Helping law firms realize cost reductions upwards of 50% and productivity efficiencies in excess of 80% while ensuring improved document quality with faster, more reliable communications and compliance across the firm

1. Microsoft xRM4Legal 2011
Next Generation Communications &
Document Automation
December 6, 2011
A Presentation for Law Firms and
Legal Service Providers

2. Welcome!
1. Introductions
2. Two Core Processes Heavy With Inefficiencies
i. Document Generation Issues For Law Firms
ii. Contract Review
3. Exploring Best Practices – Through Case Examples
4. Best-of-Breed Solutions for the Legal Industry
5. Understanding the Return on Investment
6. Closing Comments
7. Q&A

3. Introductions
Dynamics xRM4Legal Group
David Blumentals, Director CRM/xRM Strategy
Swerdlove
Derek Giles, President
Xpertdoc Technologies Inc.
Varsha Bhat, President

4. Focus - Client Communications
Sending, giving, or exchanging information and ideas
The imparting or exchanging of information or news
A letter or message containing such information or news
Communication requires a sender, a
message, and an intended recipient …

5. Client-Centricity for Success
Firms look for unique ways to retain existing
clients and attract new business.
Those that succeed are the ones that
take a proactive strategy to foster strong
client-centric communications.

6. Communications Lifecycle - Impact
Critical elements of developing client centric communications
in the legal world
6

7. Communications Lifecycle - Design
DESIGN
Design of documents to incorporate firm
branding, market messaging, regulatory
compliance components, legal & financial
clauses, etc.
Technology:
greater efficiency, less error-prone

8. Communications Lifecycle - Communicate
COMMUNICATE
Communicate the firm offerings to clients through
a variety of documents such as brochures,
information sheets, policies, forms, contracts,
proposals, etc.
Technology:
rapid development of new services, tailored
messaging and targeted communication

9. Communications Lifecycle - Distribute
DISTRIBUTE
Getting the required documents to the
intended audience in the manner in which THEY
expect – print, mail, fax, email, HTML, etc.
Technology:
ease of transmission, meeting clients as they
expect to receive information

10. Communications Lifecycle - Compliance
COMPLIANCE
Compliance with all regulatory legal and
corporate requirements in a rapid, efficient
and error-free process.
Technology:
faster more efficient compliance for new lines,
products and markets

11. Law Firms - The Pain with Existing Document
Generation Processes
Gaps & Failings with Legacy Approaches
• Error- prone
• Needless duplication
• Loss of productivity
• Slow to issue contracts
• Lags in meeting client expectations
• No custom communications
• Unable to embrace Social media
• Needlessly high internal cycle times
• Lost clients and markets

12. Law Firms - The Pain with Existing Document
Generation Processes
Gaps & Failings with Legacy Approaches
• Data capture largely manual
• Quality of documents poor
• Automation lacking
• Time to resolve matters reduces competitive
advantage
• Existing architecture does not easily support
the addition of new matter types

13. Law Firms - The Pain with Contract Review
Processes
Review, Tracking & Management Issues
• Quality of documents poor
• Multiple contributors to the
contract change process
• Compliance tracking cumbersome
• Review of changes internally not
easy to trace

14. Law Firms - The Pain with Contract Review
Processes
Review, Tracking & Management Issues
• External party changes (client, opposing counsel etc.)
often requires manual review of multiple versions of
the same contract
• Time-consuming, intensive costly work
• Error-prone
• Time to resolve matters reduces competitive
advantage

15. Rapidly Shifting Loyalties
Clients are clamoring for faster,
more pertinent information
and will go wherever they need
to in order to get it
At what cost to your firm?

16. Exploring Best Practices – Legal Services example
The Pain: • Making changes to documents takes 3-6 weeks and
requires IT involvement
• Lost market opportunities due to operational delays
• Inconsistent quality (many counsel serving many
jurisdictions serving at the state city and county levels)
Resolved:
• Xpertdoc was installed as an Enterprise system
integrated with SharePoint for case management
• User selects from a list of context-specific templates
(variations per counsel AND jurisdiction) to modify,
generate and distribute
Noteworthy:
• Entire process from counsel initiated changes to
QA and distribution done within a few hours!
• Automated workflows manage access, QA,
authorizations... from the desktop leveraging
known tools (Word, SharePoint) for rapid adoption

17. Exploring Best Practices – Legal Dep’t example
The Pain: • Reviewing contract changes for variations time consuming
• Compliance with industry regulations and corporate
changes cumbersome and ineffective
• Generating new wordings on residential contracts takes 6
months with 3 FTE
Resolved:
• Xpertdoc Content Auditor used to review, clean up,
& standardize over 100 variations on policy contracts
• Rapid timely compliance raised internal awareness
of new market opportunities
Noteworthy: • Original project anticipated 6 FTE for 6 months –
instead, accomplished with 2 FTE over 2 months
• Contract reviews now accomplished 80% faster
• Resulting contracts are higher quality, and
precision virtually eliminated errors of the
previous manual revision process

18. Exploring Best Practices – Legal Services example
The Pain: • Issue with supporting multiple jurisdictions
• Difficulty remaining compliant with rapidly changing
regulatory requirements
• Unwieldy inconsistent formats for tax statements, web
pages, etc.
Resolved:
• Xpertdoc was installed within a web-based internal
business application
• Brings the ability to generate sophisticated legal
forms to the desktop
Noteworthy:
• 150 users across 9 branches
• Extensive use of reusable document fragments
• Xpertdoc is the de facto standard across the firm

19. Exploring Best Practices – Law Firm example
The Pain:
• Market pressures driving need for a better way to quickly
provide requested client information or lose the client
• Very manual existing processes
• Data quality poor resulting in inconsistent user experience
Resolved:
• Xpertdoc integrated across various platforms and
standardized data sources within the templates
• High integration achieved creating opportunities to
take on increased volume of business
Noteworthy:
• Roll out across global offices
• Multilingual capabilities leveraged
• Assistants are able to double their case load

20. How Document Automation Can Help
Law firms are concerned
about being able to optimize
firm operations, handle new
business volumes, leverage
multi‐channel
communications, and manage
vast compliance requirements

21. Xpertdoc Solution for Document Output
Marketing collateral, contracts, letters, forms, statements …
Real-time data integration
Corporate
branding
Relevant compliance inclusions

22. Xpertdoc Content Auditor
Beyond Track Changes
Allows Firm Users to track
and manage changes to
collections of documents

23. Benefits Achieved – Business & IT Wins
• Brand consistency
• Redundancy, rekeying eliminated
• Faster implementation
• Increased automation for fast & reliable
throughput
• Guaranteed compliance
• Higher quality standards
• Increased efficiency
• Increased win rate with reduced sales cycle
• High levels of integration
• Reuse of existing technology investments
(BizTalk, Elite practice management, WorkSite)
• All current & future volume matters supported
• Reduced time & cost to resolve matters for
increased competitiveness

24. Benefits Achieved - Impact Across The Firm
Xpertdoc brings this capability to the business
professional's desktop.

25. Exploring Best Practices
• Creation of new matter records based on client instructions
• Nomination/selection of jurisdictions
• Capture of matter details
• One or two workflows that create required documents with
SharePoint document assembly being an automatic process
• Client access via SharePoint or an extranet portal to view
details / status
• Client collaboration as required

26. Xpertdoc – Best-in-Class Solution for Law Firms
• Seamless, off-the-shelf integration with Microsoft Dynamics CRM,
xRM4Legal and Microsoft SharePoint
• Easy integration with existing systems, from legacy mainframes and
enterprise content management to modern PMS and DMS solutions
• End-to-end solution covering the entire document production flow,
from creation to fulfilment, storage and version control
• Server-side, enterprise-strength document output provides high-end
performance, robustness and reliability
• Comprehensive configurability and extensibility
model supporting core IT integration & advanced - Why IT Loves Xpertdoc
business rules
Delivering Value to the Business

27. Xpertdoc – Best-in-Class Solution for Law Firms
Why Law Firms Love Xpertdoc:
Delivering Enhanced Client Intimacy
• True empowerment through easy-to-use & extensible interface
• Off-the-shelf multilingual capability supporting alternative paper
formats, double-byte characters and right-to-left or top-down
text direction
• Advanced content integration (documents, charts, media) from
firm-wide repositories
• Leading-edge document assembly at the desktop

28. Document Generation Software
… Delivering ROI
Money – cost reductions upwards of 50%
Time – productivity gains in excess of 80%
Quality – faster firm-wide compliance
investment recouped in under 4 months

29. Best-In-Class Technology For Law Firms
allows for the faster creation of
professional documents with
integrated database content, rules
engines and firm policies that also
allows for personalized content.

30. Are You Ready To Lead Your Firm?
Where to Start?
Experienced Legal IT Partner To Assist You In:
• Understanding relevant firm requirements (Functional
& Non-Functional)
• Setting clear, well communicated project objectives
• Developing internal consensus on defined end-to-end
processes
• Starting with a pilot – working with “early adopter”
practice areas to generate quick, demonstrable
successes for the firm
• Delivering working enterprise solution(s) for easy user
adoption
• Socializing the benefits with partners for firm-wide
rollout

31. Thank-you!
For more information contact:
David Blumentals
Director CRM/xRM Strategy
DBlumentals@xRM4Legal.com
Phone (212) 653 0379
xRM4Legal.com
Xpertdoc.com