reminders, and even consultation appoints from the Board. The Lead Status Board helps you get a clear view of your firm’s top referral sources, view your history with leads and clients, and even get insight into what turns prospective clients into clients through the Lead Insights dashboard.

MyCase also offers customizable intake forms, so you can collect all the data you need from your clients, which will sync automatically into your client’s files. What’s more, once a lead becomes a client, all that information will get transferred from the lead file into the client file – no duplicate data entry required.

mycase lead insights product image

Creating and Managing Leads

Creating and managing leads couldn’t be easier. Just click on the Leads tab on the top right of your screen, then click “Add Lead” to create a new lead.

From there, you’ll be able to fill in information like the lead’s name, email, phone number, status, case information, or referral source. You’ll also be able to customize what information to collect, create tasks for staff members to follow up with leads, view analytics on leads, upload documents, or convert a lead to a client.

With MyCase Lead Management features, you’ll be able to create a more efficient intake and lead tracking and management system for your firm, helping you convert those leads into clients.

How to Get It

To learn more about MyCase, its Lead Management and other features, or to sign up for a free trial visit mycase.com.

MyCase Workflows Help You Maximize Your Output

MyCase automated workflows are a quick and easy way to streamline your standardized practices, saving you time and improving your productivity.

Details

When you open a new case or prepare for trial, you’ll often have the same tasks, events, and even templates that need to be completed for each case. Writing out those same tasks, deadlines, and appointments for every new matter you start is time consuming and mind numbing. With MyCase’s workflows, you’ll be able to automate your firm’s standardized practices, or create custom workflows, to instantly generate tasks, deadlines, events, and templates with just a click.

Creating a workflow is easy. From the settings page, click the “Set Up Workflows” button in MyCase. Once you click that button, a popup appears where you can name your workflow and list the trigger dates to generate your workflow. Trigger dates are where you will name the dates and timelines you’ll be using in your workflow. You can have up to four trigger dates on one workflow.

MyCase Screenshot 02 New Workflow

After you’ve added all your trigger dates, simply click “Add Workflow” to be taken to a new page where you can add individual tasks, events, and templates to your new workflow to truly customize it to your needs. Once you’ve completed adding the specifics, you’ll be able to apply the workflow with all its associated tasks and events you’ve created to cases from the case details page.

Creating workflows that instantly generate tasks, deadlines, and templates helps improve your productivity and output, saves you time, and makes sure you never miss an important court deadline or task, all with a single click.

How to Get it

To learn more about MyCase and its automated workflows, visit MyCase for a free demo today.

MyCase Online Payments Help You Get Paid Faster

You can make it easy for clients to pay online with MyCase’s Online Payment Capabilities, helping reduce the time it takes for you to get paid.

Details

Efficient legal billing is critical for the health and success of any law firm. But a good invoicing system is pointless without a means to collect payments. Enter MyCase. MyCase’s Online Payment Capabilities helps you manage and collect payments with its client-centric payment options, making it easier on you and your clients.

Invoice Payment Page image showing how to add an invoice payment link

With MyCase, after creating a client contact and file, you can generate an invoice to either print out or email to your clients. If you decide to email your clients, MyCase generates a unique payment link for clients to pay online via credit card or eCheck (ACH). Clients paying with a credit card don’t even need a special login or client portal access, making online payments a painless process. You’ll receive real-time notifications when clients have made payments. Plus, since each payment link is associated with a client file, MyCase will automatically reconcile and update client files when payments are made, so you don’t have to.

If you need to issue refunds for credit card payments, you can quickly and easily do so from the MyCase interface. Your clients will receive their refunds within three business days. If you need to issue ACH refunds, you can do that too! Just call MyCase and someone from their support team will help facilitate that refund.

Image of MyCase invoice screen

MyCase is also trust account compliant. When collecting payment, you can designate whether the payment goes into the operating or trust account. MyCase only charges a single 3% transaction fee for credit card payments, which are approved at the time of payments so you don’t have to worry about monthly fees or insufficient funds for online payments. The transaction fee is always deducted from your operating account to ensure trust account balances remain consistent and accurate throughout the duration of a case. If you need to double check trust account balances, or run reports on any of your finances, eCheck and credit card payment details are available as Payments Reports, easily accessible through your dashboard.

How To Get It

To learn more about MyCase and its Online Payment Capabilities, visit MyCase for a free demo today.

Sample File Closing Checklist

Closing a client file is pretty simple. You just have to gather everything into one place, notify your client of the end of the representation, and archive the file. There is a bit more to it, of course, but a checklist can help you follow the same procedure every time and get valuable feedback from your client.

When To Close Files

Promptly. One of the important things you will do as part of closing a file is formally terminating the representation. The longer you wait, the greater the chance the—technically—open and ongoing attorney-client relationship leads to a misunderstanding. The risk may be small (or great, depending on the client), but you can head it off entirely by closing your files and notifying the client promptly when your work is done.

Usually, it is easy to identify the point at which the representation has ended and your work is done. In litigation, your work is probably done when you give your client their portion of the settlement in full. Or when you get a verdict (post-trial motions and appeals are probably separate matters, although that may depend on your retainer agreement). If you are preparing estate plans or business formations, your work is probably done when the documents are signed and filed or delivered. If you are negotiating a deal, your work is probably done when the deal is signed.

The point is, you know when your work is done, so close the file.

Gather The File

No matter how hard you try, The File is probably scattered all over the practice. Even in well-organized practices, emails need to be gathered from multiple users, original documents need to be reconciled with scans, statements need to be generated and added, etc. It is possible to minimize the extent to which the file is scattered, but your file-closing procedures will probably involve more than just moving a folder from one file cabinet to another.

Gathering The File does not need to take long, but you should have a procedure for doing it. If you have a clear paperless workflow, it will be easier than if you have to scan piles of documents before you can close the file.

Return the File to Your Client

You don’t have to return the file, but there aren’t many good reasons to keep it unless you like storing things. There are exceptions to this, of course. Estate planning lawyers may keep official, paper copies of the wills they prepare. Business lawyers who expect more business from their clients may keep the official copy of the business’s record. But get rid of all the paper you can, keep only digital copies, and give the client a copy of their digital file, too.

Give all the paper back to the client.

Also, notify the client how long you will keep their file. Ten years seems to be a commonly-recommended time frame. You should tell your client something like this:

Enclosed are all original documents in our possession and a CD with a copy of our digital file. Please note: we will destroy our copy of your file in ten (10) years without notice to you.

Find Out How You Did

Call your client. Yes, pick up the phone and have an actual conversation. Don’t just send a survey by email. Ask what you could have done better. Be persistent. Get a real answer. Even happy clients can offer you suggestions for improvement.

Take the answer seriously. Depending on how frequently you close files, sit down with your staff and consider how you could improve client service for all your clients based on the feedback you receive.

(Bonus points: do this in the middle of your representation, too.)

Sample File Closing Checklist

Most importantly, follow the same procedures when closing every file. Make sure to complete a file-closing checklist every time. There is a lot to do, and a checklist will ensure you (or your staff) don’t miss anything when closing a file. You can use a paper checklist, but it is more effective to use practice management software that lets you use task-list templates to ensure consistency.

Sample File Opening Checklist

Client onboarding is the process by which you bring a new client into your firm. If you don’t have a client onboarding process, you should.

You should welcome new clients, set expectations for the attorney-client relationship, teach them anything they need to know about working with you, and complete the administrative tasks necessary to open their client file. A little effort up front makes for a positive experience, makes it less likely you will miss things, and makes it more likely your client will become a promoter.

The backbone of your client onboarding process is your file-opening checklist. Here are the things you should check off as soon as possible after a new client signs your retainer agreement. (I’ll be using MyCase as an example of how to implement a file-opening checklist in your practice-management software.)

Welcome Your New Client

Your client welcome package can be digital or physical. Either way, you should give it to your client as soon as possible after they sign your retainer agreement. You could hand your client a folder, send them an email, or mail them an actual package.

At a minimum, you should include a copy of their retainer agreement, your preferred contact information, and any tasks you need the client to complete. If you want to do something a little extra to make new clients feel welcome, you might include a care package with a thoughtful gift.

Align Expectations

Give your clients a roadmap to their legal matter. This could be a conversation (that you will probably have to have more than once) or it could be a timeline you prepare for them.

Tell your clients how often they should expect you to check in, and commit to returning their calls and emails within one business day. If you don’t want clients to expect you to respond immediately after hours, make sure they know that at the outset of your relationship.

Also, make sure you and your client are on the same page when it comes to the outcome of the representation. If you are pursuing one goal and your client is hoping for another, they are probably going to get angry.

Talk to Your Clients About Computer Security

Make sure your client knows how to get access to your secure communication portal, and make sure you follow up as necessary to get them up and running with it.

Since clients’ comfort level when it comes to technology may vary, you might want to help them set up their login credentials in person. It would also be a good idea to discuss basic computer security with them. Make sure they know not to open correspondence from you on their work computer, and show them how to set up their own, password-protected account on their home computer so their family cannot access your communications and other information about the case.

Administrative Tasks

Finally, you obviously need to take care of the administrative bits, like making sure you have scanned all the documents from your new client, entered all the relevant contact information into your practice management software, given them a receipt for any retainer, etc.

Get it All Done

The key to making sure your client onboarding process goes off without a hitch is to use a checklist. Every. Single. Time. The good news is that your practice management software should have templates that let you build your file-opening checklist once and reuse it on every new case.

Now, all you have to do when you open a new case is apply the Workflow.

If you do that every time you open a new case, you will never miss a step.