How to set up firm staff notification settings

Staff member notifications help your team stay informed as clients move through the intake process in DecisionVault. You can control who receives notifications, which matters they receive notifications for, and whether notifications apply to all matters or only assigned matters.

DecisionVault sends firm staff an email for three events:

1. A client creates an account and begins a questionnaire
2. A client submits a questionnaire
3. A client uploads files or makes updates after submission

Each staff user can receive these emails for all matters, only for the matters they are assigned to, or not at all.

Notifications Setup

Go to Settings > Firm > Staff Notifications.

Click Edit next to a user and choose one of three options for each event:

• All Matters: the user gets an email for every matter in the firm.
• Assigned Matters: the user only gets emails for matters they are assigned to.
• None: the user gets no email for this event.

To see or change who is assigned to a matter, open the matter and go to the Firm Staff tab. Staff users listed there receive the notifications for that matter when their setting is Assigned Matters:

To assign staff to new matters automatically, go to Settings > Firm > Staff Assignment. Pick a questionnaire type, then turn Auto-Assign To New Matters on for each staff user who should be added to every new matter of that type:

Some example configurations

• Example 1: All notifications go to everyone
• Example 2: No client notifications to the funding coordinator
• Example 3: The Client Coordinator gets the notifications and assigns the correct staff
• Example 4: Separated notifications based on type of questionnaire

Example 1: All notifications go to everyone

This is the default setup in DecisionVault. By default every firm staff user gets assigned to each matter, and each firm staff user gets email notifications for all matters.

Example 2: No client notifications to the funding coordinator

The funding coordinator is not involved until later in the process, so they do not need these emails. Auto-assign is turned off for them under Staff Assignment, and all three events are set to None under Staff Notifications:

Example 3: The Client Coordinator gets the notifications and assigns the correct staff

The client coordinator is the only user set to All Matters for New Account Created, so they hear about every new client (or they create the matter and invite the client themselves). They then add the right attorney and paralegal on the Firm Staff tab of the matter. Those users are set to Assigned Matters, so from that point on they receive the notifications for that matter:

Example 4: Separated notifications based on type of questionnaire

The probate team wants to hear about probate matters only, and the estate planning team about estate planning matters only. Under Staff Assignment, auto-assign the probate questionnaire to the probate team and the estate planning questionnaire to the estate planning team. Then set every user to Assigned Matters under Staff Notifications:

Frequently Asked Questions

Why am I not receiving notification emails?

Check your row under Settings > Firm > Staff Notifications. If an event is set to None, you will not get that email. If it is set to Assigned Matters, make sure you are listed on the Firm Staff tab of the matter in question. If the setting looks right, check your spam folder and ask your IT team to allow emails from DecisionVault.

Can I get notified only for certain questionnaire types?

Yes. Use the setup from Example 4: auto-assign each questionnaire type to the right staff under Staff Assignment, then set those users to Assigned Matters. They will only receive emails for matters of that type.

Can I turn notifications off for one person only?

Yes. Click Edit next to that user under Staff Notifications and set the events to None. Other users keep their own settings.

Do clients receive these notifications?

No. Staff notifications only go to firm staff users. Reminder emails and other messages to clients are set up separately under Settings > Firm > Client Notifications.

What counts as activity after submission?

Only recently uploaded documents after the questionnaire has been submitted. Any other activity is logged and made available via the Feed tab within the matter details screen.