Where the work stalled
New matters were first organised in Trello, then re-keyed into Actionstep by an overseas virtual assistant. The handoff added cost, delayed matter opening and created another opportunity for details to be missed between systems.
The goal was to keep the simple Trello process staff already understood while removing the duplicate entry behind it.
What we built
Staff still control when a matter is ready. Once they move the card, the workflow carries the approved details into Actionstep, returns the official matter number to Trello and makes failures visible instead of leaving work in limbo.
- Staff complete a new-matter template card in Trello.
- Moving the card to the agreed list triggers a Zapier workflow.
- Zapier creates the matter in Actionstep.
- The new matter number is written back to the Trello card.
- A named person receives an alert when a run fails.
Reported result
The firm used the workflow to remove the need for an overseas virtual assistant role that had cost about $20,000 a year.
Where people stay responsible
A person decides when the matter is ready. Conflict checks and engagement remain in the firm's established process.
- A person moves the card only when the matter is ready to open.
- Conflict checks, client acceptance and engagement remain with the firm's established process.
Limitations
- Missing required fields on a Trello card cause the run to fail.
- Changes in Actionstep or connected services can interrupt the workflow.
Measuring it
Track matters opened, time from card-ready to matter-open, and failed runs per month.
Our evidence and corrections policy ↗