Second Opinions

How Do I Start Automating Documents?

By Storm Evans

WHEN A LAW office wants to implement case management, it's usually to solve a problem -- usually involving dates, addresses, or aspirations for a "paper-less" operation.

The first step to all of the above: document creation/assembly -- a.k.a. document automation.

Here are 10 things you need to know about document automation through case management software.

1Document automation is included in each case management system.

Most, if not all, case management systems -- including Abacus Law, Amicus Attorney, Case Master and Time Matters -- offer automated document generation, using Microsoft Corp.'s Word and Corel Corp.'s WordPerfect software programs. And they all integrate with HotDocs if you need more powerful decision making within the document.

2Document automation is just as important in implementing case management as any other feature.

The most expensive component of the practice of law is the generation of routine correspondence, pleadings and other documents. You recover more of your technology investment if you use document automation to make the preparation of those documents more efficient.

3Document automation must be part of the roll-out of the case management system.

Automate at least your standard letter, fax cover page, mailing labels for flat envelopes, and the pleading heading for litigation matters before you begin training. Include document generation in your basic training.

4Document automation comes in three flavors:

a) formattable clipboard (Time Matters); b) merge; and c) integration with HotDocs.

With the Time Matters formattable clipboard, you design templates that merge with Time Matters information (case, matter, event, todo and even related records). The resulting document is then inserted into a new or existing word processing document. The software does not care whether you have Word or WordPerfect open at the time, you can insert the document into either -- or into a time record, a fax cover page, or an e-mail. There is some text formatting available with this feature but if you want the full benefit of your word processing formatting, move on to the merge feature.

The merge feature allows you to take fields of information from the case management software and merge it directly into Word or WordPerfect documents. You can then use the full power of the merge features of the word processing software including variable language.

Case Master merges with Word but requires HotDocs to merge with WordPerfect. Case Master comes with true, very powerful document assembly software built in if you use Word.

5Planning is vital.

Review the standard documents that are mailed from your law firm on a daily basis. Choose documents with a few areas where information varies from file to file. Pick two or three to start. Review the case management software screens to see that the variable information is being captured.

6Document automation through the case management software can be used to conform letter, pleading, and fax covers in your office.

Often people in a law office prepare documents in an individual fashion. No one has established a standard for the way documents look across the firm. When you begin to employ case management for document generation, your staff uses the same documents as forms, conformity naturally follows.

7Customize information "fields" in the case management software to get full value.

Add fields to the case and contact information, and customize the form itself. For example, if you want the "re:" line of a letter to be filled in automatically when a letter is generated, you will want the "re:" text to be stored with the matter or case information. This probably requires customization of the information stored with the case. In the form document you will place the code name for that field where you want it to appear.

8Create sample documents to convince your staff that using the system is better than doing it from scratch.

First, automate the most frequently used documents, using information that you want to keep current in the case management system. Beyond the obvious letter, fax cover page, and pleading heading, find at least one area of the firm that creates many simple letters in the course of a case. That's where to begin your automation effort.

9Train, train, please train.

Your attorneys and staff won't use the forms if they do not know that they exist, or if they are intimidated and don't know how to enter data. They won't update information if they don't understand the benefit. Develop crib sheets to demonstrate proper field contents.

10Refine and expand your document automation system.

After you train your first group of secretaries and lawyers to use case management software to generate documents, get feedback and refine existing documents. Then expand the use of the features by automating documents in a different practice area.

LTN Editorial Advisory Board member Storm Evans is a Philadelphia-based consultant on automation and management services.