Transcript for "Replacing Outdated Case Management: A Look at What's Working for Today's Law Firms": Thank you so much for everyone for joining today. As Lainie mentioned, my name is Julia Kane. I'm an account executive here at Mitratech, and I'm also joined by my wonderful colleague, Travis Dolfon. He is our solutions consultant and is going to take us through a live look at the solution in a bit. But first, I wanna set the stage a little bit for why we're all here. A quick look at what we're covering. We will talk about forgive me. We will talk about MeetYourTech, get into what GazeClub actually is. Travis will run a live demo, and then we'll open it up for questions. But before we dig it into any of that, I did wanna hear from you all. You should see a poll launching on the screen here of which of the best describes where your firm is today with case management. It could be spreadsheets, emails, nothing super formal. Maybe you have a system in place, but you've outgrown it. You could be actively evaluating new solutions, or you're simply just here to learn. There is no right or wrong answer. If you'll go ahead and click your answer right on the screen, it is totally anonymous and really the purpose is to help us get a gauge of where everyone is really at today. We work with organizations of, from each of the different case scenarios. So, there's no shame in the game, but, we'll make sure that we're covering scenarios for all of the above in today's demo. Alrighty. Looks like we have a couple coming in here. Thank you all for putting your options. Let's take a look. Alrighty. Looks like we're kinda split on we're actively evaluating new solutions as well as just researching and here to learn. So we'll make sure that we cover all those spaces for you all today. Before we hop in, a little bit about, context of who Mitratech is. So we are leading legal technology organization, and we've been in the space for almost forty years. You may recognize some of those that you see on the screen here. And really what that represents to us is our long standing partnerships and being a trusted reputation in this space. We are really proud to partner with organizations of all sizes to provide solutions that play a huge role in scaling their businesses. Now for the purpose of today's webinar, we are focusing on a matrix case management solution, CaseCloud. At the start, I do like to lead with the fact that CaseCloud runs on Salesforce. Essentially, what that means is it's secure, it's configurable, it integrates with tools you're probably already using, and it scales with you instead of needing to be replaced in just a couple of years. So let's talk about what that actually does. Really, as a full practice management tool, think about a case from the moment it walks in the door to the moment it's resolved. There's intake, case set up, tasks, deadlines, documents, communication, and eventually close out. Right now, that entire life cycle might live in pieces spread across different tools. What case now does is turns that into one configurable system instead. The second a case is created, it becomes the single source of truth. Every task, deadline, document, communication, everything tied to that case lives in the one record. Nothing depends on someone remembering where things stand or which folder actually has the latest version. And because it's one connected system, it's not just a shelf where a place to store things. It actually introduces automation to the parts of the work that don't need a lawyer's judgment. Deadlines populate themselves. Documents generate off the case data instead of getting built from scratch. Workflows trigger based on case type instead of someone manually having to route tasks across the firm. That's the part that really changes how your team spends their day. The manual admin, the status chasing, and making sure that nothing fell through the cracks, that gets absorbed by the system. And because it's configurable, it actually aligns with the way your firm operates. What's left then is the actual legal work, the strategic thinking that your team is paying for and that your clients are paying for. So it's really not just about case management. It's the infrastructure underneath your entire firm's case load from intake to resolution built so that your people spend less time managing that process and more time actually practicing law. With that, let's stop talking about it and let's show you what it actually looks like in practice. And I'll go ahead and pass it over to you, Travis. Thanks, Julia. Let me grab the screen real quick. And as it gets ready to come in here, I see that my screen is being shared. Any questions you have, just feel free to throw them in q and a, and we'll make sure we get those taken care of. So, like Julia said, my name is Travis Wolfong. I'm a solutions consultant, and I'm happy to be doing kind of an abridged demo today of KACE Cloud. So Julia mentioned it's both on Salesforce platform, and I love how she kind of frames that in terms of what does that mean? Well, it's it's configurable, it's secure, and it integrates the tools you're gonna use. So when we talk about the configurability of Kacepod, where we start today is on a home page. And we all know that different, different firms, different teams are going to have different roles and different responsibilities for those users on their team. So we wanna make sure that we're configuring configuring a homepage that helps those users know what do they need to take care of. So in this instance, lots of different things that a user might want to to do when they come to their homepage. And we kinda think of this for like an attorney. Is that user comes in and they say, okay. What's what events do I have today? Like, where do I actually need to be? When do I need to be there? What are the tasks that I need to take care of today? What project is that associated with? And Julie already mentioned, you know, that when a matter or a case is created, when a case is created, it is your single source of truth. I have visibility into all that from my home page. Any new intakes that I need to review that need to be turned into cases. And one of the, the hard things to miss on this page is this massive dashboard in the middle. Again, we mentioned it's all configurable. So these are analytics that no matter who's logged into the system, maybe a a manager has a view for their team like this where they can see the new cases that have come into the system. Or maybe they wanna look at all of the different timekeepers in how they are billing different, legal teams to see where their when the money's coming in, how much time they're billing, all that information. But really, very configurable homepage to make sure users are seeing what they need to as soon as they log in. Additionally, if users, you know, aren't seeing exactly what they need to, they are able to search for things with relative ease and get really good data on that information without actually having to leave where they're working. So maybe I find a certain case that's related to a contract. I can see who exactly is involved in that and maybe any, supporting documentation to form the files that I can quickly preview from where I am without even actually having to leave my page. So lots of flexibility in terms of what we're able to do, for searching. And then just making sure I have a list of all of my favorites so I can access cases or, maybe contact records that I need to frequent. So if I'm an attorney and I'm sitting here, I see I've got a round table review coming up for a particular matter, I'm I'm probably gonna wanna jump into that matter and see, okay, what needs to be done? And again, from the firm perspective, I'm I'm now working. So I'm gonna go ahead and start my timer right here that runs right on my matter so that, my time can be tracked so we can make sure we're getting global hours in. Now there is not really able to limit to the type of information that can be tracked on a case to case basis. So here, I'm looking at this ACME versus state of Florida. And this information is something that I'd like to track on a on a case to case basis from the matter, the name, the type, who's involved with it, and then things like a description. But as we all know, there's different types of cases out there and different types of cases require different types of information to be tracked. So we wanna make sure that no matter what type of case we're tracking, we're tracking the relevant information. In this case, I'm looking at insurance litigation. Well, everything's standard so far, but then we wanna start talking about maybe the policy in plain. We track that information as it becomes relevant. Key dates that are specific to that particular case type. The incident date, the date filed, the the hearing date, the trial date, all that information. We know that we're probably gonna track different dates on the contract, like renewal or or expiration as opposed to what we're looking at here. So just making sure these these case specific details are being tracked. And I can see that there's a lot of different ways that we track ev that we track things here, whether it's our participants, our activities, our documents. One of the things that we are leveraging with Salesforce as well is Agent Force, which is, the AI intake that we have within the AI abilities that we have on KACE Cloud. So, you know, I'm doing this round table, and I wanna see what do we have to do next. So I can just put in a prompt something as simple as draft an email to the clients about upcoming events and deadlines we might need to prepare for. So while I'm going and searching through other things, I can let AgentForce take care of this for me while I'm going and seeing, okay, who's involved in this matter that I might need to con contact? Maybe any conflict checks I need to run. Maybe I need to look into my calendar to see outside of today, what are the dates that I have coming up? What about my coworkers? As I've done that, I've got a full email drafted for me ready to go that we can look into at any time. So here I see, different events for the rest of the week. That's great. We can integrate with whatever calendar you might be using, whether it's Google or Outlook. But one of my personal favorite parts of KACE Cloud is when we talk about task checklists. So whenever a case is created, I want you to think of all the the tiny little tasks or details that you have to do to move on from stage one to stage two of the case or stage three to stage four. In this case, we're looking at this tracker bar at the top and I'm in discovery, then we're we're on our way to trial. But in order to get there, we have to take care of a myriad of different things. And wouldn't it be nice if we didn't have to remember those things every single time and explain those to maybe a new hire or, you know, if we have a a change that's come down from the top that we have to include on every matter for every case now, we just include it on an activity plan or a task checklist. And what that essentially means, every time an insurance litigation matter like this one is created and we need to get through discovery, these four things have to be done. KACE Cloud automatically generates those tasks for us, assigns them out to the appropriate parties, and then we can actually monitor who has done what and what we're waiting on from other individuals. This is making sure those important things that need to be taken care of cannot possibly fall through the cracks. We wanna make sure that we have visibility and that we're surfing surfacing all of those. And then even servicing it in terms of reporting so a manager can come in here and see, k. What hasn't started? What's in progress? What are we waiting on other individuals for? And when does this need to happen? Again, this is all automated. So these activities are going to vary from case type to case type, but we just wanna make sure that whenever those certain cases are being generated and they're they're, being brought to the system, that we are making sure that we're taking care of all those crucial details. Now one of the things that Julia said at the beginning of the demonstration as well is that, you know, k cloud is configurable. What does that mean? Well, it's built on it's built on Salesforce. What does that mean? We're integrating with products you're probably already using. Whatever wherever you're storing your documents, document management system, whether it be iManage or SharePoint or Box or NetDocs or or Google Docs, Kaze Cloud will integrate with all of those. It's gonna be able to take care take advantage of the functionality that it has, the foldering structure that it has. But one of the more important things is something that, you know, Julia has mentioned as well is this is our record, our single source of truth. So when we generate a new case, we have a folder that's dedicated to it with all the appropriate documents so that we're able to see that in maybe our native imanage instance on imanage.com or whatever. But and then we can also see that as well when we're working in KACE Cloud. So all that same information is good to have parity no matter who's working in the system or where we're working. So for instance, if a certain user doesn't have permission to a folder in your native instance of iManager SharePoint, those same permissions will persist. You're not gonna have, the ability to go see that in iManage in KACE Cloud. We also have a native, document system as well, kind of like a repository that lives inside case cloud. Now that's why we're going to having the systems, you know, having the tools, but maybe they're spread out, and they're not really talking to each other. And what Kayscale is really doing is becoming that tethering point, really connecting the entire life cycle so the team isn't spread out across different tools that aren't talking to each other, but they all are centralized within this one location. That's a great point. And one of the ways that we're able to really integrate that that talking to each other aspect, not just outside of the system that's all living together, but actually internal collaboration as well. So we know that there's lots of different ways to communicate. There's email, there's phone, there's Slack, Teams, carrier pigeon, whatever. All of this can live inside of KACE Cloud to where if I'm looking through these documents and maybe I need some assistance on reviewing something, I can go find another user that's on my team and say, Kelly, can you help me review these documents? Now the really nice thing about this is if I just ping Kelly on Teams and say, can you help me review these documents? She might have absolutely no idea what I'm talking about if I don't provide the correct documentation, then maybe she doesn't have access and then it downloads to the wrong space and she can't find it in her file explorer. What this does is this allows users in KACE Cloud to communicate in the context of the record. So when she's notified in her email or on her home page or with this notification bell at the top, This just brings her directly into the appropriate case and lets her know exactly what I'm talking about. The documents on this case, she knows she can come in here and review those easily. So again, she doesn't there's no guesswork involved at all. Kelly knows exactly where to go. Now another simple but really powerful aspect of CaseCloud is when we talk about notes or evidence. Is there any way you wanna organize these types of records that you think might bundle up with notes or evidence? This will not be living on someone's little pad or in a Google Doc or lost in a Teams channel that they have to search for. All of those important, narrative switches or notes or maybe emails that have been brought into the system can live directly on each individual matter. So when somebody leaves our firm or leaves our company, they're not taking all of their information with them. And on the other side of the coin, when we bring somebody new into a matter, into the fold, we might send them here as the first place. Go catch up on all of the evidence. Go look at all the notes that we have. And, again, we can organize these in any way we like to by by type, again, by splitting up things like evidence and notes. But having easy ways for individuals to go into the system and organize these different type this different type of information. So you'll see some of these other things that I have listed in here, like negotiations for offers and demands. Again, this all can be, whatever you need it to be really. You might always say, we just need to take care of our calendar, our documents, and our notes, and and that's all we care about. That's great. That's all that we have to show. But there is a lot of flexibility in what we're able to track here as well. For submitting things like time and expenses, budgets and invoices, that's something that firms are going to be able to leverage as well, to where if I need to submit my time and hours and change rates or submit rate requests, all of that will live in Kayscotted or in a portal as well. We're able to communicate with different teams you might be working with. Now one of the things that we typically say to our customers is to begin with the end in mind. What that really means is what fields do you want to track, and what do we want to get out of the system in terms of reporting? So any type of field that is tracked within KACE Cloud can be reported on. So there's lots of different ways to run reports within the system. Maybe looking at something as simple as what has been accrued on a matter versus what has actually been spent on a matter. This might be a relatively simple report, but we can share this with whoever we might need to. We can still use that chatter collaborate, that chatter feature that we looked at earlier. But what we do is we leverage all those fields that we track and we combine them into these reports, then we combine those reports into dashboards. This is something that it could be similar to what we looked at earlier. So for instance, an arbitration case management dashboard. This is looking at maybe assignee, caseload by different assignee or upcoming hearings by assignee. So I have a really good way to dig into these different, metrics without having to jump into individual reports. I can, again, subscribe to this so this pops up in my inbox every single Monday, or I can just come to this anytime I like to. Or maybe I have somebody who's a little higher in the food chain that doesn't need to, log in to CaseCloud necessarily, but needs visibility to this. I can allow that at any time. But one of the really cool things as well is when I'm looking at a dashboard like this and I see k. We have Dakota, Kelly, and we've got Travis right here. Their caseload is looking, pretty even for the most part. But then I see down here, I've got a case manager who doesn't have anything listed. Well, maybe I need to see what those two cases are so I can assign them out to other people to make sure that they are actually having someone pay attention to them. Because maybe there was just something that got shipped over by accident or someone left and then they get reassigned. This gives me a really easy way to drill down into different records to see what's going on with this. Is there something I need to do to help, support it? And you'll notice, again, different types of cases have different information and are tracked in totally different ways as opposed to what we saw earlier. So the big main idea with CaseCloud is that it is it is configurable, where it is secure, and that we're able to really meet you exactly where you work and grow with you and scale to, you know, if you wanna start with just a handful of fields like I talked about earlier, we can do that. But if you're coming from another system, like we saw some of y'all work, we can fully support, a data migration come in and hit you help you hit the ground running with whatever you need to. So I I know that there's roughly about seven minutes left. I I wanna see if there's any questions that, got thrown in the chat that I could help out with. If there's an area I can dig into more, but I'm I wanna, Julie, did we see any questions come through? Yes. Yeah. And thanks, Travis. That was wonderful. And, thanks everyone who popped in throughout. What you know, the last kind of piece of the configurability, the word that you've heard most on the conversation today is really what we did show was just kind of the beginning of the art of the possible. But when we say configurable, what that actually means in terms of dissolution is that it's not, just out of the box solution like you might see on the marketplace. But we actually work with you to determine that end state like Travis mentioned. What is the end goal in mind? From there, the system is actually going to be configured down to your individual case types, your workflows, etcetera, all of your different processes to match the way that your firm operates. We're not coming in and trying to overhaul the way the team works, but really just institute the technology layer to make that work that they're already doing that much more efficient and connecting it all together. Now we did have a couple of questions. The first one was, what integrations does Kays Cloud have with document management systems and how difficult is it to set up? We mentioned that Kase Cloud is highly integratable. The example that Travis showed today was an integration that we have with iManage, but the easiest answer here is we integrate with any, document management system that you're already using. Some of the most popular ones that we do see are IManage, NetDocuments, SharePoint, Dropbox, Box, Google Drive, you know, really any of those. So what that does is it takes your existing document infrastructure and essentially gives you direct access to it directly within case cloud. It's not like a nightly sync. It's an automatic sync. It's, a direct match between those systems that if teams are working in I manage, that same change is going to reflect within case cloud. Also, delivering those documents, you know, directly to you when you're working within that case. Next question is, can we build custom reports without developer help? That's a really great question. I know Travis was pulling up some of the dashboards that are possible and kind of back to, you know, where organizations or or firms are at, with their, solutions today is if you are kind of operating without that case management system, without that single source of truth, then you might not actually have data to show for turnaround times or who's working on what, etcetera. And that's the power of what the reports give you. The reports are completely configurable so that you can report on essentially any any data that you're tracking within the system. You we can deliver some out of the box reports for you, but you also have the ability at the user or admin level to create reports for whatever data you need to report on whenever you want. Next question we have here is can we set different permission levels so that only certain people in an office can view specific matters? Now this one is really important and the answer is I'll leave with yes. You know, there is different people that are working on different items and, of course, sensitive items as well. The platform itself is HIPAA certified. So, you know, for, you know, medical records, things like that, we can't just have those flip and be available to everyone across the firm. So the answer is yes. We can lock things down. We can give read only access. We can give edit access. So really can be it's able to be configured to whatever access you need to provide. Alrighty. We have one last question here, and it's a fabulous one, is what does the implementation and onboarding timeline typically look like? And it all goes back to the configurability, truly. It's really the most important part of the system, and we really take a white glove approach when it comes to implementation because of that configurability. We're working hand in hand with you to build out the workflows, processes, and that ideal state as we go. That being said, we are actually doing the implementation, not use. You're not having to learn how to code or anything like that, but actually just providing that feedback and really acting as, like, the subject matter expert for your organization. And when it comes to time line, we're ready to move as quickly as you'd like to move. It all ultimately does combine come down to, you know, what kind of comprises of that implementation. Is there data migration? What kind of integrations are we talking about? And from there, we can definitely provide more of a definitive timeline, and we're happy if anyone has any specific questions on that to get in touch and kinda talk about what that could look like. We actually got one more question here, and it's, do you get a notification when something new is added? Absolutely. So Travis was showing the chatter functionality. He also was showing the intake and when a new case comes in, and those notifications are also, you guessed it, configurable. So you can kind of set up what you want to be notified for with directly through, you know, the icon within the platform. You can also opt to have things delivered directly to your email to surface right away.