Custodian for Legal

Custodian for Legal

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Custodian for Legal is a complete matter management solution based on Microsoft Office 365/SharePoint that utilizes the powerful and familiar interface of Microsoft Outlook and other Office applications to ensure the highest level of user adoption. The flexible set-up provides an optimal fit for law firms, legal departments and legal service providers.

Custodian for Legal within Law Firms

Custodian for Legal is trusted by many law firms around the world to integrate their matters into the familiar interface of Microsoft Outlook. It integrates well with commonly used applications within law firms such as practice management, time tracking, document assembly and comparison software.

Manage your internal filing structures, documents and emails without leaving Outlook. Connect additional repositories such as deal rooms or knowledge archives to Outlook and benefit from functionalities like offline access, single search interface for all your repositories and simply move documents between various locations via drag-and-drop. It is possible to connect to various sources similar to SharePoint, SharePoint Online (Office 365), HighQ, iManage Work, etc.

Increase efficiency and improve compliance by using a software assisted filing system. Analyze the data in the system, filed by all the users and match any incoming email communication and attachments to the available content. Therefore, end-users will receive suggested filing locations or filing can be automated completely to the proper locations.

This solution goes beyond traditional matter management by leveraging native SharePoint and Office 365 functions such as tasks, status reports, news feeds, timelines, instant messaging and OneNote. Firms can automate their way of case handling (tasks, milestones, document templates, etc.) for simple and complex matters into a matter template. Professionals can easily keep track of their work and progress from within Outlook, while managers can report on progress, billability, risks and other important KPI’s via intuitive BI dashboards.

Benefit from the building external sharing capabilities from SharePoint online and Office 365 and allow professionals to share specific and of course highly secured areas with external users or firms. Legal professionals use this typically as deal room for M&A transactions or to maximize the service for customers by providing them with a secure and friendly client portal. Client portals can be used to share documents, news, status updates and Q&A’s, or even provide access to self-service Expert systems that automate commonly used legal tasks such as the creation NDA’s or risk assessments.

Create new documents based on your corporate templates, merge with external data, apply corporate style and make sure best practices are used. The review and compare functions deliver great efficiency improvements and can be integrated with solutions from DocsCorp, Workshare or SmashDocs.

Automate the full process for employees to suggest and rate internal and external documents for the knowledge collection and have the knowledge manager easily review, edit and organize the knowledge documents from within Outlook. Users benefit from the powerful Search capabilities of SharePoint and Qwickr that allow them to find and use documents, articles and/or subject matter experts quickly and save personal searches for quick retrieval of custom data sets.

Custodian for Legal within Legal Departments

Custodian for Legal is trusted by many legal departments and enterprise organizations around the world to integrate matters, projects and business requests into the familiar interface of Microsoft Outlook. It integrates well with commonly used applications within legal departments such as SharePoint and Office 365, SAP/ERP, template management, entity management and comparison software.

Allow the legal department to implement a complete matter management solution on top of the (existing) SharePoint/Office 365 solution without the need for any additional hardware or complex IT projects. Easily register all matters and key information about matters and intuitive systems. Users already know how to use Outlook. Allow legal professionals to manage their matters, status updates, documents and emails from within Outlook while the general counsel always has the latest information available.

Automate the way various departments correspond with legal and provide capabilities for departments to request assistance from legal via pre-defined triage process. In this way, all the required information is provided with any request and routed to the correct persons within the legal department. As a result, legal professionals can immediately start working on the case instead of having to collect additional information or having to forward incorrect requests to other people in the organization. Automating the full requests will also provide accurate data for reporting purposes such as response or resolution times.

Large organizations often have to take care of various legal entities, which all have their own structure, corporate documents, reporting requirements, shareholders, etc. Allow legal departments to organize these entities in a secured and structured way, which can be accommodated to the needs of the organization. This for example includes reminder functionalities for contract renewals and official filing moments.

Allowing legal users to upload signed contracts from within Outlook or providing business users with a friendly form to submit any signed contracts are simple ways to collect all executed documents in an organization. During the contract filing solutions, users are prompted to register important properties of a contract (effective date, renewal period, change of ownership clause, etc.) while these properties can then be used for detailed reporting and notifications later.

Depending on the reporting requirements of the department, specific properties can be captured during the creation of matters or during saving of (specific) documents. In order to capture these properties and combining this with the ability for the legal professionals to quickly register a status update on their case from within the familiar interface of Outlook, a data set is provided that can be used to create advanced BI dashboards which is typically used for claim reporting and financial impact, matter status overviews, contract renewal dashboards, etc. Apart from the BI dashboards, users benefit from the powerful Search capabilities of SharePoint and Qwickr that allow them to find and use documents, articles and/or subject matter experts quickly and save personal searches for quick retrieval of custom data sets such as “All contracts expiring in 60 days” or “All communication related to a specific matter”.

Allow departments to structure their important knowledge documents and corporate document templates in a way that they are easily accessible for the entire department or other departments. By centralizing the template management, it is possible to optimize the compliance and ensure the latest versions of the corporate templates are available instead of copies of (outdated) documents.

Custodian for Legal within Legal Service Providers

Custodian for Legal is trusted by many legal service providers and enterprise organizations around the world to integrate matters, projects or specific transactions into the familiar interface of Microsoft Outlook. It integrates well with commonly used applications within legal departments and law firms and allows multiple organizations to easily collaborate in a matter, project or transaction with maximum security.

Benefit from the building external sharing capabilities from SharePoint online and Office 365 and provide a tailor-made landing page for your customers where they can access documents, knowledge and other information. This allows legal service providers to create a tailor-made client page to their customers which can be used to share documents including version control and automatic notifications, news, status updates and Q&A’s, or even provide access to self-service Expert systems that automate commonly used legal tasks such as the creation NDA’s or risk assessments.

Users benefit from the powerful Search capabilities of SharePoint and Qwickr that allow them to find and use documents, articles and/or subject matter experts quickly and save personal searches for quick retrieval of custom data sets such as “All contracts expiring in 60 days” or “All communication related to a specific matter”.

Provide clients with a friendly form to submit any signed contract and allow service providers to easily collect all executed documents from an organization and move them into a secure contract vault. During the contract filing process, the important properties of a contract are registered such as the effective date, renewal period, change of ownership clause, etc. These properties will be used to create advanced dashboards, overviews and reminders later.

Benefit from the building external sharing capabilities from SharePoint online and Office 365 and allow professionals to share specific and of course highly secured areas with external users or firms. Legal professionals typically use this as deal room for M&A transactions or other transactions that require high volume and secure document exchange with one or multiple external organizations.

Easily push news updates, updated documents or instructions to your clients or within your own organization. Benefit from the friendly layout of SharePoint that allows you to create blogs and advanced pages with simple wizards. Or use the document sharing functionality to build a deal room around a specific transaction or project.

Go beyond traditional document or email management by leveraging native SharePoint and Office 365 functions such as tasks, status reports, news feeds, timelines, instant messaging and OneNote. Organizations can embed their way of working (tasks, milestones, document templates, etc.) for simple and complex matters into a matter template. Professionals can easily keep track of their work and progress from within Outlook, while managers or stakeholders can report on progress, billability, risks and other important KPI’s via intuitive BI dashboards.

Would you like to see more? Contact us for a full product demonstration.

CUSTODIAN FOR LEGAL CASE STUDIES

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