We are a law firm and are looking for a project management software for approx. 23 users to support the processes in our office. The focus should be on data protection (access restrictions) and user-friendliness (appropriate presentation of the interfaces).
Further requirements:
- User groups and rights (group “partners” may do everything except admin, “lawyers” (freelancers) may do everything except the partner area with contracts and discussions and documents, “admin”, “trainee lawyers” (like temporary lawyers), office staff, temporary office staff, etc.).
- Incoming calls (tapi interface) should be held and the corresponding files and information about the caller should already be displayed via the caller ID (even if the call is transferred via the secretary's office)
- For incoming calls: Preparation of an entry in the telephone memo interface
- Documentation: start and end of the call, duration and from which phone number, etc ...
- Social graph function for all parties involved, web portals or sources on the Internet, links to sectors, topics and persons, previous cases, files read, databases
- Creation and maintenance of a knowledge database
- Web-based project management with comparison of tasks, grouping, prioritization and workflow
- Add notes to documents and link text sections in a content overview
- Merging different documents into one file
- Secure storage organization on the web (clients and integration of BeA & e-mails in mail processing, as well as telephone data, dictations, etc.)
- Save dictations to the file and convert speech to text
- Managing judgments (via database or portal interfaces), creating comments, subject areas and searching for appointment representatives or project lawyers
- Appointment requests including display of unavailable anonymized appointments via a web portal
- Creation of templates for case processing
- Support for case processing (Is this suitable as a case for the specialist lawyer case lists? Listing of all specialist lawyer list areas)
- Create texts & contracts, only the macro for possible completion is displayed (salutation / parties / quote from pleading xyz) and available templates and similar pleadings from other files
- Accounting, only actually bidirectional
- Deadlines only with actual control according to the 4 eyes principle. I.e. if the lawyer notes the deadline or limitation period, the lawyer must look at it and vice versa. The limitation period should always be visible
- Appointments, only with comparison to other appointments at the same location, travel times, limit value calculation for costs of an appointment representative
- Automatic calendar entries for travel times and pre- and post-processing
- Secure mobile access
Presentation of the process:
- During the initial meeting with a client, you receive background information on the person, the company if applicable, the opponent and the opposing PV and later data from the court, which is stored in predefined fields and can be constantly added to. The data can be edited.
- Once the essential data has been entered, not only is a conflict of interest checked, but all available information is retrieved via connected databases (website, company register, portals, directory of lawyers or judges) and the similarities are displayed, routes are included in the calculation and parallel routes (e.g. request for postponement of hearing, as 3 days later at the same court ...) are shown.
- Sorting, commenting and structuring
- The outline points are predefined after selecting the legal area and persons involved (if court is involved ...) and can be changed for the case (should be adapted for future similar cases)
- Display of similar cases
- Documentation for processing, remuneration agreements and forecasts for the case
- Responsibilities and handover, support for office organization (availabilities, tasks, appointments, chat & forums, votes)
- Social graph and previous activities
The software should run on approx. 23 workstations.