Documatics Limited – Business Process Management software

Contacts and Clients

No other product provides a more extensive facility for managing your contacts than Legal Evolve™. The contact database is a consolidated shared directory of any contact connected to your office, clients and cases. The directory includes over forty different folder types that can be added to with ease. You can also create your own contact folders within the database. Solicitors, doctors, auctioneers, courts, and engineers are just a few of the folder categories available. All contacts entered during the creation of a matter will automatically be added to the Contact Directory, and any contact in the directory can be added to a matter.

Matters / Cases

Legal Evolve™ stores all the details gathered about a particular case in one centralised location to allow you to quickly find anything you need with the click of a button. It is easy to store all your information for a case in one convenient and central location, enabling your office to manage and organise data more efficiently. Multiple users can work on one case in concurrence, and the CheckIn/CheckOut facility ensures that no one’s work is overridden.

Document Management & Forms

Document management has become one of the most vital aspects of any office. Constantly referring to the physical file for information is often a time consuming and frustrating experience. By storing all information within Legal Evolve™, you can be sure that documents are securely stored, and are available for easy retrieval the instant they are needed. Our intuitive search feature allows you to find any document ever created regardless of where it was originally placed.

All documents can be sorted and filtered by name, creation date, reference, user, modification date and much more. Legal Evolve™ is fully integrated with Microsoft Office line of products such as Word, Outlook and Excel.

Email

Outlook Integration
Due to deep integration, Legal Evolve™ works in conjunction with Microsoft Office system, so you can enjoy the advantages of processing emails in Legal Evolve™, including the ability to associate email with contacts and matters. You will find a toolbar button in your Outlook that allows you to send emails to Legal Evolve™ and place them into the desired case file. You will have the option of sending the email text with or without the attachments.

Internal Mail

Legal Evolve™ contains our instant-messaging feature Internal Mail. This allows you to communicate with other Legal Evolve™ users to draw attention to any document you may want them to review. Each user is notified whenever they receive new post. By utilising this form of communication, offices can reduce the number of emails and phone calls between staff and speed up interoffice communications.

Digital Dictation

Digital Dictation is the faster and easier way to handle all your dictation needs. Legal Evolve™ includes integrated dictation software for each user. Once you have completed a dictation, simply upload it to the computer and select which office member you wish to assign it to. Transcribers can view the queue of dictations allocated to them, which fee earners have ascribed to dictation, the size of the file, the level of priority, the active state, and then respond accordingly. Legal Evolve™ reduces turnaround for documents, temporary staff costs, time taken to respond to clients, reworking of documents, and loss of dictations.

Search

Workflow

Legal Evolve’s™ innovative Workflow engine allows you to automate your processes ensuring each activity in the life of a case is completed, audited and tracked. This delivers an efficient, productive working environment while providing the highest of standards of compliance. Each document procedure can be assigned within the scope of the Workflow, as well as any appointments, tasks and call logs. Multi-branching workflows ensure that multiple tasks can occur concurrently, while the definition of user roles ensures the correct people are attending to the specific tasks. The Workflow engine of Legal Evolve™ provides an easy to use tool in the generation of your defined processes.

Tasks

It is essential that you are reminded, in advance of important deadlines, or that you are notified when someone has added to or changed your schedule. Tasks make it easy to manage your ever-changing schedule and list of priorities. Tasks enable for any user to be notified of upcoming diary items. For example, you may want to schedule a phone call and give yourself an early warning so that you have prepared all of the information necessary to make the call. You can even schedule a task to remind yourself that a document needs to be created and posted. Tasks can be auto-scheduled by the workflow engine to capture statute of limitations dates etc.

Mobility

Take mobility to the next level with the latest remote access and offline technology. Legal Evolve™ offers you the ability to work offline on your laptop and to work on cases and documents while in transit or meeting with clients. Our remote-access feature allows you to access your office directly 24/7 via an internet connection.

Notes

Legal Evolve™ provides two types of notes. The first type of note relates specifically to Clients. These notes allow the user to relate informal information to individual clients within the system.

The second type of note is linked to Legal Evolve™'s activities system. This type of note allows the user to add informal information to cases or matters relating to a client. These notes can be linked to Memos, Attendance Notes and general information etc. Ability to view notes is controlled by the security settings of the user.

Calendar

The ability to view and access all user calendars in real time is vital for any office environment. There are multiple calendar views available to a user: day, work week, full week, month, and all users or current user views, all of which a user can customise to meet their particular needs. The All Users view lets you see all staff calenders merged into one single calendar view. Appointments in your calendar can be added by you or other users. You will be notified when appointments are added to your calendar.

Diary

The Diary consists of three essential features: Call Logs, Tasks, and Calendar. The Diary allows a user to view tasks, appointments and call logs with one click and add them just as easily. The Diary appears in one window and is a quick way to view all office activities, allowing everyone to work within a well-managed and coordinated environment.

Call Logs

Legal Evolve™ has a phone call tracking system named Call Logs. As a call is made or received the call can be entered into Call Logs and linked to the appropriate client or case files, creating a detailed log of all calls. During the creation of a Call Log you will be given the choice of highlighting the call for the attention of one or more users, who will, receive a pop-up message notifying them of a new Call Log. Call recording is made simple with the easy-to-use Call Log functions.

Scanning

Legal Evolve™ contains our Scanning feature, providing instant visibility of all documents whether at the office or on the move, bringing you one step closer to the “Paperless Office”. Imagine no longer needing the paper file to discuss a piece of correspondence. What’s more, being in a position to backup your entire office gives you greater peace of mind while also contributing to reducing risk within your business.

The benefits of scanning include:

• Instant visibility of all documents for a case whether at the office or on the move.
• Eliminate the need to search for a physical file when discussing a Case with a client or expert.
• Documents can be emailed, reducing the expense of faxing.
• Enables you to back up, copy, archive and transport documents.

Brief Editor

Our Brief Editor feature saves time and money by automating the creation of Briefs required in most litigation Matters. This traditionally time intensive administrative task can now be accomplished in minutes. Our intuitive Brief Editor feature allows you to visually layout your table of contents, and once you’re happy creates the full Brief in minutes, complete with a cover page, table of contents and pagination. What’s more, because of integration with our Document Management feature, you now have the control to Email, Print and Store the Brief like never before.