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Automate Clio Task Management Based on Matter Status

Easily organize your legal workflow by searching for matters in Clio and creating tasks only if the matter exists.

Created by

Yamini Chandel at 11 Sept 2025

Automate Clio Task Management Based on Matter Status

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Instructions

Step 1: Set Up the Trigger (Clio)

Choose App: Select Clio as the trigger app.

Choose Trigger Event: Choose "New Task" or "Updated Task" depending on your needs.

Connect Clio Account: Authorize Zapier to connect to your Clio account.

Test Trigger: Pull in a sample task from Clio to confirm the integration is working properly.

Step 2: Select Action (Clio) – Find Matter

Choose App: Select Clio as the action app.

Action Event: Choose "Find Matter" (this will search for an existing matter in Clio based on specific criteria such as Matter Name, Matter ID, etc.).

Connect Clio Account: If not already connected, authorize Zapier to access your Clio account.

Set Search Criteria: Define what criteria you’ll use to search for the matter (e.g., Matter Name, Matter Status, etc.).

Test Action: Ensure the search is successful and pulls in the correct matter information from Clio.

Step 3: Multipath Condition

Choose App: Select "Paths by Zapier" (this is where you create the multipath condition).

Set Up Paths:

Path 1 (True Path): This path will proceed when a certain condition is met, for example, if the matter status is "Active".

Condition: Set the condition such as “Matter Status is Active” or another condition based on your needs.

Path 2 (False Path): This path will be triggered when the condition is not met, for example, if the matter status is "Closed" or "Inactive".

Step 4: If True – Create Task

Path 1 (True): If the condition in Path 1 is true, then create a task in Clio.

Choose App: Select Clio as the app for the action.

Action Event: Choose "Create Task".

Connect Clio Account: If needed, authorize Zapier to connect to Clio.

Set Task Details: Map the task details, such as:

Task Name

Assigned User

Due Date

Priority Level

Matter: Link the task to the matter found in the previous step.

Test Action: Ensure that the task is created successfully in Clio.

Step 5: If False – Break Workflow

Path 2 (False): If the condition is not met (e.g., matter status is not "Active"), you can break the workflow.

Action: Add an action such as "Stop Zap" or "Filter by Zapier" to prevent any further actions.

Condition: In the Filter by Zapier step, you can add conditions to check whether the matter meets certain criteria (e.g., Matter Status is not "Active").

Optional Actions for False Path:

If you prefer to log or notify when the workflow doesn't proceed, you can add other actions like sending a Slack message, updating a Google Sheet, or sending an email to inform the team about the situation.

App Used

Clio

Automate Clio Task Management Based on Matter Status

Simplify your law firm's task management by automatically organizing tasks based on the status of your legal matters in Clio. This template ensures that you stay on top of important matters without manual task tracking.

Trigger Event : Start the Workflow Manually

This workflow is triggered manually or by an event in your workflow platform, initiating the matter search and task creation process.

Actions

1. Find Matter in Clio

The workflow first searches for a legal matter in Clio using a specific Matter ID. This ensures that you are always working with the correct case or project.

2. Condition: Check if Matter Exists

The workflow then checks if the matter was found in Clio.

If the matter exists:
- The workflow creates a new task in Clio, linking it directly to the found matter. The task includes key details such as the matter's display number, a user-provided description, and assigns it to a specific user.
If the matter does not exist:
- The workflow stops, so no unrelated tasks are created.