Description - New Client Matter Intake
A Metastorm Process Pod®

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Category Services
Sub-category Application
Created By Metastorm
Support Available From Metastorm Professional Services Engagement
Vertical Focus Legal
Send Pod Requests To MetastormProcessPods@Metastorm.com
Brief Description of Functionality

Legal firms are burdened with processes that are manual, paper intensive, require double data entry and don’t foster improved client services. A case in point is reviewing and processing new clients or new business from existing clients – one of the most cumbersome activities within the legal industry. It requires numerous procedures and onerous amounts of paperwork to make decisions on conflicts of interest, generate billing, and obtain departmental approval to proceed with a new client or to begin new activity with a current one.

The Metastorm New Client / Matter Intake Process Pod automates this critical process. Specifically, with this Process Pod you can:

  • Gather client, matter, and billing data (or retrieve existing data from Elite)
  • Individually address Conflicts – resolution of each is audited
  • Add documents (e.g., Fee Letters) to Interwoven WorkSite and associate them with the New Client / Matter folder
  • Define your Firm-specific Approval stage (e.g., number and roles of people who need to approve the new business, and in what order)
  • Enable an approver to return the New Client / Matter folder to the Requesting Attorney for more information or clarification
  • Add notes to the New Client / Matter folder
  • Provide full visibility into current status of the New Client / Matter folder
  • Define delegates for out-of-office scenarios – i.e., for one person to act on behalf of another
  • Send email notifications at defined points in the business process
  • Create a Client and Matter record in Elite
  • Perform system administration activities such as defining drop-down field selections, authoring text for form-specific Help windows, etc.

    • View Demo  WMV
    Services Work Effort
  • Procedure Installation: publish procedure, populate Administrative forms, redirect database Views, author Help content
  • Interwoven WorkSite Integration Process Pod Installation: assumes Interwoven WorkSite Server software has already been installed
  • Elite Integration Process Pod: assumes Elite software has already been installed
  • Share Point Web Parts Configuration: assumes Share Point server has already been installed
  • Knowledge Transfer
  • Testing

    Any customizations or enhancements to this Process Pod would be completed by the Metastorm Professional Services team. The PS team will work with you to define an estimate of additional hours required to complete your desired customizations. Examples of these customizations include:
  • Modifications to the forms (field labels, additional fields, etc.)
  • Modifications to the process flow
  • Process metric and/or management oversight reports
  • Definition of firm-specific Share Point portal(s)
  • Integrations with alternative Document Management and/or Billing Systems
    • Metastorm Enterprise Products Used and Supported Metastorm BPM Release 7.6 or Version 9
    Metastorm SharePoint Web Parts
    Other Version Information Interwoven Version 8.1.1 and above
    Thomson Elite Version 3.5.016 and above