Save Time With Doc Automation
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See how Clio's Document Automation feature can save time and make you more productive.
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Save Time With Doc Automation
- 1. Save Time With Document Automation
- 2. The Grand Plan 1. Introductions 2. Why Care About Document Automation? 3. Diving Right In – Using DA 4. Creating a Template in Word 5. Generating and Using the Document 6. Problems to Avoid 7. Document Automation for Pros 8. Q&A! Clio Cloud Conference 2014 #ClioCloud9
- 3. Introductions Clio Cloud Conference 2014 #ClioCloud9
- 4. Chris Yeh & Zach Pope @chrisyeeeh @ZGPope Clio Cloud Conference 2014 #ClioCloud9
- 5. Why Care About Document Automation? Clio Cloud Conference 2014 #ClioCloud9
- 6. “Document assembly is and will remain forever a fundamental technology. If one looks at the heart of legal work, it’s about the production of documents and document assembly is an enabling tool that automates and streamlines that process” -- Professor Richard Susskind President, Society for Computers and Law Clio Cloud Conference 2014 #ClioCloud9
- 7. Document Automation Usage ✓ 52.8% 30.9% ? 16.3% Clio Cloud Conference 2014 #ClioCloud9
- 8. Saves You Time Clio Cloud Conference 2014 #ClioCloud9
- 9. Flat Fee for Documents 10 Documents/day x 240 working days x $150/Document = $360,000 per year Clio Cloud Conference 2014 #ClioCloud9
- 10. Clio Cloud Conference 2014 #ClioCloud9
- 11. Alternative Billing • Fixed or Flat Fee • Contingent or Percentage Fee • Capped Fee • Value Billing Clio Cloud Conference 2014 #ClioCloud9
- 12. Minimizes Errors • Drafting document from scratch • Search-and-replace for client Info • Copy and pasting clauses • Quality control Clio Cloud Conference 2014 #ClioCloud9
- 13. “Failure to properly coordinate all ingredients [of drafting documents] can be catastrophic. If the attorney is lucky, mistakes will merely be an embarrassment instead of outright malpractice” -- Daryl Teshima Editor-in-Chief of Legal Assistant Today and Law Office Computing Clio Cloud Conference 2014 #ClioCloud9
- 14. Use Cases Emerging Companies • Formation Docs • LLC Agreements • Seed Financial Docs • Stock Options Family Law • Petition for Divorce • Certificate of Readiness • Notice of Custody Application • Separation Agreements Clio Cloud Conference 2014 #ClioCloud9
- 15. Use Cases Transactional & Securities • Formation • Asset Purchase Agreement • Debt Settlement Agreement • Stock Purchase Agreement • Stock Repurchase Agreement Clio Cloud Conference 2014 #ClioCloud9
- 16. Use Cases A lot more…included in your package. Clio Cloud Conference 2014 #ClioCloud9
- 17. Use Cases Emerging Companies Employee Benef i ts Licensing, Joint Ventures & Al l iances Format ion Docs LLC Agreements Seed Financial Docs Stock Opt ions 401k Plans Severance Agreements Employee Agreements Non Disclosures Retent ion Agreements Sof tware License Agreement Sof tware Maintenance Agreement Sof tware Support Agreement Private Equi ty & Venture Capi tal Intel lectual Property Real Estate NVCA Series A Asset Purchase Agreement Distribut ion Agreement License Agreement Trademark License Agreement Commercial Lease Commercial Sublease Of f ice Space Lease Mortgage Construct ion Agreements Transact ional & Securi ties Fami ly Law Estates & Trusts Format ion Asset Purchase Agreement Debt Set t lement Agreement Stock Purchase Agreement Stock Repurchase Agreement Pet i t ion for Divorce Cert i f icate of Readiness Not ice of Custody Appl icat ion Separat ion Agreements Wills Revocable Trust Irrevocable Trust Heal th Proxies Clio Cloud Conference 2014 #ClioCloud9
- 18. Using Document Automation Our first example Clio Cloud Conference 2014 #ClioCloud9
- 19. Login Find and open existing templates Generate doc using Matter info Clio Cloud Conference 2014 #ClioCloud9
- 20. Login Find and open existing templates Generate doc using Matter info Clio Cloud Conference 2014 #ClioCloud9
- 21. Login Find and open existing templates Generate doc using Matter info Clio Cloud Conference 2014 #ClioCloud9
- 22. Creating Templates One time cost, plenty of return. Clio Cloud Conference 2014 #ClioCloud9
- 23. Starting Out Merge Fields Custom Fields Clio Cloud Conference 2014 #ClioCloud9
- 24. Starting Out Merge Fields Custom Fields Clio Cloud Conference 2014 #ClioCloud9
- 25. Starting Out Merge Fields Custom Fields Clio Cloud Conference 2014 #ClioCloud9
- 26. Using Generated Documents Generate, edit, share, and more with documents. Clio Cloud Conference 2014 #ClioCloud9
- 27. Generate Document Document Formats Editing Generated Documents Sharing Finalized Documents Clio Cloud Conference 2014 #ClioCloud9
- 28. Generate Document Document Formats Editing Generated Documents Sharing Finalized Documents Clio Cloud Conference 2014 #ClioCloud9
- 29. Generate Document Document Formats Editing Generated Documents Sharing Finalized Documents Clio Cloud Conference 2014 #ClioCloud9
- 30. Generate Document Document Formats Editing Generated Documents Sharing Finalized Documents Clio Cloud Conference 2014 #ClioCloud9
- 31. Problems to Avoid Watch for these hiccups to save even more time. Clio Cloud Conference 2014 #ClioCloud9
- 32. No Data For Field Non-supported Template Format Custom Field Issue Consistent Formatting Clio Cloud Conference 2014 #ClioCloud9
- 33. Clio Cloud Conference 2014 #ClioCloud9
- 34. No Data For Field Non-recommended Template Formats Custom Field Issue Consistent Formatting Clio Cloud Conference 2014 #ClioCloud9
- 35. Formats Recommended Non-recommended Formats Clio Cloud Conference 2014 #ClioCloud9
- 36. No Data For Field Non-recommended Template Formats Custom Field Issue Consistent Formatting Clio Cloud Conference 2014 #ClioCloud9
- 37. Clio Cloud Conference 2014 #ClioCloud9
- 38. Clio Cloud Conference 2014 #ClioCloud9
- 39. No Data For Field Non-recommended Template Formats Custom Field Issue Consistent Formatting Clio Cloud Conference 2014 #ClioCloud9
- 40. Clio Cloud Conference 2014 #ClioCloud9
- 41. Doc Automation for Pros Intermediate level Document Automation Clio Cloud Conference 2014 #ClioCloud9
- 42. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 43. Recommended Formats .docx .pptx .xlsx .xml Clio Cloud Conference 2014 #ClioCloud9
- 44. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 45. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 46. Clio Cloud Conference 2014 #ClioCloud9
- 47. Clio Cloud Conference 2014 #ClioCloud9
- 48. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 49. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 50. Recommended Formats Powerpoint Excel XML Screenshot Hack Speed Generation Clio Cloud Conference 2014 #ClioCloud9
- 51. Summary Clio Cloud Conference 2014 #ClioCloud9
- 52. Summary 1 Introductions Who we are, why we’re here, why we’re awesome. 2 Value Document Automation saves you a ton of time. 3 Example Quick example of generating an Engagement Letter. Clio Cloud Conference 2014 #ClioCloud9
- 53. Summary 4 Templates One-time cost to get set up. How to create templates and use custom fields. 5 Using Using the template, generating docs in different formats, sharing docs, and more. 6 Avoid Some common hiccups to look out for. Clio Cloud Conference 2014 #ClioCloud9
- 54. Summary 7 Pro-Tips Document automation tips for pros. Clio Cloud Conference 2014 #ClioCloud9
- 55. Ask Me Anything (AMA) Thank you for listening! Clio Cloud Conference 2014 #ClioCloud9
Editor's Notes
- Numbering and time
- Chris Pops Bring on talent 5k, 65 Zach Veteran Technical Escalations ClioCon last year Day-to-day 4k> tickets
- http://www.lacba.org/lalawyer/tech/comp11-98.html
- Which is most valuable in the cases where you would want to bill based on the result as opposed to the process Allows you to bill a client for work they want to pay
- e.g Family Law with a la carte style billing for documents
- Capped fees: The client pays an hourly fee for hours worked up to a maximum number of hours Blended rates: The client pays a single blended rate for each hour worked, no matter which level of timekeeper is doing the work. Value-based fees: The client agrees to pay the law firm for the value provided, as perceived by the client and agreed upon by the law firm - reference Conduit Law. Fixed / flat fees: This arrangement fixes the cost of the legal action for the client. Portfolio-based fees: A client negotiates a fixed fee for a law firm to handle all of its legal needs for a specified time period–– e.g., one year. Performance-based / contingency fees: The client agrees to pay the law firm based on their performance or the result of their legal action.
- http://www.lacba.org/lalawyer/tech/comp11-98.html
- Show document to be converted (Motion for Continuance)
- “Document Automation requires a bit of work at the start, when creating the template, to save you time later. I’m going to walk you through how to create a template, and various options you have along the way” Show document to be converted (Motion for Continuance - Iron Key Inc)
- Show Merge Fields area Walk through how to get to Merge Fields area Explain columns, and example Matter What Merge Fields are - basically, placeholders with some funny formatting Point out a few examples on Merge Fields page Matter Number Client Name Firm Address When to use them Any field you change frequently between Matters And is recorded in Clio Example of good field to replace - Client Name Demonstrate all three methods of copy/paste Select and right click Ctrl commands Copy to clipboard button + plaintext format + recommendation
- Explain Custom Fields What they are (user defined fields, instead of Clio defined fields) How they relate (fields you want in Doc Auto that are not in Clio) Show Custom Fields area and how to get there Show Custom Fields tags in Merge Fields area Keeping this brief, want more, stick around! Show how to upload Document via Documents tab (Use completed Motion for Continuance - Template)
- Go to generation modal Select the Motion for ContinuanceTemplate Point out different formats it can be generated in (Word and PDF) Select Matter for generation PDF is a file format used to present documents in a manner independent of application software, hardware, and operating systems. Great for the ‘final’ version of a document. “and if that sounds like it came from Wikipedia..’ Rename Document to be generated (initially will use template name) Generate Document in Word format Note that you can generate from Documents page or Matter page (if Matter, auto-fills that) As generating, mention why Word. Specifically use example of user with Letter with no content but all format (Client info, Firm info, Matter info)
- Show where it is uploaded to in Clio (note it is auto uploaded, if using 3rd party esp) Click Edit on the Document Change description of document (not linked to file name) Change latest version date Change Matter Change Category We will come back to Add New File Close Edit modal Click on Document Preview quick link Provided by Box, where the Document is stored so that it can be viewed immediately without downloading Download the Document Make edits to the Document in Word Save Document as PDF Open Edit modal, click on Add New File Show ‘Create new version’ and ‘Replace version’ options Upload Document as new version Click on Clio Connect to open modal More details on this in the Clio Connect session tomorrow and Smart Bar Click on Add Time Chance to not only save time working on your Documents, but saves time Billing for the work you did Auto assigns Matter and User Change date to reflect when work was done (defaults to today) Set Activity Description Discuss UTBMS Task Codes Discuss Rate Hierarchy/Rate Set duration of time spent working on this Add Notes
- Show example Powerpoint Template Works basically the same as Word, just add Merge Fields Why? Presentations internally to Firm on specific Matters, or to Clients Anyone here use it or have ideas?
- Show example Matter Summary Report in Excel Works slightly differently than Word Click on a field that uses a Merge Field Point out ‘named Ranges’ field where Merge Field appears Ideal for calculations, graphs, or even just adding clear labels before you fill out a table How do you use Excel in your office? How might that work with Document Automation?
- Show XML template (LEDES 2000) Same thing as Word, just add Merge Fields and generate Example use here is for the LEDES 2000 format, no activities info, just basics We have no idea why else it’s used, but N templates are uploaded to Clio Anyone here?
- PDF not supported, but many courts have PDF formatted forms One clever workaround we’ve heard of is to: Take a screenshot of the PDF (or at least a page of it) Paste that in to Word as a background image Put your Merge Fields and text OVER the image, in the correct spots Show example Word Document (citation needed!)
- Lastly, we want to show you how fast it can be to generate Documents after all the front-loaded Template building work is done Start a Timer in Clio Go to Matter Speed-run through generating a Document via Doc Auto, straight to PDF, use Preview feature to view Stop Timer
- Flat fee and value based billing; figuring out how to make it efficiently is important for this type of legal service See if joshua wants to mention it – transactional documents; lawyers competing with likes of rocket lawyer legal zoom; efficient and cost efficient service with some additional advice Terminology slide – what merge fields; templates, alligator brackets Sell the next session! Framing the move – invest the time in building the template, and don’t bill but amortize that over first few clients and then the rest when you flat fee is all profit