Automations are created at the organization level and then enabled on individual cases.
What Are Automations?
Automations consist of three primary components:
Triggers – Determine when the automation runs.
Tools – Determine what information and actions the AI can access.
Instructions – Tell the AI exactly what to do when the automation is triggered.
Once configured, automations can perform work automatically whenever their trigger conditions are met.
Where to Find Automations
Open Settings.
Under the Organization section, select Automations.
Click + New Automation.
The Automations page displays:
Existing automations
Automation performance statistics
Starter templates
Team and personal automations
Creating a New Automation
Step 1: Create the Automation
Click + New Automation.
When creating an automation, choose the appropriate visibility level:
Private
Only you can view and edit the automation.
Team (View Only)
Visible to your team but editable only by owners and administrators.
Team (Editable)
Visible and editable by authorized team members.
Note: Team-level automation settings are available only to organization owners and administrators.
Here is an example of how to set up your automation:
After configuring your automation, click Save.
Automations must be saved before they can be assigned to cases.
Step 2: Apply to New Cases by Default
Enable Apply to new cases by default if you want the automation automatically enrolled on future cases.
When enabled:
New cases automatically receive the automation.
Existing cases are unaffected.
Important: This setting is not retroactive. Cases created before the automation was enabled must have the automation added manually.
Adding Automations to Cases
Creating an automation does not automatically activate it on existing cases.
To add an automation to a case:
Open the case.
Navigate to Case Overview.
Select the Automations tab.
Enable the automation for that specific case.
If an automation was created after a case already existed, it must be manually added to that case.
Triggers
Triggers determine when the automation runs.
Select Add Trigger and choose the event that should activate the automation.
Multiple triggers can be added to a single automation.
Case Created
Use Case Created when you need the automation to run immediately after a case is created through the Cases section.
Best for:
Creating standard case tasks
Assigning workflows
Initial case setup
Administrative processes
Use this trigger when the automation does not require extensive case information.
AI Created
Use AI Created when a case is generated through Ask Tiff.
Because Ask Tiff-created cases typically contain intake information, case details, and supporting data, this trigger is ideal when the automation requires richer context.
Best for:
Intake reviews
Letter generation
Case analysis
Data validation
Case planning
Case Files Uploaded
Use this trigger when uploaded documents should initiate a workflow.
Examples include:
Medical record analysis
Damage summaries
Missing document identification
Demand preparation
Medical chronologies
Example:
Upload 20 medical records and automatically generate a document identifying damages and treatment history.
Combining Triggers
Multiple triggers may be added to the same automation.
For example:
Case Created
AI Created
Case Files Uploaded
This allows a single automation to respond to multiple events throughout the lifecycle of a case.
Note: Scheduled date-based triggers are planned for a future release.
Selecting Tools
Tools determine what information the AI can access and what actions it can perform.
Only enable tools required for the automation's task.
Available tools include:
Search Documents
Search documents, folders, and uploaded files.
Documents
Generate documents and save them directly to case files.
Tasks
Create, edit, and manage case tasks.
Medical Providers
Read, create, and update medical providers.
Financials
Review expenses, referrals, splits, liens, and financial data.
Attorneys
Review and manage attorney assignments.
Case Overview
Access case details and metadata.
Calendar
Read, create, and update calendar events.
Contacts
Read, create, and update contacts.
Liens
Review and update lien information.
Legal Research
Perform legal research and retrieve public legal information.
Emails
Generate and send emails based on automation instructions.
Coming Soon: Slack notifications.
Using Email Automations
The Email tool allows automations to send emails automatically.
Emails may be sent to:
The automation creator
The case client
Both recipients
Creating an Email Template
Open Manage Templates from the Email tool.
Click New Template.
Enter a template name.
Add a subject line.
Select the recipient.
Create the email body.
Save the template.
Once saved, return to your automation and select the template from the Email tool.
Using Variables ( Handlebars {} )
Email templates support Handlebars variables { }.
Variables allow the AI to retrieve information from the case and automatically insert it into the email.
Examples may include:
Client name
Case number
Incident date
Attorney name
When the automation runs, the AI replaces the variables with actual case information.
No Template Selected
If no email template is selected:
The AI creates a plain-text email.
The email is sent only to the automation creator.
This is useful for internal notifications and case alerts.
Writing Effective Instructions
Instructions tell the AI exactly what work should be performed.
The more specific the instructions, the better the results.
Example:
Under FIRM PERSONNEL: Assign Ashley. Create "New Tasks" entries:
Title: Obtain Intake Documents
Description: Obtain all outstanding intake documents from the client, HIPAA release, intake forms, etc.
Category: Client
Priority: High
Instructions can reference information from any enabled tool and can direct the AI to:
Create tasks
Generate documents
Analyze files
Perform legal research
Send emails
Update case information
Testing an Automation
Before enabling an automation broadly, test it using an existing case.
Open the automation.
Select a sample case.
Run a test.
Monitor the AI activity and results.
Testing allows you to validate:
Trigger behavior
Tool selection
Email templates
Generated outputs
Instruction quality
Adjust the automation as needed before deploying it across your organization.
Best Practices
Keep instructions specific and actionable.
Only enable tools that are necessary.
Test automations before rolling them out widely.
Use Case Created for administrative workflows.
Use AI Created for intake-driven workflows.
Use Case Files Uploaded for document analysis workflows.
Create email templates for client-facing communications.
Remember that "Apply to new cases by default" does not affect existing cases.
Summary
Automations allow your firm to build AI-powered workflows that automatically respond to case events. By combining triggers, tools, and detailed instructions, automations can perform repetitive legal and administrative tasks, generate documents, analyze case files, create tasks, conduct research, and send emails with minimal manual effort.