Session Overview

Sam wanted to build an automated meeting confirmation system for his intake team and case staff. When a potential or existing client has a meeting scheduled, the firm had no automated text confirmation, no reminders, and no way to track whether the client confirmed. Clients would hang up the phone and have to remember on their own, leading to no-shows.

The goal was to design Salesforce Flows that use the Case Status messaging platform (which the firm is migrating to from SMS-Magic) to automatically: (1) send an immediate confirmation text when a meeting is scheduled, (2) send a day-before "please confirm" reminder, and (3) alert staff if the client hasn't confirmed. The deliverables were implementation-ready Flow specification documents that Nathaniel (the firm's Salesforce admin) could build directly in Flow Builder without guesswork.

The scope expanded mid-session from intake-only to include Matter-level events (depositions, mediations, client meetings on active cases).

What Was Accomplished

Full Salesforce/Litify Org Exploration

Before building anything, the entire Salesforce org was explored:

• Discovered 1,752 objects in the org
• Mapped the Litify PM and Extensions packages
• Identified all installed messaging platforms: SMS-Magic (active but being retired), Case Status (ramping up), RingCentral (backup), Dialpad
• Verified SMS-Magic is still active (~7,000 messages/month, 23 templates, 3 drip campaigns) despite plans to retire it
• Confirmed Case Status adoption is growing: Jan 2026: 1 message, Feb: 41, Mar: 187 (all automated via "Litify Services", no individual staff texting through it yet)

Case Status Integration Documentation Review

Sam uploaded the Case Status and Litify Integration Documentation PDF (v1.1, July 2025, 27 pages, author: cclark@casestatus.com). All 27 pages were read and analyzed. Key findings:

• Two critical Apex Actions already installed in the managed package (v1.30):
  • "Send a Message Through Case Status" (parameters: integrationIds, messages, apiKey, baseUrl)
  • "Sync an Appointment with Case Status V2" (parameters: api_key, matter_integration_id, appointment_integration_id, appointment_type, appointment_date, appointment_address, plus optional confirmation_enabled, confirmation_days_before, internal_notification_enabled, internal_notification_days_before)
• Existing flows already sync Intakes, Matters, and Clients to Case Status on create/update
• No existing appointment or meeting confirmation flows found in the org

Field-Level Verification on Intake Object

Every field API name was verified directly against the Salesforce org:

• Scheduled_Intake_Date_Time__c exists on litify_pm__Intake__c (DateTime, unused since Nov 2024, ready to use)