Prepare a new customer case file
ActaFlow summarises the client's request, lists the documents to request and proposes who should prepare the case file.
The request
From the new client's request, prepare a record with details, missing documents and tasks for the contact person to approve.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Upload the client's requestGather emails, attachments and information already confirmed by the client.
- Prepare the case recordActaFlow summarises the work requested, the information available and the questions to ask the client.
- Propose colleagues' tasksActaFlow proposes who gathers the documents, who prepares the case file and who checks it.
- Approve record and assignmentsThe contact person checks the work requested, access to the documents and the proposed tasks.Manager check
- Start colleagues' workColleagues gather the documents and prepare the case file according to the confirmed tasks.
Initial request record
The contact person finds the work requested, client details and available documents in the same summary.
Questions to ask the client
Phone agreements and unconfirmed information are listed among the points to clarify.
Tasks assigned to colleagues
The plan indicates who gathers the attachments, who prepares the case file and who should review it.
How you set up the automation
ActaFlow summarises the work requested, the information available and the questions to ask the client. The contact person checks the work requested, access to the documents and the proposed tasks.
What you need
- Initial request and client attachments
- The practice’s case-opening checklist
- Contact person and colleagues involved
Upload the client's request
Gather emails, attachments and information already confirmed by the client.
Prepare the case record
ActaFlow summarises the work requested, the information available and the questions to ask the client.
Propose colleagues' tasks
ActaFlow proposes who gathers the documents, who prepares the case file and who checks it.
Approve record and assignments
The contact person checks the work requested, access to the documents and the proposed tasks.
Start colleagues' work
Colleagues gather the documents and prepare the case file according to the confirmed tasks.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Does ActaFlow accept the engagement on behalf of the practice?
This example prepares the request record and organises the colleagues' work. The practice decides whether to accept the engagement and carries out the required professional checks.
Can I assign collection and review to different people?
Yes. Indicate who collects the attachments and who checks the file. The plan can start the review after collection; each person must have access to the necessary documents.
Can I start from the checklist already used in the practice?
Yes. Upload the opening checklist with the initial request and the attachments. Indicate the colleagues involved and who must check and approve the plan.
Does the record prepared by the AI count as client verification?
The record organises the information and the work. Identification, acceptance of the engagement and professional checks remain the practice's responsibility.
Prepare the new client record
Upload the first request and the attachments. ActaFlow summarises what's needed to start the file.