The operating problem
A stage change can be reversed, imported twice, or applied to the wrong matter. Treat it as a candidate notification, then re-read the authoritative matter record and confirm the recipient relationship.
Use your own working copy
The free workbook for this process opens in a browser and works offline after download. It includes editable checks and notes, a text export, and a print view. It is a planning resource: it does not send messages, read account data, or run actions in business systems. No vendor account is needed to use the workbook.
Map the process
1. Capture the stage event
Accept an authenticated event or a scheduled read. Store event time and matter ID; do not rely on display names.
2. Check freshness
Fetch the latest stage. Ignore stale and repeated events, and coalesce rapid transitions into one staff-reviewed update.
3. Resolve the recipient
Check the approved contact and communication preference for this matter. Shared family or company contacts require special care.
4. Render approved wording
Use a neutral template that points to the secure portal. Exclude documents, advice, and privileged case facts from SMS.
5. Log the outcome
Record delivery status and a short category code. Route bounces and changed contacts to staff without exposing message bodies in alerts.
Information to check
These reference fields describe the process. Use invented values while planning. Keep real records in an appropriate private system; the public website does not need them.
| Reference field | Working record | Check before progressing |
|---|---|---|
| matter_id | record_reference | Avoid matter names in logs |
| stage_version | event_version | Suppress stale transitions |
| recipient_contact_id | approved_recipient | Validate relationship to this matter |
| communication_opt_in | send_permission | Apply channel-specific preferences |
| delivery_id | notification_key | Record provider outcome |
Acceptance checks
- A stage reversal cancels an unsent update.
- A stale event does not send a second message.
- A missing authorized contact blocks delivery.
- A bounced update creates an internal task.
Walk through a successful example, a duplicate, a missing item, an incorrect match, and an interrupted handoff with synthetic records. Record the expected result, observed result, owner, and recovery action. Checklists record your work; checking a box does not establish that an external action happened.
Ownership and review
Name the person responsible for the process and the person who can resolve an exception. Define which decisions require qualified professional review. Use stable references, limit access to private records, and document when work must stop. Educational material does not establish legal, accounting, tax, security, or regulatory compliance.
Run a measured pilot
Choose a small, reversible sample. Measure handling time, waiting time, review, rework, and errors before changing the process. Include the effort of maintaining the new method. Expand only when the observed result meets your acceptance criteria; a longer checklist is not proof of improved performance.
Use the free workflow planner to define your next step, or compare the assumptions in the opportunity calculator.