Empower Your Business with Easy-to-Use Online Contact Management in Legal Agreements

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welcome to this video in which we're going to show you a mock-up of a case management system that valta recently built for one of our clients as I say this is just a mock-up it's just a dummy of the uh final system it was one of the proof of Concepts that we set up to show our client what is a possible using the out-of-the-box SharePoint online features as well as then leveraging power automate for some additional workflows now I should mention before we get started that this is um is a mock-up but it's a mock-up of the administration page so typically when you go into a case management system as an end user say for example we built this for a legal company um their lawyers were going into it and they'll have a slightly more cut down version just as the case is related uh to them whereas actually this is more of an admin view which shows you all of the cases and breaks it down so you'd have a bit of a SharePoint homepage like this in which it kind of tells you a little bit about what the case management system is about it's designed to streamline your case handling process to create track and manage cases efficiently with task assignment and document management we aim to deliver excellent case management so services so the button there will take you through to view all cases however there's some additional views of these cases because cases are just documents essentially stored with additional metadata so we could go directly into say my cases so any cases which have been assigned directly to me so say for example if I was a law firm um I might go into this and I see the cases which are assigned directly to me as a lawyer um I could see as an admin all of the different cases buy assigned lawyers so I could filter them down by priority so maybe they've got low medium and high by status whether they're new whether they're open whether they've been worked on whether they're complete or whether they've been closed prior to completion as well as by accounts you can look at them based on your customers your client base as well so we could have some basic graphs entered onto this so this is just using the SharePoint out of the box quick charts which are placed on here which are really simple and easy to update but they're very simplistic if you wanted some really kind of meaty reporting going on in your cases you can also embed power bi really easily into a SharePoint site and then we can do things like pulling out most recent case files or most viewed case files and again this could be either an overarching view for all cases if you are maybe more of an overarching admin that was looking at this or it could be specific just to that user so they just see the documents which they are allowed to see so this is the the home page of the case management system and this is designed to help you navigate the cases really easily but essentially in the background which is running this is we have a document Library which is where all of our cases sit now we are using folders within here um which are the name of our cases obviously these are just wlara mips and names um but imagine they were the names of the cases um we can also do things like um using what they call document sets which is where you can specify these metadata at the high level these these tags and then all of the documents are automatically inheriting those tags which makes it much easier and cuts down on this kind of repetitive tagging so once you tag a case that the assigned to person is Joe blogs all of the files then within that are tagged as them so when you're using the search bar or you're using this kind of filtering option to filter by who is assigned to we can easily find those documents you can see in our case management system typically you'd have like a case ID so every case um typically would have an ID and every file which sits within that case would have its own unique ID as well you would have a case folder uh which can could potentially have a subset of folders as a template that sits underneath it um again that you could have a name for that you can also lock down cases on a case-by-case basis so per folder you could lock this down so only specific people was to have access and maybe the case manager a lawyer um might just have access to this and then an overarching admin might have access to all of the particular case folders also because this is leveraging sharepoint's folder um features this means that we can actually generate a very specific URL hyperlink to this folder so if you're using other third-party systems um that that need to be able to store documents in SharePoint you could then easily hyperlink or even automate the hyperlink to this folder within a third-party system so you could go you'd be working in your separate system click on a button to launch the files and it automatically jumps into this particular folder we can see things at the date and time of when it was last modified who last modified it you can also include when it was created originally and who the person who created these files or folders would be we can see who is assigned to and as I say we can filter this uh actually all of these columns we can filter by so if I was just interested in say cases where Joe blogs is assigned I can then filter and find these particular cases um we can also group buy as well so if I was just to clear that filter if I was to group by who it's assigned to I can quickly then see all of the different cases by who is assigned to um so if we pretend these are all our kind of lawyers potentially that are using this I could see all the ones which are assigned to queue I could then jump directly into the ones which are assigned to Joe and very quickly see those different cases again we could filter or group by things like priority um and we can we can tag this with whatever you like um So within reason um you can have as many tags in here as you like but I would suggest ideally you don't want more than three or four because um it can get a bit time consuming than even setting up the fold originally if you've got loads of things to tag um and maybe necessarily that people would use all those different tags but you tend to find who is assigned to the priority are going to look below medium high or any different combination that you wish uh status and again the status is you tend to find um people want to have their own kind of versions of statuses but they usually have followed something along the lines of that it's brand new that's been assigned to somebody and it's been worked on and then it's either complete as in this the cases come to a finish naturally or it's um complete uh or it's sorry it's been canceled before completion for example but you can have whatever statuses you like within there typically then you would have a primary kind of account or a client and this could be um so a bit of a lookup and we could even integrate your third-party CRM system into this to pull through your accounts and contacts um as well as there might be things like I'm just showing a bit of an example of like a rag status type thing where maybe cases need to be closed with a certain period of time or they need to be worked on within a certain period of time and then we could show um the age days on this so on this I think we've I've just put an example of if it's over 50 days then the tax will turn red for example so you could very quickly see things which are coming up um that you need to be working on um you could then report back on these sort of things using something like power bi to say how many of these have we got open how many of them are aged that sort of thing um to really give you insight into what's going on in your case management system but this is leveraging all the same out-of-the-box SharePoint functionality of being able to go and create brand new files and folders being able to upload files and folders even be able to sync these documents so you can access them directly through file explorer so all of the same things that we're familiar with inside of SharePoint online we can do using this system so as I say we've not built anything with custom code we're just leveraging all the great features that Microsoft have to offer offer inside of SharePoint we can then do additional things like we can automate specific rules so we could do things like if a document has not been updated within a week then Chase whoever is assigned to to make sure that it's up to date um especially if the status might be say pending client or something like that we can automate things like emails which are coming in to automatically be stored inside of folders that often is the triggering point for something like a case management system is actually an email that's coming into a shared mailbox could automatically go and create one of these folders and then move any corresponding emails into that folder afterwards so um as I say this is not like a hard and fast product that we've kind of built it's a set of building blocks that we can configure to your requirements um so if you did want to um contact us we can help work with you to understand what your requirements are then build that case management system which is best for you you can contact us at Hello valto dot code UK and we can have a conversation about the best fit of SharePoint for you what you want to achieve and we're going to look at building you at a solution building out kind of solutions using SharePoint is so much more efficient than building them with custom code and long-winded development like that so get in touch with us today and we can see how we can help you thank you very much for your time watching this video