Legal Operations

Process Automation Use Cases

Explore these Use Cases to learn how workflow automation with TAP slashes errors and costs while improving responsiveness, agility, and security.

Legal Operations

Legal Operations
Legal Services Request Portal
Design and launch automated online forms and Legal Ops workflows for efficiently managing legal services re...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Legal Services Request Portal

Legal departments receive hundreds of legal services requests of various types, and the sheer volume of requests can lead to lost or mishandled requests, and drive up costs. This demands that a better, more efficient legal services requests intake workflow be put in place.

Challenge

Design and launch automated online forms and workflows for Legal Operations capable of efficiently managing legal services request intake.

Solution

By building forms and associated workflows to manage legal services requests using TAP, Legal Ops teams can accurately handle even high request volumes:

  • Individual online self-service forms can be easily designed and made available for submitting legal services requests.
  • Once a request has been submitted, it’s routed to the proper Legal Ops stakeholders/gatekeepers for review.
  • Tracking and auditing of the request and fulfillment process is automated, allowing better governance and compliance.
  • Notifications and alerts can be dispatched to process participants and stakeholders at pre-designated points throughout the intake process.
  • Service request intake workflows can easily integrate with other systems, such as e-billing and matter management processes.

Benefits

  • Legal services requests are submitted and processed with far greater speed and with minimized errors, delays and costs.
  • Centralized tracking and reporting allows managers to have overview of all workflows in real time.
  • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing.
  • E-signature integration standardizes secure approvals.
  • Self-service forms provide a quick and standardized request intake process, eliminating errors and waste.
  • Process acceleration improves Legal Ops agility and responsiveness.
  • Real-time oversight permits performance analysis and improvement of the entire process.
  • Automated workflow archiving ensures auditability of workflows and assets.
  • Drives greater efficiency, accountability and a superior user experience for the legal department and business partners.
Legal Operations
Contract Requests
Automate the Legal Ops process for generating a legal contract, whether simple or parts of a complex Contra...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Contract Requests

With the TAP Workflow Automation, you can easily automate the steps involved in generating a legal contract, whether they’re simple tasks or a complex Contract Lifecycle Management (CLM) workflow. TAP will let you accelerate routing, reviewing and approving contracts with both internal and external parties, while eliminating costly mistakes and bottlenecks and delivering exceptional consistency, compliance, speed, and ROI.

For simple or advanced workflows alike

With TAP, you can automate any simple, specific action or repetitive task, such as moving a contract between folders (“Pending” to “Approved”) once it’s been signed.

For more complex contract generation processes, our drag-and-drop workflow designer makes it quick and convenient to route contracts through multiple gatekeepers and channels. Automatic notifications and alerts keep participants engaged and taking timely action, and TAP’s centralized dashboard lets you monitor the progress of all contract workflows.

Make Contract Lifecycle Management a reality

With TAP, you can execute cost-effective CLM by digitally centralizing documents, tracking contract workflows, automating expedited review and approval processes, and providing governance and analysis to continually improve the total process.

Build smarter documents

Our form building tools let you embed customized fields and pre-defined data into standardized templates or customized contracts, reducing human error and safeguarding compliance.

Automated archiving and accessibility

TAP automatically, securely archives workflows and all documents, making audits far easier and ensuring transparency and accessibility, even from mobile devices. That drives greater collaboration and productive engagement for everyone involved.

Secure e-signatures and other integrations

With TAP, you benefit from integration from best-in-class e-signature providers and many other with top-tier enterprise technology platforms.

That extends your ability to transform the contract process into an automated, accelerated staple of how you service customers or clients.

Legal Operations
Patent Mining Sessions
Create an expedited process for requesting and setting up Patent Mining Sessions within the organization.
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Patent Mining Sessions

Challenge

Create a Legal Operations solution for requesting and setting up Patent Mining Sessions within the organization.

Solution

  • Workflow and self-service forms allow users to inquire about or request a Patent Mining Session within their company or legal department.
  • If a request, it’s automatically routed for proper review.
  • They can then arrange for setup of these sessions, including notification of all appropriate teams and stakeholders within the organization, and for any follow-up notifications necessary.

Benefits

  • Telework requests are submitted and processed with far greater speed and minimized errors, delays and costs.
  • Centralized tracking and reporting allows HR to have overview of all workflows in real time.
  • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing.
  • E-signature integration standardizes secure approvals.
  • Automating the process saves time and simplifies session logistics.
  • Participation, attendance and collaboration are enhanced thanks to automated notifications.
  • It’s a Legal Operations solution that can be duplicated and adapted for other collaborations and sessions.
Legal Operations
Directors & Officers Liability (D&O)
Develop a Legal Operations workflow enabling users to make disclosures about the director, officer, and adv...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Directors & Officers Liability (D&O)

Challenge

Develop a D&O liability disclosure workflow that’s automated to optimize Legal Operations efficiencies for what may be a sensitive but essential process. This workflow allows users to make disclosures regarding the director, officer, and advisory board positions that the Firm’s attorneys hold for any outside organizations, as well as any ownership interests the Firm’s attorneys may have in entities that are also Firm clients.

Solution

  • Standardized self-service forms are designed that capture complete and necessary information from a firm’s attorneys.
  • Once completed and submitted, these can be routed to the appropriate individuals for review.
  • Disclosure forms are also automatically centrally archived for security, audit and accessibility purposes, as needed.

Benefits

  • Automating the process saves time and expedites the review process.
  • Centralized storage of D&O liability disclosure workflows and assets allows for greater transparency/visibility for authorized parties.
  • Standardized disclosure forms ensure consistency in information solicited and processed.
  • TAP is built to the highest security standards, so your automated workflow is more secure and controllable than manual/paper-based processes.
Legal Operations
Self-Service NDA
Automate the NDA submission and review process to eliminate inefficiencies, improve compliance, and reduce ...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Self-Service NDA

Automating the NDA process by deploying a self-service NDA workflow can generate enterprise-wide consistency and sizable savings. It’s why more and more legal departments are turning to legal workflow automation solutions like TAP Workflow Automation. Example: When Yahoo Legal leveraged TAP, it created a self-service NDA workflow portal covering 20+ countries, even utilizing Chinese characters. Used by hundreds of employees annually, it freed lawyers or paralegals from being bogged down in hundreds of NDAs, eliminating thousands of costly wage hours.

Challenge

Design and launch a self-service NDA workflow to eliminate inefficiencies, improve compliance, and reduce costs.

Solution

  • Self-service NDAs can be custom-designed or use TAP’s pre-formatted templates.
  • A full template repository warehouses NDA templates to meet any contingency.
  • Routing of requests to the right internal stakeholders, if needed, can be built into the NDA workflow.
  • Signature authority requirements are integrated into the workflow and can leverage secure e-signature tools.
  • Real-time status monitoring provides process oversight.
  • Stakeholders can collaborate in approval processes and more complex self-service NDAs via online commentary/notation.
  • Notifications and alerts can be dispatched to stakeholders at pre-designated points throughout the process.

Benefits

  • Simple standardized NDAs can be obtained any time, any location, without costly internal review by legal personnel, driving considerable savings.
  • Via a single portal, large enterprises can now manage NDA processes at scale, even across global networks.
  • Automating the process delivers an error-free workflow and user experience that’s faster and more reliable.
  • Each self-service NDA workflow can be automatically backed up to a secure Cloud archive, easily accessible for audit, governance and compliance purposes.
  • E-signature integration standardizes secure approvals.

ROI

  • A self-service NDA workflow can be up to 7 times faster and 15 times more efficient than a manual process, with 100% compliance and up to 400% ROI.
  • Fast adoption and ease of design/launch optimizes Time-to-Value via nearly immediate ROI.
Legal Operations
Confere­nce Participation & Publication Review
Design and publish a request-and-review process for employees seeking to participate in professional confer...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Confere­nce Participation & Publication Review

Challenge

A Legal Operations use case on how to design and launch a request-and-review process for employees seeking to participate in professional conferences and publications.

Solution

A workflow that makes both the request and review/approval sides of the process much quicker:

  • The would-be participant, interviewee or article writer completes an online assessment form that asks for all the vital information necessary for review and approval – specifics about the conference or publication, what their participation involves, etc.
  • The assessment form, once completed and submitted, is routed to the right gatekeepers and reviewers; in the case of one ThinkSmart client, it’s the internal legal team responsible for intellectual property (IP) management.
  • Those reviewers decide on whether or not participation should be approved. Factors that may be involved? An NDA may be required, or a publication opportunity may present a conflict of interest or violate internal practices.

Benefits

  • Automating the process saves time for all concerned, and allows for prompt and unequivocal review of the opportunity.
  • Accelerating response time lets the enterprise take advantage of quickly-developing opportunities and openings.
  • By standardizing the assessment form and other parameters that can be communicated as part of the form or associated workflow elements, expectations can be standardized among employees about what does and doesn’t constitute an acceptable opportunity.
  • These requests can be tracked and recorded, allowing creation of a historical record of participation in these channels – which could then be annotated with after-the-fact notes about how effective they were, etc.
Legal Operations
Electronic Signatures
Adopt a highly secure yet simple means for digitally indicating consent or approval on a digital document.
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Electronic Signatures

Challenge

Deliver highly secure yet simple means for digitally indicating consent or approval on a digital document.

Solution

  • e-Signatures are a legally acceptable mechanism for signing a contract, and use the latest and most secure technology available to automate and track digital signatures.
  • TAP provides easy integration of e-Signature technology into form and document-based workflows.
  • Leverages best-in-class platforms including Adobe Sign and DocuSign.
  • Centralized control and auditing via TAP and automated notifications allow managers/stakeholders to track approvals/consent status of a workflow.
  • Works via mobile devices, allowing remote/on-the-go approvals.
  • Automated notifications and alerts ensure timely participation from all concerned.

Benefits

  • Integration with top-shelf e-signature platforms provides best possible security and assurance that contracts will be compliant, legally binding, and secure.
  • Centralized dashboard allows monitoring and management of approvals and consents at every stage of a workflow, even those involving multiple stakeholders.
  • An automated approvals process accelerates engagement and participation, while standardization reduces errors.
  • Delivers significant time/cost savings and ROI.
Legal Operations
Trademark Infringement Log
Bring automated efficiency and speed to workflows for trademark filings, renewals, and related Legal Ops pr...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Trademark Infringement Log

Challenge

Bring automated efficiency to workflows for Legal Operations trademark tracking processes, as well as for trademark filings, renewals and related legal operations processes.

Solution

  • Self-service online forms allow personnel to submit trademark application requests.
  • Workflows can also be built around re-authorization requests for 3rd party usage of trademarks and brand assets.
  • TAP enables users without programming expertise to build equivalent apps as automated workflows.
  • Workflows and forms can be easily created in TAP drag-and-drop UI, specifying routing, stakeholders and notifications at every stage.
  • Automated notifications can alert stakeholders to the need for trademark renewals, and can link to requisite forms.

Benefits

  • Using a single database and environment brings standardization and centralization, with ready-made security and compliance.
  • All collaborators involved at the correct time and in correct sequence.
  • Processes repeat correctly every time, in standardized way, no matter how complicated.
  • Far higher security for sensitive processes that cross-organizational lines.
  • Documents and files that are relevant to each collaboration are centralized in one repository, not scattered with poor version control.
  • Some legal processes completed in 90% less calendar hours, consuming 75% fewer staff hours.
Legal Operations
Counsel Retention
Design a workflow to manage the process of requesting, drafting, reviewing and authorizing outside counsel ...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Counsel Retention

Challenge

Design a counsel retention agreement workflow to manage the process of requesting, drafting, reviewing and authorizing agreements with outside counsel.

Solution

  • Using online forms, users enter pertinent information about prospective outside counsel, either in A) a request for Retention Agreement form or B) by directly drafting a Retention Agreement.
  • Intuitive form/document-building interfaces assure standardization via pre-approved templates with embedded business logic.
  • Each counsel retention agreement workflow is customizable to Legal Operations needs.
  • Requests and/or agreements are accurately routed to proper stakeholders for review and approval.
  • Automated notifications and alerts ensure timely collaboration from stakeholders.
  • Approved Retention Agreements can be automatically routed to outside counsel for approval and secure e-signature.

Benefits

  • Self-service interfaces and workflow automation ensure efficiency and acceleration of the process, typically to a fraction of the time of paper-based workflows.
  • Need for review and gatekeeping by internal counsel is reduced, cutting costs.
  • Real-time reporting and tracking of every counsel retention agreement workflow takes place in a centralized environment to drive superior governance.
  • Standardization of forms, documents and workflows minimizes errors.
  • All counsel retention agreement workflows are automatically backed up to a secure Cloud archive, and easily accessible for audit purposes.
Legal Operations
Matter Management Intake
Design a dedicated Legal Operations workflow to manage matter management items, ensure compliance and minim...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Matter Management Intake

Challenge

Design a dedicated matter management workflow to ensure compliance and minimize risk.

Solution

  • Simple interfaces allow users to design, track and manage a matter management workflow with ease.
  • Form-building via intuitive interfaces lets them create basic or sophisticated forms with embedded business logic.
  • Each matter management workflow is customizable to the specifics of individual departments or enterprises.
  • Access to items across departments is ensured via a centralized roles-and-permissions-based application.
  • Reporting tools permit access to reports in a variety of formats to assure transparency and proper governance.
  • Notifications and alerts ensure prompt action by stakeholders.

Benefits

  • Automated matter management workflows provide huge efficiencies in time and cost savings across Legal Operations.
  • Real-time visibility into matter management workflows across departments, teams or practice areas allows superior governance.
  • Standardization of forms and workflows minimizes errors and reduces compliance risks.
  • Stakeholders are securely yet efficiently engaged in reviews and approvals, optimizing their role in the process by controlling work hours.
  • All workflows are automatically backed up to a secure Cloud archive, and easily accessible for audit purposes.
Legal Operations
Developer Agreements
Automate the process of creating agreements for new external developers working on an organization’s projects.
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Developer Agreements

Challenge

Create an online self-service agreement for new external developers working on an organization’s projects.

Solution

  • A simple online self-service agreement form is filled out by the requester, who includes all information specified about the developer.
  • If approval routing is necessary, this can be built into the workflow so stakeholders/gatekeepers are included in the process.
  • Notifications and alerts ensure prompt action by any members of the workflow.
  • Once approved, the document is then sent out for the dev to sign.

Benefits

  • The process is accelerated, while errors are reduced.
  • Simple standardized form can be obtained any time, any location.
  • Agreements can be processed through a single portal so large companies realize at-scale efficiency.
  • All workflows are automatically backed up to a secure Cloud archive, and easily accessible for audit, governance and compliance purposes.
  • E-signature integration standardizes secure approvals.
Legal Operations
New Business Intake
Automate the New Business Intake process for Legal Ops teams and law firms, integrating with other systems ...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

New Business Intake

When Justin Hectus, CIO & CISO at Keesal, Young & Logan, set out to organize the firm’s New Work Intake process as a hub that drew data from a range of other internal systems, he chose TAP as the legal workflow automation tool to help power it. TAP, he found, worked perfectly as part of an architecture where multiple data silos are linked, including eDiscovery, conflict of interest management, e-signature, CRM, budgeting and pricing, accounting and billing, docketing, and others.

Challenge

Automate the New Business Intake process for legal firms and Legal Operations departments.

Solution

  • Using a self-service online portal and standardized forms, users can be guided through launching the intake process with a minimum or errors or delays.
  • Intake documents can be custom-designed or use TAP’s pre-formatted templates.
  • A full template repository warehouses templates to meet any contingency.
  • Forms, notifications and other intake-related documents or alerts are routed to the proper internal personnel.
  • Workflows can be integrated with multiple external systems and databases, such as budgeting, accounting and billing, conflict of interest management, docketing and others.
  • Signature authority requirements are integrated into the workflow and can leverage secure e-signature tools.
  • Real-time status monitoring provides process oversight.
  • Notifications and alerts can be dispatched to stakeholders at pre-designated points throughout the intake process.

Benefits

  • The New Business Intake process can be far faster and more efficient, so billable services can be initiated earlier.
  • Standardized intake forms are available any time, any location, without costly internal creation or review by legal personnel, cutting costs.
  • Workflows are automatically backed up to a secure Cloud archive, and easily accessible for audit, governance and compliance purposes.
  • E-signature integration standardizes secure approvals.
Legal Operations
Membership Form
Devise a workflow allowing people/organizations to easily apply for membership in a trade organization as e...
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Process Automation Use Cases

Explore how automating a Legal Services Requests Portal with TAP Workflow Automation can generate savings and improved responsiveness.

Membership Form

Challenge

Design and publish a workflow to allow people/organizations to easily apply for membership in a trade organization as either buyers or providers of legal services. It can also prompt them to immediately pay any application/membership fees.

Solution

This workflow handles different applicant types and their associated approval processes, and integrates with PayPal to drive fee collection:

  • Individual online self-service forms are available for either buyers or providers of legal services.
  • Once an applicant has filled out and submitted the form, it’s routed to the proper stakeholders/gatekeepers for review.
  • Via PayPal integration, fee collection can be handled either at the point of submission (applicants are billed upon approval for membership) or are prompted via a follow-up notification upon approval.

Benefits

  • Workflow automation accelerates the process while removing errors and bottlenecks.
  • Forms and data can be centrally stored for governance and compliance auditing.
  • Self-service forms provide a quick and standardized application process.
  • PayPal integration allows new members to process their payments immediately after their applications are approved, expediting collection.

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