Using web-based technology can be a great way to streamline your client data input processes, control formatting, and manage data cleansing, all for a relatively low cost.
Over the past two years, we have worked closely with James Hadley of KingsGuard Legal, to utilise web-based technology to deliver clean, simple solutions to assist with different legal document processes. James’s forward thinking-approach to task and process management led to some very interesting conversations about what could be achieved. We effectively started with a blank canvas, rather than trying to integrate with pre-existing systems, which gave us scope to explore new technology and find cost-effective ways to achieve the required outcomes.
Streamlining The Process
Documents such as Lasting Power of Attorney and Wills are completed using website forms, utilising conditional logic fields to allow flexible data input in terms of attorneys, sub attorneys, guardians and named beneficiaries. This data is then mapped into a branded PDF document which can be directly shared with the client for feedback and amends. The solicitor can log back into the website at any time to amend the submitted data and generate a new PDF.
With more complex legal documents, for example Land Registry forms, the process uses a similar website form, but each unique field is then mapped into a branded and/or legally compliant formatted Word document, which can then be edited post-submission by the solicitor using a desktop computer, before being submitted to the relevant parties.
Access Control
The input system can all be controlled using tiered access. The forms can either be open access, allowing the customer to fill in the initial parts, or secured behind a login. Each solicitor has their own login, to allow them to edit their own individual submissions, with an overarching website manager who can administer everything.
Remarketing
All the submitted data can be used as part of a remarketing plan. For example, the forms can be connected to an email marketing platform, with specific emails sent out to follow-up on services provided (e.g. time to refresh your will) or to cross-sell other services.
Additionally, the submitted data can be exported for offline interrogation, to be used by the sales or marketing team for leads, follow-up and customer care.
Data Cleansing
The web-based system can automatically cleanse submitted data after a certain cycle. This ensures that the website is not holding confidential data once it has been processed and signed-off. There is also an option to manually cleanse records.
