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Summary: Here, we look at how law firms can combine Microsoft Copilot with Sysero’s Knowledge Management and Workflow Automation features to drive enhanced efficiency and client service.
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Posted 29 April 2024

 

In today's fast-paced legal landscape, staying ahead requires more than just legal expertise—it demands that firms strategically leverage cutting-edge technology tools. One way that law firms can gain a competitive advantage is by combining the power of AI-driven technology tools with those designed by human experts. While AI tools like Microsoft Copilot excel in analyzing vast amounts of data and providing valuable insights, human-designed technology tools bring a nuanced understanding of legal processes, regulatory considerations, and client needs. 

By integrating these two types of technology, law firms can strike the right balance between the speed and convenience of AI with the contextual understanding and strategic decision-making of human experts. This allows for enhanced efficiency, improved decision-making, and the delivery of high-quality legal services that meet the evolving needs of clients.

Here, we look at how law firms can combine Microsoft Copilot with Sysero’s Knowledge Management and Workflow Automation features to drive enhanced efficiency and client service. 

What is Microsoft Copilot?

Microsoft Copilot is “an AI companion designed to assist users by providing information, answering questions, and engaging in conversation” according to Bing.com’s free-to-use version of Copilot. Copilot is the result of Microsoft’s investment in OpenAI, the creators of ChatGPT, and provides users with a natural language Chatbot experience using the Internet as its source of data.  A second variant of Copilot, and the reason for Microsoft's investment, is the Pro version. 

Copilot Pro does everything Copilot does, but adds the ability to “build your own Copilot GPTs tailored to your individual needs and interests”. A GPT is a natural language interface for a software application and Copilot Pro allows firms to integrate their existing applications with Copilot.  

Copilot Pro can be programmed to complete tasks such as retrieve information from your ERP system, summarise your in-house expertise on a subject, or guide you through a process. In order to do this, firms need to either develop their own GPT’s, which requires advanced technical knowledge, or use a software platform that integrates with Copilot Pro.

Creating AI-Driven Workflows with Copilot and Sysero 

Sysero is a platform that enables firms to build knowledge libraries, automate processes and integrate with existing applications. By combining Copilot with Sysero, law firms can leverage natural language capabilities to provide a chatbot that guides users through the maze of in-house systems and processes.

To make this magic work, firms need to define key phrases that activate a specific GPT.  For example “Get me a client's account balance” could be a trigger phrase for a GPT that asks for the client’s account number and uses that to retrieve the balance from the accounts system.  “Create an employment contract for Mr Joe Bloggs” could respond with a series of questions that use a standard template to create a perfect contract. More advanced automations could summarise the status of a specific matter or guide users through a series of steps to complete a complex task.  

AI systems like Copilot can sometimes make mistakes or take guesses because they're not perfect. However, when you create a workflow using Sysero, a human expert designs the questions. This expert knows how to set rules about what kind of answer is needed and how it affects the next steps in the process. These questions make up a Metadata Model that can be matched with the data in internal systems and databases. For example, if a prompt asks a user to “Please enter your name,” Copilot understands the response as two separate metadata elements: first name and surname. Sysero then checks this information against the data in internal systems to make sure it's correct. 

With Sysero’s Knowledge libraries, firms can also build internal classification systems for proprietary knowledge. So, when a user requests an example of an internal document or a specific account record, Copilot can be directed to search a specific in-house data source, rather than the entire internet. 

Enhancing Efficiency & Accuracy with Legal Processes

Within the world of legal technology, there’s often a challenge in understanding how “fuzzy logic” systems like AI fit into the meticulous practice of law. Contrary to AI, Sysero workflows are built by human subject matter experts, ensuring that processes and outcomes rely on precise and reliable data sources. By integrating Copilot with Sysero, firms can gain access to a unified, natural language interface that effectively guides both in-house and client users through precise processes, resulting in consistently accurate deliverables. 

To learn more about bridging the gap between AI and workflow automation for your firm, get in touch with the experts at Sysero. 

 

Relevance Score: 0.3629102
Summary: By seamlessly integrating technology into day-to-day operations, law firms can not only streamline their processes, but also unlock new avenues for revenue growth.
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Posted 30 January 2024

 

As we enter 2024, an array of challenges lie ahead for law firms and legal professionals. A growing sense of uneasiness surrounds firms, as the continued cost of living crisis and inflationary pressures put the profitability of firms at risk. The good news is that game-changing technologies like workflow automation can be leveraged to help firms navigate the challenges ahead through strategic efficiency. By seamlessly integrating technology into day-to-day operations, law firms can not only streamline their processes, but also unlock new avenues for revenue growth. 

Increased Efficiency, Decreased Costs

At the heart of workflow automation lies the promise of increased efficiency. Mundane, repetitive tasks that once consumed valuable billable hours can now be executed seamlessly with automation tools. Document drafting, case enquiries, and even routine communication with clients—these processes, when automated, free up precious time for legal professionals to focus on higher-value tasks.

Consider a scenario where document creation and review are automated. This not only accelerates the pace of work, but significantly reduces the likelihood of errors, ultimately translating into time and cost savings. As the old adage goes, time is money, and in the legal realm, every minute counts.

Spoor & Fisher Jersey unlocked efficiency gains for its trademark formalities team by leveraging workflow automation to streamline once-manual tasks like responding to client requests for status updates. By employing a low-code workflow from Sysero, Spoor & Fisher Jersey achieved consistently improved response times, which led to obvious benefits for its clients and also improved team morale by easing their workload. 

Improving Client Service for Profitability

Workflow automation plays a pivotal role in optimising client service, a cornerstone of legal practice. From initial client intake to transactional work, workflow automation can be employed to ensure that each stage of the process is handled seamlessly. Timely responses to client queries, efficient collaboration among legal teams, and automated client intake are just a few examples of how workflow automation can transform client service. 

By reducing the turnaround time for transactional work and enhancing collaboration, law firms not only improve client satisfaction, but also position themselves for increased workloads. More cases and transactional work, handled with the same or even fewer resources, directly contribute to the bottom line.

Empowering Profitability through Low-Code Platforms 

Low-code workflow automation helps law firms bolster profitability by putting the task of application development into the hands of their internal IT support staff and lawyers. Non-technical staff can quickly, easily and accurately construct custom applications to fit their unique requirements, without relying on outside IT expertise. This not only enhances operational efficiency, but also allows law firms to allocate resources more strategically, directing financial investments toward legal expertise rather than extensive technical support.

Leveraging Data for Informed Decision-Making

Workflow automation tools generate a wealth of data on how processes are executed, the time taken for each task, and potential bottlenecks. Analysing this data provides law firms with valuable insights into their operations. By identifying inefficiencies, firms can make informed decisions to further optimise workflows, eliminating unnecessary steps and costs.

Future-Proofing Profitability

In a dynamic legal landscape, the adoption of workflow automation isn't just about staying competitive; it's about future-proofing profitability. Law firms that embrace automation position themselves as agile, client-focused entities capable of delivering high-quality services in an efficient and cost-effective manner.

As we navigate the intricacies of modern legal practice, the role of workflow automation in driving profitability becomes increasingly evident. By embracing these technologies, law firms not only adapt to the evolving demands of the industry, but also carve out a path towards sustained growth and financial success. The future of legal practice is automated, and the dividends it pays in profitability are significant.

To learn more, please get in touch with our team

 

Relevance Score: 0.3629102
Summary: Depending on the need, there are a variety of ways you can leverage low-code platforms to create custom workflows and solve a number of operational challenges. Here, we look at some of the most common use cases for low-code platforms within law firms.
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Posted 27 November 2023

 

In the ever-evolving landscape of legal practice, efficiency and agility have become paramount. Law firms are increasingly turning to innovative solutions to streamline their operations and deliver enhanced services to clients. One such revolutionary tool is low-code platforms, offering a versatile and user-friendly approach to application development. In fact, Gartner predicts that low-code application development will account for more than 65% of application development activity across all sizes of companies before 2024. 

Low-code solutions enable non-technical users to create applications quickly by leveraging visual design tools and a drag-and-drop interface. With these features, lawyers can easily create workflows by mapping out a flowchart, rather than writing line after line of code. Depending on the need, there are a variety of ways you can leverage low-code platforms to create custom workflows and solve a number of operational challenges. Here, we look at some of the most common use cases for low-code platforms within law firms. 

1. Client Onboarding

Client onboarding is a critical process for law firms, often involving a myriad of paperwork, data collection, and communication. Low-code platforms simplify and expedite this process by enabling firms to create custom onboarding applications without extensive coding. These applications can automate the collection of client information via a web interface, facilitate electronic document signing, and integrate with existing databases to ensure a seamless onboarding experience. By reducing manual tasks, law firms can enhance the client experience and accelerate the onboarding timeline.

2. Document Automation & Template Management 

The legal profession is synonymous with copious amounts of documentation. Drafting, reviewing, and managing legal documents can be time-consuming and prone to errors. Low-code platforms empower law firms to automate document creation and template management without the need for any technical expertise. By using intuitive drag-and-drop interfaces, like Sysero’s Visual Designer, legal professionals can design templates for contracts, agreements, and other legal documents. These templates can then be dynamically populated with client-specific data, minimising errors, and significantly reducing the time spent on routine document generation. This not only enhances accuracy but also frees up valuable time for attorneys to focus on more complex legal matters.

3. Compliance Monitoring

Staying compliant with ever-changing regulations is a constant challenge for law firms. Low-code platforms provide a flexible solution for building applications that monitor and manage compliance. Firms can create custom applications to track regulatory changes, manage compliance checklists, and automate internal auditing processes. By centralising compliance monitoring through low-code applications, law firms can proactively address potential issues, reduce the risk of non-compliance, and demonstrate a commitment to legal and ethical standards.

4. Workflow Optimization

Beyond the specific use cases mentioned, low-code platforms allow law firms to optimise various workflows across their operations. Whether it's case management, time tracking, or collaboration, low-code applications can be tailored to suit the unique needs of a law firm. This adaptability enables firms to respond rapidly to changing requirements, improving overall operational efficiency.

Take for example, how Spoor & Fisher Jersey leveraged Sysero’s low-code platform to create a new Sysero Trademark Enquiry Handling Workflow to help the firm’s trademark formalities team manage and respond to trademark enquiries. With the new low-code workflow, all of the firm’s case information is easily accessible from a single platform, helping its trademark formalities team realise significant productivity gains. Additionally, the flexibility of the low-code platform enabled the firm to easily customise the workflow to suit its needs, as well as successfully manage edge cases. 

5. Data Security 

Data security is a key concern for today’s law firms, and low-code platforms can play a crucial role in keeping law firm data safe and compliant. Low-code platforms provide a structured and controlled environment for application development, and often come equipped with built-in security features, such as encryption, secure authentication, and pseudonymisation, ensuring that sensitive  legal information is safeguarded throughout the application lifecycle. 

The ability to create custom applications with security best practices embedded directly into the development process empowers legal professionals to proactively address potential vulnerabilities. By offering a centralised and standardised approach to application security, low-code platforms contribute significantly to the overall data protection strategy of law firms, allowing them to navigate the digital landscape with confidence and trust.

Unlocking the Power of Low-Code Platforms within your Firm

In an era where technology is reshaping the legal landscape, low-code platforms have emerged as a game-changer for law firms. By leveraging these platforms, legal professionals can transform their processes, enhancing efficiency, reducing manual errors, and ultimately delivering higher-quality services to clients. As the legal industry continues to embrace innovation, the adoption of low-code platforms is poised to become a defining factor in the success and competitiveness of law firms.

However, not all low-code platforms are created equal. At Sysero, we’ve worked with leading law firms around the world to develop customised low-code solutions to drive efficiency and innovation. With an intuitive visual designer, integrated web forms, built-in compliance, and embedded data security, Sysero’s low-code platform offers law firms the optimal solution for workflow optimisation. To learn more or book a demo, please visit sysero.com.

 

Relevance Score: 0.3629102
Summary: Here, we look at three key ways that firms can leverage technology to help reduce costs, accelerate operational efficiency, and ultimately boost profitability.
Resource Type: Blog
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26 July 2023

 

Amid rising inflation, increasing staff requirements, and a challenging economic environment, the old adage ‘time is money’ has never rang more true for law firms. The legal industry is facing some significant profitability challenges, which means modern firms must find new ways to cut costs, whilst simultaneously improving productivity, increasing output, and ensuring client satisfaction. 

Revenues at UK law firms are generally trending upward, with 90% of firms increasing fee income. Yet, rising costs and declining demand are causing law firm profits to stagnant, or even decline. As firms struggle to overcome increasing staffing costs, declining demand, and other economic pressures, the ones that are able to focus on time-saving measures to improve productivity and output are the ones that will be left standing. Here, we look at three key ways that firms can leverage technology to help reduce costs, accelerate operational efficiency, and ultimately boost profitability.

Accelerate Processes with Automation

Processes are an essential part of law firm operations, from client intake and contract negotiations to service delivery and transactional work. However, manual processes tend to be time-consuming, inefficient, and prone to human error. On the other hand, automated processes reduce complexity, streamline efforts, and ensure the right information is presented to the right people quickly and efficiently. 

A recent EY Law Survey found that 59% of legal professionals believe that technology offers significant or very significant potential for cost-savings, far ahead of any other opportunities. This is especially true when it comes to process inefficiencies; 57% of survey respondents reported that inefficiency in the contract process slows revenue recognition, and in some cases results in loss of business.

Legal workflow automation enables firms to optimise their processes and maximise growth opportunities amongst new and existing clients. The right technology will also help identify compliance concerns, reduce redundancies, and integrate seamlessly with other tools to create a process that’s truly transformational. 

Leverage No-Code/Low-Code Technology Solutions for Lower Costs

Technology powers the modern law firm. However, choosing the wrong type of technology can lead to more complexity and higher costs. Typically, law firms face two options when selecting technology: buy or build. By opting to buy a solution, firms face a lengthy purchasing process and can still end up with a solution that’s bound by the limits of the technology. On the other hand, building a solution requires significant time and investment and can be extremely difficult to maintain and manage. Currently, more than 70% of technology employers in the UK are experiencing skills shortages, and more than half of employers say that candidates lack the right technical skills for the jobs required. 

That’s why no-code/low-code technology solutions hold the key to powering an agile and productive firm. These platforms allow non-technical users - such as lawyers or staff - to build and deploy their own applications, without writing a single line of code. Instead, users leverage an intuitive drag-and-drop interface to quickly and easily build custom, automated processes. This approach allows law firms to benefit from the usability and scalability of off-the-shelf software, as well as the customisation afforded by in-house solutions. Since the applications are easy-to-use, there’s no need to spend hours training up staff to use the platforms or have to rely on time-intensive IT support. 

These applications can be leveraged to streamline a number of complex processes, such as client intake, compliance tracking, document creation, and contract management. They can also be used to ease day-to-day operations by automating high-value activities such as providing timely alerts on contract expirations, creating and centralising tasks via email requests, and automating content review policies. 

Deliver Expedited Client Service with Workflows 

Today’s legal clients are tech-savvy, and they expect their firms to be as well. Leveraging the right technology, law firms can not only position themselves as an innovative partner, but also speed up the time it takes to deliver client work. Using workflow automation, firms can speed up processes, more efficiently handle client requests, and process more transactions, quicker. 

Take for example, how Spoor & Fisher Jersey leveraged a low-code workflow solution to streamline key operational processes for its trademark formalities team. With the firm’s new Sysero Trademark Enquiry Handling Workflow, staff members can quickly and easily turn Outlook emails into outstanding client requests within an automated workflow. 

Once staff is ready to process the requests, they simply access the request from within Outlook or the workflow web interface, provide the case number, and the relevant case information is automatically pulled in from the firm’s IP system and merged into a ready-to-send email template. Users can then choose to update the email or directly send it to their clients. Once the email has been sent, it’s automatically filed and recorded against the case in the firm’s iManage DMS. 

By using workflow automation to automate once-manual processes, firms can speed up response times for clients, while also realising significant productivity gains internally. 

Paving a Path for Greater Profitability 

For today’s law firms, productivity leads to profitability - and technology is the tool that powers a productive workforce. By automating processes, putting technology into the hands of users, and delivering higher quality client work, faster, law firms can effectively face the economic challenges of the modern legal market and come out ahead. 

To learn how Sysero technology solutions can help, please get in touch with our team

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Summary: Cloud-based workflows have long powered processes across the corporate sector, and in recent years, law firms and other professional services organisations have begun to unlock the potential of cloud-based workflows.
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Posted 24 May 2023

 

In today’s digital world, many organisations are transforming once tedious and manual-based processes into digitally-driven optimised workflows. Cloud-based workflows have long powered processes across the corporate sector, and in recent years, law firms and other professional services organisations have begun to unlock the potential of cloud-based workflows. 

Faced with the ‘great resignation’, the rise of hybrid work, and the increased need for agility and flexibility, law firms are embracing cloud-based workflows to help drive efficiency, enhance client experience, and boost productivity. A recent survey reports that more than half of UK law firms are prioritising investment in process automation technologies in hopes that it will help its lawyers and staff manage ever-increasing workloads. While the benefits of cloud-based workflows are plentiful, here we highlight five key benefits that your firm should be aware of.

Enhanced Efficiency

Today’s clients have come to expect always-on service and value-based pricing, and cloud-based workflows can help law firms deliver. By bringing traditional processes to the cloud, your firm can help liberate lawyers and legal operations from the burden of time-intensive processes, such as client intake and onboarding, document generation, and contract execution. For example, your firm could use workflow automation to streamline the contract lifecycle - from automating contract creation and review to securing e-signatures and executing contracts. 

Reduced Risk

Automated cloud-based workflows can reduce risk in a number of ways. Not only does automation help reduce the risk of human error, but it also enables you to build best practices and compliance into everyday operations. Take for example, how top-tier rated international law firm Wikborg Rein launched a digital client intake solution that provides users with an intuitive web interface where they can quickly register new clients and cases, ensure the required information is captured, and verify client data in accordance with current regulations. 

Lower IT Cost

With technologies like low-code and no-code workflows, cloud-based workflows can actually help reduce ongoing internal IT costs. Low-code platforms empower lawyers and staff to quickly and easily build custom workflows on the fly, without significant support from IT. A Deloitte study even estimates that workflow automation can reduce general business costs by 30 percent, which takes into account staff and time savings, as well as accuracy improvements. 

These flexible and agile platforms deliver greater flexibility, agility, and productivity across teams, while also enabling firms to overcome a growing digital skills shortage. Furthermore, these platforms can be used for a variety of different use cases, from streamlining client acceptance and business processes to generating documents.

Improved Scalability

Using cloud-based low-code/no-code workflows, law firms can also greatly increase scalability. By putting the power of automation into the hands of lawyers and staff, firms can make it easier to create an effective, customised, and consistent process - both internally and externally. For example, Spoor & Fisher Jersey recently launched a robust low-code solution that streamlines the entire status updates process for its trademark and formalities. The result: achieved client response times and elevated internal morale. 

Bolstered Security

Security is a key responsibility for the modern law firm, and cloud-based workflows can help ensure your client data is properly protected, even in the case of a data breach. Legal workflows can be used to enforce data security across your firm and ensure data is being obtained, managed, and retained in accordance with data protection and retention policies, such as the UK Data Protection Act

Cloud-based workflows can also be combined with on-premise storage, providing both the flexibility and accessibility of the cloud and the enhanced security of an in-house system. These hybrid workflows allow clients to share information with firms via cloud-based workflows and then pull that information directly to an in-house server, where it can be stored safely and securely behind your firm’s firewall. 

Cloud-Based Workflows Are Crucial for Today’s Law Firms

As pressure mounts on law firms to become more digitally-minded and efficient, cloud-based workflows provide the opportunity to deliver greater productivity and profitability. The sooner you bring workflow automation to your firm, the sooner you can start reaping the benefits. To learn more about workflow automation solutions for law firms, please visit sysero.com. 

 

Relevance Score: 0.3629102
Summary: When it comes to digital workflows, there are endless possibilities in leveraging automation to drive improvements and optimisations for your firm. These are four signs that your firm is ready to digitise your workflows for a more optimised and compliant experience.
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Posted 22 February 2023

 

In today’s digital era, many law firms are unlocking the power of automation to transform once-manual processes into streamlined digital workflows. The corporate sector has long employed digital workflows to manage cost-efficiency, improve delivery times, and enhance customer service. So, it’s no surprise that modern law firms and legal departments are tapping into automation to uncover new and improved ways of working. 

In fact, according to a recent survey, more than half of UK law firms are prioritising investment in process automation technologies in hopes that it will help its lawyers and staff manage ever-increasing workloads. When it comes to digital workflows, there are endless possibilities in leveraging automation to drive improvements and optimisations for your firm. 

Why digitise and automate your workflows? 

Processes are what drive the day-to-day operations of a law firm - from onboarding new clients to delivering services and ensuring compliance. However, manual processes can be time-intensive, prone to human error, and difficult to scale. On the other hand, digital workflows can help simplify and streamline complex processes, maintain consistency, and ensure compliance. 

By automating key processes, legal professionals and firms can optimise workflows, improve efficiencies, and maximise growth opportunities. Take for example, how nearly 60% of legal professionals report that inefficiency in the contract process slows revenue recognition, and in some cases results in loss of business. 

While digital workflows can provide an array of benefits, it’s important to consider whether they are the right choice for your firm. The following signs will help you determine if it’s time for your firm to make the transition to digital workflows. 

Lawyers are bogged down with busywork

While processes are crucial for law firms, they can often require a lot of administrative work for lawyers. In today’s competitive climate, clients want on-demand advice and value-driven services, and the more time lawyers spend bogged down by administrative tasks, the less time they have to spend on value-added services.

By automating administrative tasks associated with client intake, document generation, and service delivery, firms can shift lawyers' focus from repetitive tasks to relationship-building and revenue-generating activities. 

With the introduction of low-code and no-code solutions, firms can even put the power of automation into the hands of their staff and lawyers. Take for example, how Wedlake Bell created a no-code workflow solution to help their lawyers streamline the process of conducting supply chain checks. With the new solution, the firm’s lawyers can easily manage multiple supply chain audits simultaneously and automate the creation of supply chain inspection reports.

Client satisfaction is dwindling

In today’s competitive legal landscape, retaining clients is crucial to survival. Today’s clients are accustomed to on-demand service and to stay competitive, firms must be able to deliver an efficient, quality client experience. 

Workflow automation can be used to build digital workflows for key business processes like contract negotiations and Know-Your-Client checks, so you can get to work quicker for clients. Digital client onboarding workflows can also help facilitate information-sharing with clients via online forms and automate key compliance checks, providing a streamlined, and more accurate way of gathering information from clients. 

Top-tier rated international law firm Wikborg Rein launched a digital client intake solution that provides users with an intuitive web interface where they can quickly register new clients and cases, ensure the required information is captured, and verify client data in accordance with current regulations. By using digital workflows to manage the intake process, the firm not only drives efficiencies in the process, but also demonstrates to its clients the firm’s dedication to digital transformation. 

Internal processes aren’t documented or compliant

Compliance is a key concern for law firms, and the lack of standardised and documented processes can easily lead to potentially devastating oversights. Digital workflows can be used to embed compliance best practices into every day processes and ensure that lawyers and staff are always obtaining, managing, and storing client data in accordance with data protection and retention policies, like UK GDPR.

By using a best-in-class workflow automation tool like Sysero to digitise workflows, firms can also create a clear audit trail throughout the matter creation process to ensure full accountability. 

Profitability is decreasing 

Decreasing demand and surging expenses are seeing the profitability of global law firms decline. As firms face rising costs, finding more efficient and cost-effective ways of delivering high-quality services is more important than ever. 

By embracing digital workflows, firms can reduce business costs, whilst elevating quality. A Deloitte study even estimates that workflow automation can reduce general business costs by 30 percent, which takes into account staff and time savings, as well as accuracy improvements. 

Is it time for your firm to embrace digital workflows? 

If your firm is experiencing any of the challenges above, it’s time to consider adopting digital workflows. At Sysero, we’ve worked with law firms and legal departments around the globe to help them drive more efficient and effective processes through workflow automation. Get in touch with our team to discuss how we can help you. 

 

 

 

Relevance Score: 0.3629102
Summary: Compliance is a key, yet complex issue for the modern law firm. Today’s firms have an obligation to stay in compliance with a host of regulatory requirements, including Know Your Client and Anti-Money Laundering regulations. While compliance for law firms is a standard part of everyday operations, the processes and protocols in maintaining compliance can pose unique challenges.
Resource Type: Blog
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Detail: Posted 12 October 2022

Compliance is a key, yet complex issue for the modern law firm. Today’s firms have an obligation to stay in compliance with a host of regulatory requirements, including Know Your Client and Anti-Money Laundering regulations. While compliance for law firms is a standard part of everyday operations, the processes and protocols in maintaining compliance can pose unique challenges. 

Many firms still rely on manual and time-consuming processes to onboard their clients and assess risk. Yet, this opens firms up to the risk of human error and significantly slows down the time it takes to accept new clients and start delivering service. To stay competitive in today’s market, firms ultimately need to strike the right balance between fast, efficient client intake and strong compliance policies and processes to protect their firms while providing value to clients. 

Fortunately, workflow automation provides firms with a faster, easier, and more reliable way to assess risk and onboard clients. According to the most recent Legal Briefings survey, more than 50% of law firm leaders say that process automation tools, such as business intake solutions, are amongst their top investment priorities. Streamlining the client intake process with workflow automation can not only help you better know your clients, but also deliver a more efficient client experience. 

What is Know Your Client (KYC)?

Know your Client (KYC) is a standard regulation in the legal industry that ensures legal providers have verified a client’s identity and assessed the client’s risk for money laundering activities. As part of KYC checks, firms must obtain sufficient information about the client before accepting payment or providing advice. 

In the context of anti-money laundering, KYC is the collection of client information beyond basic identity verification. The amount and type of information collected will depend on the individual client and the nature of work, however, it might include verifying the source of the client’s funding and continually monitoring the client’s financial activities. 

While there are many ways a firm can validate a client’s identity using a variety of resources, it tends to be a complex and time consuming process. That’s why more firms are turning to digital technologies to help them develop a speedy, efficient, and scalable approach to completing KYC checks.

Streamlining Risk Assessment with Legal Workflow Automation

Using workflow automation to power KYC processes improves the experience for lawyers and clients, while also providing a verified audit trail for compliance. Client onboarding and risk assessment starts by gathering the client’s information. With a forms-driven workflow approach, you can quickly and securely capture client data via web-based forms. By enabling clients to directly provide their own information, you not only improve accuracy, but also reduce the risks that arise from data duplication. 

Workflow automation can then be employed to accurately calculate risk based on your firm’s desired factors. What constitutes risk will vary from firm to firm, and platforms like Sysero enable you to build custom risk-based assessments based on your firm’s unique requirements. For example, Sysero teamed up with PSA Consulting to create a digital onboarding solution for Arntzen de Besch, which uses a built-in risk matrix to assess the risk of new clients based on a predefined set of rules determined by the firm’s priorities, including professional risk, terms alignment and GDPR compliance. 

As part of the risk assessment, an automated solution can easily identify potential risks by creating a risk profile for each new client. Low-risk clients can easily progress to the next stage of the client onboarding process, while high-risk clients are flagged and automatically routed to an escalation pathway, where risk experts can confirm the best approach forward. For example, Wikborg Rein’s digital client onboarding solution automatically routes any client or case that falls outside the firm’s risk requirements to a simplified workflow for further assessment and review. Once approved, the new client or case is automatically created in the firm’s integrated internal systems. 

The Importance of an Audit Trail

One of the most important issues with compliance is being able to tell the who, why and when for each case. To achieve this, each data change needs to be recorded. By recording the date and time of each change, any issues can be cleared up by contacting the individual who made the change.  

This is particularly important if an investigation is raised when things go wrong on a matter, especially if the authorities are involved. By maintaining a record of when data was entered, firms can prove what information they had at a specific point of time. This could be vital to proving that the correct level of checking was carried out if information comes out after the fact.

With an automatic audit trail, firms can prove to regulatory bodies that they have quality and control over their compliance procedures and avoid potential litigation and prosecution.

Improving the KYC Compliance Process with Sysero

To stay atop today’s changing regulatory landscape and client demands, a more modern approach to client intake is needed. By employing workflow automation as part of your client onboarding process, you can easily capture data and verification documentation, accurately assess risk, and get to work quicker for your clients. An automated process also provides an extra layer of compliance accountability by creating an audit trail detailing when the information was entered, which verifications were completed, who made decisions and reasons for those decisions.

As the need for KYC compliance, auditing, data security and greater efficiency continues to mount, workflow automation technology offers firms a way to transform the client onboarding process and ensure complete compliance protection. 

Ready to modernise and streamline your risk assessment? Get in touch with our team to learn more about Sysero’s automated Know Your Client solution

Relevance Score: 0.3629102
Summary: Despite the significant increase in legal workflow automation adoption in recent years, there are still many legal leaders who have hesitations and doubts about bringing workflow automation to their firms. Here, we debunk common misconceptions about legal workflow automation.
Resource Type: Blog
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Detail: Posted 29 August 2022

As law firms adapt to new working practices, ever-evolving technology advancements, and an increasingly tech-savvy clientbase, many are turning to automation to help drive efficiency, profitability, and client service. In fact, according to the latest Briefing report, 56% of UK law firms say they are prioritising investment in process automation technologies to improve efficiency in workflows such as client intake and compliance. 

Despite the significant increase in legal workflow automation adoption in recent years, there are still many legal leaders who have hesitations and doubts about bringing workflow automation to their firms. While leading law firms like Wedlake Bell and Castrén & Snellman are tapping into the benefits of workflow automation to streamline working practices and service delivery, others are missing out on the opportunity to unlock the benefits of workflow automation due to commonly held misconceptions. 

That’s why we’re taking this opportunity to debunk some of the most common myths about legal workflow automation.

Myth 1: Workflow automation requires a lot of time and training

By their very nature, law firms deal with highly complex processes as part of everyday business - whether it’s onboarding new clients, conducting compliance checks, generating bundles of documents, or negotiating contracts. The benefit of workflow automation is that it simplifies these complex processes, while also making it easy for lawyers to build their own processes. 

While it’s true that some workflow automation tools can be difficult to learn, other tools like Sysero are designed to fit with the way that lawyers are accustomed to working. For example, using Sysero’s workflow automation tools, lawyers can easily automate documents within Microsoft Word and build their own workflows via an intuitive visual workflow designer

Low-code/no-code platforms like Sysero allow lawyers to create their own applications and workflows using an easy-to-use visual interface and drag-and-drop functionality. Essentially, with a low-code/no-code solution, lawyers can create custom automated workflows, without any technical knowledge and limited support. 

Myth #2: Workflow automation and AI are the same

Although many in the legal sector use the terms “workflow automation” and “AI” interchangeably, they are in fact entirely different concepts

Workflow automation optimises processes by replacing manual tasks with technology that performs all or part of a process. It’s essentially a set of logic designed to complete repetitive tasks and processes at high speed with efficiency. 

AI, on the other hand, is an advanced technology that entirely replaces the need for a lawyer by replicating their own capabilities. It’s used to predict and perform high-end functions and help users make use of massive data for business decisions. 

In the legal space, workflow automation offers a modern-day solution to solving law firm’s biggest challenges - such as streamlining client intake, conducting KYC checks, and producing large amounts of transactional documents. While AI promises an all-encompassing solution that’s decades away.

Myth #3: Workflow automation will solve all of your problems

Many firms believe that once they implement a workflow automation solution, all of their problems will magically disappear. However, just like any other technology initiative, workflow automation requires proper planning, implementation and management. 

Workflow automation can deliver an array of benefits for the modern firm, however, it’s only as good as the processes it supports. It’s absolutely crucial to design your firm’s processes before implementing a workflow automation solution. Furthermore, adoption depends on the lawyers and staff using the solution, so it’s imperative to opt for a technology platform that’s easy-to-use and intuitive. 

Myth #4: Workflow automation isn’t secure

Most workflow automation tools live in the cloud, making them accessible to lawyers, staff and clients wherever they may be working. However, some legal IT leaders may feel that this puts their internal data at risk by exposing it to external servers. 

However, modern-day workflow automation solutions like Sysero allow firms to take advantage of the flexibility of cloud, as well as the enhanced security of an on-premise solution. Sysero’s hybrid workflow solution combines a cloud-based system with an in-house Sysero server to enable firms to host workflows that allow external parties (such as clients) to participate in workflows, whilst storing data in-house.

Furthermore, workflow automation solutions like Sysero come with built-in enterprise grade security protocols, such as pseudonymisation and encryption, to keep internal data protected.

Myth #5: Workflow automation is a one-time project 

Legal processes are always evolving, and so too should your workflow automation technology. Workflow automation is designed to continually evolve with the needs and requirements of your firm. 

Solutions like Sysero’s low-code platform make it easy for firms to customise workflow applications as needed to address new and arising challenges. Additionally, as your workforce scales, you can easily scale your workflow automation solution with Sysero’s clear, per-user licence agreement. Want to add more workflows as part of your Sysero system? It’s all included to make it easier for your firm to take advantage of the benefits of workflow automation.

Still having doubts about making the move to workflow automation? Get in touch with our team for a demo on how it can benefit your firm. 


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Summary: While low-code and no-code technology has the potential to reshape the world of legal work, there’s still some confusion about what it is - and more importantly, how legal professionals can use it to improve their day-to-day work.
Resource Type: Blog
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Detail: Posted 22 June 2022

In the past couple of years, low-code and no-code applications have slowly moved into the legal work space and are now rapidly shifting the way that lawyers work. Chances are, you’re already using a low-code or no-code platform of some sort within your firm. These applications allow lawyers to automate tasks and build custom workflows, without the need for additional IT support. By lifting the complexity from technology, these applications enable lawyers to simply and quickly automate high-volume, repetitive tasks to streamline processes.

In a time when efficiency, transparency, and consistency are key, low-code and no-code platforms are providing law firms and lawyers with a significant competitive edge. Firms that have already adopted these applications are emerging as tech-savvy market leaders and discovering that the benefits extend far beyond their office walls.

While low-code and no-code technology has the potential to reshape the world of legal work, there’s still some confusion about what it is - and more importantly, how legal professionals can use it to improve their day-to-day work. 

What is No-Code?

No-code platforms allow non-technical users to build and deploy their own applications, without writing a single line of code. Instead, users leverage a visual designer with drag and drop functionality to easily build modern applications. Essentially, these tools allow lawyers without any technical knowledge to create custom automated processes to meet their needs, without requiring the assistance of a developer. A simple example would be a lawyer using a visual designer to automatically save finalised documents into a DMS system.

What is Low-Code?

While no-code tools require zero coding from the end user, low-code programming removes up to 90% of the coding process. Using low-code tools, lawyers can create applications through a graphical user interface, but may require additional coding for specific situations. They work similarly to no-code applications, however, providing end users with the ability to customise certain processes and tasks to meet their unique requirements. For example, your firm might use a low-code platform to build a process for client intake, but require additional coding to include a identity check based on specific criteria. 

How No-Code/Low-Code Benefits Law Firms

When it comes to legal technology, law firms typically have two choices: buy a solution or build a solution. The route of buying a solution often requires months of internal research, review, and tenders - and still results in an less-than-ideal solution. By purchasing a solution, you’re also bound by the limits of the technology.

On the other hand, building a solution allows for a fully custom design, but requires significant time and investment. More importantly - it’s also become extremely difficult to find and retain the right staff to build, manage, and maintain a successful in-house solution. Currently, more than 70% of technology employers in the UK are experiencing skills shortages, and more than half of employers say that candidates lack the right technical skills for the jobs required. 

With low-code solutions, law firms can put the task of application development into the hands of their internal IT support staff and lawyers. Lawyers can quickly, easily and accurately construct custom applications to fit their unique requirements, without relying on outside IT expertise. This approach allows law firms to benefit from the usability and scalability of off-the-shelf software, as well as the customisation afforded by in-house solutions. It’s the best of both worlds, without any of the high costs, complexity, or risk associated with traditional solutions. 

Given the many advantages of no-code and low-code solutions, it’s no surprise that it’s adoption is expected to increase significantly over the next few years. Gartner predicts that “by 2023, low-code application development will be responsible for more than 65% of application development activity across all sizes of companies.”

No-Code/Low-Code Legal Solutions from Sysero

Sysero is already helping leading law firms around the world optimise processes through no-code/low-code solutions. Low-code solutions can be leveraged to streamline a number of complex processes, such as client intake, compliance tracking, document creation, and contract management. They can also be used to ease day-to-day operations by automating high-value activities such as: providing timely alerts on contract expirations; creating and centralising tasks via email requests; and automating content review policies. 

Is your firm ready for the no-code/low-code revolution? Get in touch with Sysero today to learn how we can help your firm thrive in the no-code/low-code era. 




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Summary: While the term Legal AI offers a visionary, bold, and frankly far-off answer to legal sector challenges, it’s Legal Automation that’s solving the problems of today and tomorrow.
Resource Type: Blog
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Detail: Posted 14 June 2022

This week a Google engineer claimed that his company had developed a sentient AI. Google denied that their AI was sentient, but rather that it used “large language models.” In the past several years, artificial intelligence (AI) has been the focus of a lot of hype in the legal space. It’s been touted as the cure-all for everything from organising and summarising documents to conducting due diligence and reviewing contracts. However, the hype has been a bit misleading. Whilst applications like Siri and Alexa use AI, it is their access to massive amounts of data that makes them work so well, rather than a step-change in technology that has created a new breed of self-reasoning applications.

While it’s true that legal technology is revolutionising the way lawyers work, AI has little to do with solving the day-to-day challenges that legal practitioners and law firms face. Whilst it can analyse documents to look for patterns, the absence of access to terabytes of data mean its applications and abilities within the legal space are limited. In reality, it’s automation that’s helping firms to overcome operational challenges, drive efficiencies, and power improved ways of working. While the term Legal AI offers a visionary, bold, and frankly far-off answer to legal sector challenges, it’s Legal Automation that’s solving the problems of today and tomorrow.

What is artificial intelligence?

IBM defines AI as “any system capable of simulating human intelligence and thought processes.” However, the term AI is often misleading when it comes to legal technology. There are many technology solutions that are touted as Legal AI because they use robots to solve problems. However, a true AI system has the ability to think, reason, and learn in the same way a person does. It essentially replaces the need for a human by replicating their own capabilities, including learning, reasoning, and self-correction. There’s no legal solution provider today that has that level of intelligence. 

Rather, many technology providers have adopted the term AI as an easy and hype-driven way to market robotic process automation and workflow automation. 

What is robotic process automation? 

Robotic process automation (RPA) is technology, governed by business logic and structured inputs, that automates repetitive tasks by mimicking the way people work. Unlike AI, it works in conjunction with people, rather than in place of. RPA leverages rule-based software to perform business process activities at scale, giving lawyers and staff more time back in their day. In the legal space, RPA is most often used to automate manual tasks such as extracting data and conducting database lookups and legal research.

What is workflow automation?  

The primary goal of workflow automation is to optimise processes by replacing manual tasks with technology that performs all or part of a process. In the legal space, workflow automation offers a real-world solution to solving some of the biggest operational challenges, such as streamlining client intake, conducting KYC and compliance checks, generating and negotiating contracts, and producing transactional documents. 

Some workflow automation solutions leverage RPA to simplify repetitive tasks as part of a process, such as automating background checks as part of a KYC workflow. 

Why Workflow Automation is the Key to Solving Legal Challenges

The main difference between workflow automation and AI is that workflow automation offers firms a ready-to-use automated tool to solve today’s challenges, while AI promises an autonomously-run firm of the future.

Today’s legal clients demand greater efficiency, transparency, and value. To remain competitive in the modern legal landscape, firms must optimise their processes to best serve their clients. Law firms can apply automation to most types of workflows to deliver better service, whilst maintaining compliance. 

 For example, here are some of the most common workflow automation use cases in law firms:

    • Client Intake: KYC/AML Workflows use workflow automation to capture client information, automatically conduct risk assessments, and quickly onboard clients.

    • Risk and Compliance: Risk and Compliance Workflows embed best practices and compliance into everyday processes to mitigate and manage risk.

    • Document Production: Document Production Workflows leverage workflow automation to streamline the creation of document bundles or packs - with no coding required.

    • Client Collaboration: Client Workflow Portals use workflow automation to enable firms to deliver transaction-specific documents to clients through branded portals.

    • Knowledge Management: Knowledge Management Workflows enable firms to maintain the quality of their shared knowledge.

Workflow Automation & Sysero

While it may be true that AI will revolutionise legal work - that moment has not yet arrived. Rather, today’s firms need to embrace workflow automation to ensure they can stay competitive in the evolving marketplace - and still be around to witness the power of AI if and when it arrives.

At Sysero, we offer a low-code workflow automation solution that’s designed to help firms transform and streamline their core business processes. By automating business-critical processes, Sysero can help your firm apply business rules more consistently, accelerate revenue, and deliver improved service. 

To learn more or schedule a demo, get in touch with our team.

Relevance Score: 0.3629102
Summary: From time-intensive processes to client data security, here we look at the five most common client onboarding challenges that today’s law firms face - and how technology can help you overcome them.
Resource Type: Blog
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Detail: Posted 18 May 2022

Acquiring new clients is the lifeblood of any law firm. However, onboarding new clients can often prove cumbersome, time-consuming, and ineffective. A poorly designed process driven by manual input can result in disorganisation, lost productivity, and more importantly, noncompliance. 

The EU and UK GDPR and Money Laundering directives have made it imperative for law firms to ensure they are following the appropriate compliance procedures, which includes sufficiently verifying the identity of your clients. However, this often requires a considerable amount of internal (and nonbillable) time and manual input within disparate systems, which leads to a greater amount of risk. At the same, firms are also tasked with driving greater efficiency in the client onboarding process. 

The good news is that technology can play a crucial role in helping your firm conquer some of the most common client onboarding challenges. From time-intensive processes to client data security, here we look at the five most common client onboarding challenges that today’s law firms face - and how technology can help you overcome them. 

1) The client onboarding process takes too long

Perhaps one of the biggest hurdles to efficient client onboarding is a poorly designed process, which can result in too many process steps, an inefficient allocation of resources, and huge communication gaps. 

More often than not, law firms rely on manual processes and disparate technology solutions to accept new business. This can result in inconsistencies in client intake questionnaires and engagement letters, lead to the omission of crucial information and create risk management gaps. For these reasons, just over half (56%) of law leaders in the UK report that business intake and compliance process automation technologies are amongst the highest-priority technology projects within their firms. 

Digital onboarding solutions can help your firm streamline risk analysis, automate business acceptance processes, and also improve firm-wide risk management by ensuring consistent and comprehensive intake questionnaires and engagement letter templates. 

These solutions leverage workflow automation tools, like Sysero, to enable you to customise your onboarding process and integrate with your firm’s existing business systems, such as accounting and document management, to speed up processes, reduce errors from data duplication, and get to work faster for your clients.

2) There’s missing or incorrect client information

Another common challenge in client onboarding is obtaining the right information. When client information gathering is done manually, key data is often omitted or misentered. Inaccurate data entry, human error, and poor data quality is one of the top issues law firms face in compliance screening.

Instead, opt for a technology solution that allows you to gather information directly from clients. Imagine simply sending a potential client a link to a secure web-based form, where they are guided through a questionnaire to gather the required information. By having clients confirm and update their own data through user-friendly web-based forms, your firm can ensure the correct data is collected and held within the firm’s other internal systems.

Top-tier rated international law firm Wikborg Rein offers a prime example of how digital forms can be used as part of an efficient client onboarding solution. Using its digital client intake solution, which is based on Sysero’s workflow automation technology,  Wikborg Rein uses an intuitive web interface to register new clients and confirm the necessary information is collected and verified by clients and other data sources in accordance with current regulations. 

3) Poor record keeping puts compliance at risk

Siloed systems and manual data management can prove to be a major challenge if your firm is called upon by regulators. In today’s world, it’s not enough to simply just monitor your clients on an ongoing basis; you must be able to demonstrate compliance activity with a clear audit trail as evidence. 

By automating your client onboarding, you can create a controlled process and be confident that every step, action and approval is documented automatically. For example, Arntzen de Besche, one of Norway’s most sought-after firms, uses a digital client onboarding solution that uses a built-in risk matrix to automatically assess a new client against Money Laundering Act requirements. Any client that falls outside the requirements is automatically routed to a simplified workflow for further assessment to ensure compliance and once approved, automatically created in the firm’s integrated ERP system. Every step of the process is recorded, providing a complete audit trail. 

4) Client data needs to be kept secure

In today’s compliance environment, law firms must ensure that data is captured, stored, and maintained in a highly secure manner. With technology like Sysero, data security best practices like encryption, pseudonymisation, and data retention policies can be automatically built into your client onboarding solution. 

Opting for a hybrid cloud solution is another way that your firm can reap the benefits of cloud-based technology, whilst ensuring your data stays secure on-premise. Using a solution like Sysero’s Hybrid Cloud Workflow, you can easily capture data from external parties using web-based forms, and then share, manage, and use that information via a secure in-house system. Once the information is migrated in-house, it’s stored behind the safety of the firm’s firewall and can be integrated with any and all internal systems as required.

5) Technology doesn’t align with the firm’s requirements

Before you make the leap into digital client onboarding, it’s essential to understand your requirements and evaluate potential technologies. Ultimately, the success of your digital onboarding solution depends on the technology that powers it. 

When deciding on a technology solution for your firm, there are few things you should consider:

  • Ease of use: How easy is it for staff to use? Will it require a significant amount of training? Opting for a low-code or no-code solution with a visual designer tool can help boost adoption.

  • Customisation: Can the technology be customised to fit your unique onboarding? requirements? Is it able to integrate with key external verification sites or partners?

  • Configurability & Flexibility: Will the technology integrate with your core existing systems? How easily can you adjust your compliance and data management rules and requirements?

  • Security: How will the system keep your client data secure? What security features come built-in? 

At Sysero, we’ve helped top-tier law firms from around the world streamline, automate, and secure their client onboarding processes. If your firm is looking to conquer the common challenges of client onboarding, now is the time to transition to a digital onboarding solution. Get in touch with our team to learn more. 

Relevance Score: 0.3629102
Summary: While workflows can be incredibly beneficial to your firm, your workflow design must be intelligent, detailed, and comprehensive. To help ensure your workflows work in the way you want, here are a few best practices for designing your legal workflows.
Resource Type: Blog
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Detail: Posted 7th April 2022

A properly designed workflow can go a long way in driving efficiency, productivity, and profitability for your law firm. By replacing manual processes with automated workflows, your firm can significantly reduce complexity, streamline operational efforts, and ensure the right information is presented to the right people at the right time. 

When creating better processes for a firm, it all comes down to workflow design. The purpose of workflow design is to map out the sequential steps involved to take a process from initiation to completion. During this process, you have the opportunity to view the entire workflow from a birds-eye view and how data moves seamlessly from one step to the next.   

Each step in a workflow should be carefully thought out, with the final goal or output in mind. By charting a clear, step-by-step path to accomplishing a task or action, you’ll be able to identify and eliminate inefficiencies, reduce redundancies, and ensure accountability throughout the process.

While workflows can be incredibly beneficial to your firm, your workflow design must be intelligent, detailed, and comprehensive. To help ensure your workflows work in the way you want, here are a few best practices for designing your legal workflows. 

Visualise your Process

Many of the processes within a law firm or legal department tend to be quite complex, and even the most seemingly simple of workflows can turn out to be more complicated than you anticipate. That’s why it’s essential to map out your workflows, so that you know what’s working, what’s not, and where crucial dependencies lie.

By creating a visual design, you’ll be able to better understand how the workflow needs to flow from one step to another. For example, Sysero’s Visual Workflow Designer provides users with an intuitive flowchart design tool that makes it easy to visualise and build customisable workflows in real-time. With the Visual Workflow Designer, users can create easy-to-understand workflow visualisations, and even export them into PDFs to share offline. 

Opt for No-Code/Low-Code Workflow Automation 

A key element of success to legal workflow design is making it accessible. You want to empower your lawyers and staff to quickly and easily create workflows when and as they need them. 

By opting for a no-code/low-code workflow automation environment, you’ll enable non-technical users to create workflows without directly writing any code. Instead, they’ll use a visual interface to map out steps, move data from one step to another, and decide how to process and store information. A workflow automation tool like Sysero provides users with the ability to easily design workflows using drag-and-drop functionality and a user-friendly visual interface - no coding required by the process designer. Where code is required, it should be done outside of the workflow environment and be self-contained and reusable. There are a couple of areas when code may be required:

  • To pull or push information with other systems such as client contact details and accounts information.  Dubbed Data Actions, these allow developers to code integrations using secure authentication and once developed and tested can simply be slotted into workflows and forms.
  • Where custom calculations are required as part of the process. For example, information captured during the workflow may need to be used as part of an algorithm. 

Use the Right Workflow Automation Tools

Selecting the right tool to design and automate your workflows is imperative. Firms are often keen on automating workflows, but fail to properly assess technology before making a significant investment. 

In order to achieve the best workflow design and properly manage it, consider the following: ease-of-use; security and compliance; and flexibility and scalability. A robust workflow automation tool will enable you to create customisable workflows that keep client data secure and processes running smoothly. Take for example, how Sysero’s workflow tools offer built-in enterprise grade security, as well as native compliance features.

Identify Opportunities for Integration

Chances are your workflows will need to extend beyond just your workflow automation environment. For example, when onboarding a new client, you’ll most likely need to capture information from them via an external form, process that information through your workflow, and then save final documentation within a DMS. 

When you map out your workflows, make sure to identify where system integrations should occur, and keep this in mind when evaluating potential technology partners. Workflows built using Sysero’s Visual Workflow Designer integrate with industry-leading solutions such as iManage, NetDocs, Microsoft Outlook, HighQ and DocuSign, to ensure your workflow operates smoothly from start to finish. 

Be Able to Adapt

The legal profession and client expectations are continually evolving, so you need to be able to adapt your workflows as required. There are a number of reasons why you may want to revise your workflows, whether it be eliminating bottlenecks, adding additional steps or introducing new choices. Having a visual workflow designer makes it easy to quickly make changes to your workflow and also better understand their implications.

Take the time early on to map out your workflows so you know what to expect. However, if you identify areas that need improvement, be sure to consider the impact any changes may have on your workflow and consider how automation can help eliminate any challenges. 

Understanding your legal processes and creating streamlined automation workflows can help your firm weed out inefficiencies and deliver a more consistent, high-quality and profitable service. Given the advantages of workflow automation, it’s a good idea to explore how your firm can effectively implement it and see for yourself the competitive advantage it creates. To learn more, get in touch with us.  

Relevance Score: 0.3629102
Summary: With the rise of hybrid working and constantly evolving client expectations, legal workflow automation has become a cornerstone of the legal IT stack.
Resource Type: Blog
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Detail: Posted 17 March 2022

Over the past several years, legal workflow automation has emerged at the forefront of digital transformation within law firms and legal departments. As tech-savvy and budget-minded clients demand more efficient, cost-effective, and transparent services, an increasing number of legal providers have adopted workflow automation to meet client expectations

Legal workflow automation adoption empowers providers to deliver higher efficiency and quality at a reduced cost, driving a better return on investment. By streamlining core business processes, workflow automation significantly reduces the costs and risks associated with non-automated workflows. Automating everyday legal tasks, such as NDA processing or client onboarding, also helps ensure compliance and quality.

According to the latest Briefing report, UK law firms saw process automation technologies as the third-most important priority in 2021; not far behind the top priority of agile working solutions. With the rise of hybrid working and constantly evolving client expectations, legal workflow automation has become a cornerstone of the legal IT stack. 

Why Automate Legal Processes?

Processes are essential to operating any law firm - from client onboarding and contract negotiations to service delivery and transactional work. However, manual processes tend to be subject to human error, time-consuming hours, redundancy of effort, and an inability to scale. On the other hand, automated processes reduce complexity, streamline efforts, and ensure the right information is presented to the right people quickly and efficiently. 

A recent EY Law Survey found that 59% of legal professionals believe that technology offers significant or very significant potential for cost-savings, far ahead of any other opportunities. This is especially true when it comes to process inefficiencies; 57% of survey respondents reported that inefficiency in the contract process slows revenue recognition, and in some cases results in loss of business.

Legal workflow automation enables legal providers to optimise their processes and maximise growth opportunities amongst new and existing clients. The right technology will also help identify compliance concerns, reduce redundancies, and integrate seamlessly with other tools to create a process that’s truly transformational. 

An added bonus to workflow automation is its ability to be accessed nearly anywhere. Cloud-based workflow automation tools like Sysero empower legal professionals to access critical workflows from outside the office - a key element to ensuring efficiency gains in the era of hybrid work. 

Choosing the Right Workflow Technology

Tackling the process challenges within a firm requires the right technology solution. So how can you choose the best solution for your firm? A robust workflow automation tool offers an array of benefits and features that are customisable to suit the needs of your firm. 

Ease of Use: 

Adoption is critical to the success of any internal technology solution, so be sure to opt for a solution that lawyers and staff will actually use. Tools like Sysero offer a non-code environment and an intuitive Visual Workflow Designer to enable non-technical users to quickly and easily build workflows in real time. 

Security and Compliance:

When evaluating solutions, look for those with built-in enterprise grade security protocols to protect your firm and client data. Some modern technology tools, like Sysero, also have built-in features to make it easier to embed compliance into everyday business processes. 

Flexibility and Scalability:

To adapt in today’s agile environment, firms must be able to quickly adapt to remote working conditions, update processes, or scale their efforts. A cloud-based workflow automation tool can help you provide a more flexible and scalable way of managing processes. 

Automating your Firm for Improved Efficiency

To keep pace with today’s evolving legal sector, firms must embrace workflow automation technologies. By creating repeatable, compliant, and quality processes, workflow automation can help boost profits, maximise productivity, and enhance service. 

Ready to learn more? Get in touch with our team to find out how Sysero can transform your firm. 



Relevance Score: 0.3629102
Summary: While there are plenty of reasons to automate your firm’s workflows, here are four key ways that automation can create a competitive edge for your firm.
Resource Type: Blog
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Detail: Posted 17 February 2022

Workflows are a critical component of how any modern law firm operates. The term ‘workflow’ refers to the process of completing an orchestrated repeatable series of tasks to deliver a specific outcome. A great example of a legal workflow is the process of onboarding new clients, which typically involves multiple communication touchpoints and cross referencing across various systems. 

Traditionally, the client onboarding process has relied on manual and time-consuming steps, which can inflate costs, frustrations, and the potential for negative consequences. When lawyers and staff rely on email-based communications and manual data entry, they are likely to miss steps or make simple data entry mistakes - which can result in complex compliance issues and reputational risk. 

Most of a firm’s workflows follow a set of repeatable tasks, whether its client intake, document generation or contract management. By digitising and automating these repeatable processes, firms can reduce the risk of error, speed up operations, and raise the quality of work produced. While there are plenty of reasons to automate your firm’s workflows, here are four key ways that automation can create a competitive edge for your firm. 

Deliver Improved Services

Today’s legal clients demand the same 24/7 service they’ve come to expect from other areas of their lives, and it’s hard to be perceived as a value-added partner if your response time lags behind client expectations. Internal bureaucracy and manual processes can quickly erode client service. 

However, automation can liberate lawyers and legal operations from the burden of manual processes and significantly improve the time it takes to conduct crucial legal processes, including client intake, document generation, and contract execution. Take for example, how Castren & Snellman (C&S) has enhanced its client service by automating document creation. By using technology to streamline document creation, C&S has shifted its lawyers' time from drafting documents to providing valuable advice and insights to clients. Additionally, automated document workflows have enabled C&S to reduce the risk of human error and improve risk management through the standardisation of documents and customised instructions for use. 

Automate a More Efficient Law Firm

According to a recent survey, 56% of UK law firms are prioritising investment in process automation technologies - and it’s no surprise why. Nearly 76% of legal professionals find it challenging to manage current workfloads, and over the next three years, workloads are only expected to increase. 

By automating once time-consuming processes, firms can streamline, accelerate and improve key business processes, avoiding overworked lawyers and staff and increasing service levels. Additionally, by bringing key business processes to the cloud through cloud-based workflows, firms make it easier to conduct everyday business from nearly anywhere. Ultimately, this increased ease of access enables your firm to be more nimble, agile and adaptable to potential business disruptions.

Avoid Reputational Risk

Law firms rely on their reputations, and when lawyers manually draft documents or input data, they put your firm’s reputation at risk. Thanks to human error, inadequate internal controls, and lack of standardisation, manually processes are a risk management nightmare.

However, legal workflow automation has the ability to strengthen compliance and help mitigate risk. By streamlining and standardising commonly used processes, workflow automation embeds compliance and data protection best practises into lawyers’ every day work. For example, with Sysero’s document workflow automation, you can lock clauses in certain documents and flag documents for periodic reviews to ensure quality and compliance. 

Automation Increasingly Critical to Legal Processes

Today’s law firms face significant pressure to be more efficient, agile, and proactive - and the pressure is only mounting. Business resiliency has taken on greater importance for the modern firm, and more firms are recognising the need to embrace new technologies to transform the way they work. 

According to PWC, one of the biggest challenges facing law firms is adapting to new working practises, and law firms’ top priorities are improving the use of technology, standardising and centralising processes, and improving legal services.  To meet today’s challenges, law firms must unlock the full potential of legal workflow automation. It’s ultimately the only way to create greater agility, minimise risk, and deliver superior services in the modern marketplace. 

Are you considering legal workflow automation for your firm? Get in touch with us to discuss the best way to solve your firm’s unique challenges. If you’re just starting to consider automation for your firm and finding yourself overwhelmed with the possibilities, remember it’s okay to start small and automate incrementally. The most important thing is to get started, before it’s too late.

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Summary: Thriving in today’s legal landscape requires legal providers to think strategically and digitally. The pandemic has unsurfaced many of the shortcomings of more traditional ways of doing business and has pushed legal professionals to embrace new and evolving technologies.
Resource Type: Blog
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Detail: Posted 9 February 2022

Thriving in today’s legal landscape requires legal providers to think strategically and digitally. The pandemic has unsurfaced many of the shortcomings of more traditional ways of doing business and has pushed legal professionals to embrace new and evolving technologies. 

More importantly, it’s also forced legal providers to rethink their business processes. As firms embrace new digital solutions, they’re quickly realising that without the right processes in place, technology can only accomplish so much. This sentiment is reflected in the responses to the 2021 EY Law Survey, which suggest gaps in process management and underuse of technology are limiting organisation's visibility into risk and creating a ripple effect across the firm. Nearly 70% of legal professionals report their contract creation process isn’t standardised, with 50% saying inefficiencies in the contracting process have resulted in lost business. 

To excel in the modern legal environment, firms and legal departments need to not only embrace digital transformation, but also define the correct business processes for their organisations. So, how exactly can you organise and streamline your business processes to realise greater efficiencies?

Step 1: Map Out Internal Processes

The first step in simplifying your firm’s business processes is to look inward. By mapping out the processes associated with your internal operations, you’ll gain a better understanding of how you can improve your current processes, as well as where new ones may be required. Start by considering your most business-critical processes, such as internal knowledge, contracting, and document generation and ask yourself the following:

  • What has to happen at every stage of the process?
  • Who needs to be involved in the process and at what stage?
  • Where will this work take place? 
  • How will I keep client information secure? 

Once you’ve determined the answers to these questions, you’ll be able to map out your workflows. Legal workflow solutions like Sysero allow you to visualise business process flows with a simple, easy-to-use workflow designer, and include built-in data security features such as pseudonymisation and encryption. In the wake of the pandemic, many firms and their clients are working away from the office, so you may also want to consider cloud-based solutions to enable improved business agility

Step 2: Create Effective Client Processes

Once you’ve built your internal workflows, it’s time to consider the client experience. Streamlining workflows for client-facing processes, such as client intake, contract negotiation, and transactional work are crucial for delivering a good client experience. 

Today’s clients expect greater transparency, efficiency and cost-effectiveness from their legal providers. By tapping into workflow automation, you can digitise once-manual processes and improve visibility, speed up intake, and ensure compliance. 

Take for example, Wikborg Rein’s innovative digital onboarding solution for clients. Launched in collaboration with PSA Consulting, Wikborg Rein’s digital onboarding solution leverages Sysero’s cloud-based workflow automation to easily capture client information online, automatically check it against various public registers and information databases, and authenticate clients through their Bank Identifier Code. 

By streamlining the client intake and acceptance process and bringing it online, Wikborg Rein has been able to improve quality, ensure compliance, and get to work faster for their clients.

Step 3: Choose the Right Technology

Once you understand the needs of your firm and the processes that you need to streamline, it’s time to find the right technology. A great place to start is with your internal IT team. Oftentimes, firms have an arsenal of technology that’s underutilised, so it’s worth understanding what technology currently exists within the firm and is at your disposal. 

The next step is to evaluate potential technology partners. Fortunately, selecting the right legal tech supplier isn’t so different from choosing any other business partner with which to work. The ideal legal tech partner should have the technology, knowledge and flexibility to create a solution that aligns with your firm’s business objectives and processes.

Be sure to consider the following:

  • Is it cloud-based or on-premise? Is there a hybrid option?
  • Can it be customised to your requirements?
  • How committed is the vendor to data security?
  • How can you ensure you follow compliance best practises? 

At Sysero, we can help you build a custom workflow solution either on-premise, in the cloud, or as a hybrid solution. As an ISO 27001 certified company, we take data security very seriously and have built-in common data protection best practises into our technology, making it easier for your firm to comply with compliance requirements.

In the light of the recent Schrems II decision, Sysero also makes it easier to comply with UK and EU GDPR by providing the option of hosting your data in a firm’s UK data centre, rather than relying on US-based servers such as AWS, Google and Microsoft. The recent judgement ruled that provisions of US laws do not satisfy data privacy requirements that are essentially equivalent to those required under EU law. That means hosting your firm’s data on popular US-based services may be putting your firm at risk. 


Ready to simplify your business workflows? Get in touch with us to schedule a demo and see how Sysero can help you modernise your processes.

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