# Legal Workflow Templates ## New Matter Intake Workflow ### Stage 1: Initial Contact ``` TRIGGER: Potential client inquiry received 1. Log inquiry in intake system - Date/time of contact - Contact information - Brief matter description - Referral source 2. Preliminary assessment (within 24 hours) - Practice area identification - Statute of limitations check - Obvious conflict indicators - Jurisdictional issues 3. Route to appropriate attorney - Assign responsible partner - Notify intake coordinator GATE: Attorney accepts for further evaluation ``` ### Stage 2: Conflict Check ``` TRIGGER: Matter assigned for evaluation 1. Run conflict search - All party names (variations, DBAs) - Related entities - Key individuals - Adverse parties 2. Document search results - Matches identified - Potential issues flagged - Cleared parties noted 3. Conflict committee review (if needed) - Schedule review meeting - Present findings - Document decision 4. Resolution - Clear to proceed - Waiver required (obtain from affected parties) - Decline matter GATE: Conflict check cleared or waived ``` ### Stage 3: Engagement ``` TRIGGER: Conflict check cleared 1. Client interview - Detailed fact gathering - Document collection - Fee discussion - Scope definition 2. Prepare engagement materials - Engagement letter - Fee agreement - Rate schedule - Billing guidelines acknowledgment 3. Internal setup - Open matter in system - Assign matter number - Set up billing codes - Assign timekeeper team 4. Client onboarding - Send engagement package - Collect signed documents - Receive retainer - Provide client portal access GATE: Signed engagement and retainer received ``` ### Stage 4: Matter Initiation ``` TRIGGER: Engagement completed 1. Administrative setup - Create physical file - Set up document management folder - Configure calendar/deadline system - Add to matter list 2. Team kickoff - Assign team members - Distribute matter memo - Schedule strategy meeting - Establish communication protocol 3. Initial work plan - Define immediate next steps - Set preliminary deadlines - Prepare initial budget - Identify resource needs COMPLETE: Matter active and work begins ``` ## Litigation Lifecycle Workflow ### Phase 1: Case Evaluation ``` Duration: 1-2 weeks Tasks: 1. Review all available documents 2. Conduct client interviews 3. Research applicable law 4. Identify claims/defenses 5. Assess damages exposure 6. Analyze opposing parties 7. Evaluate settlement potential 8. Prepare case assessment memo Deliverables: - Case assessment memorandum - Preliminary litigation budget - Recommended strategy Decision Point: Proceed / Settle / Decline ``` ### Phase 2: Pleadings ``` Duration: 2-8 weeks (depending on posture) PLAINTIFF TRACK: 1. Draft complaint - Verify all claims stated - Attach required exhibits - Review jurisdictional allegations 2. File and serve - Pay filing fee - Obtain summons - Arrange service of process - File proof of service DEFENDANT TRACK: 1. Review complaint thoroughly 2. Identify potential motions - Motion to dismiss - Motion for more definite statement - Motion to strike 3. Draft answer - Respond to each allegation - Assert affirmative defenses - Include counterclaims if applicable 4. File answer before deadline BOTH TRACKS: - Calendar all deadlines - Prepare for Rule 26(f) conference ``` ### Phase 3: Discovery ``` Duration: 6-18 months (per scheduling order) WEEK 1-2: Planning - Review scheduling order - Prepare discovery plan - Draft initial disclosures WEEK 2-4: Written Discovery - Propound interrogatories - Propound document requests - Propound requests for admission WEEK 4-8: Discovery Responses - Collect documents from client - Review for responsiveness - Review for privilege - Prepare responses and objections - Create privilege log MONTH 2-6: Document Production - Process and review documents - Produce in agreed format - Review opposing productions - Identify key documents MONTH 3-9: Depositions - Identify deponents - Schedule depositions - Prepare outlines - Conduct/defend depositions - Summarize transcripts MONTH 6-12: Expert Discovery - Retain experts - Coordinate expert reports - Serve expert disclosures - Conduct expert depositions Decision Point: Evaluate for summary judgment ``` ### Phase 4: Dispositive Motions ``` Duration: 2-4 months 1. Assess summary judgment viability 2. Compile evidentiary record 3. Draft statement of facts 4. Draft memorandum of law 5. File motion 6. Review opposition 7. Draft reply 8. Prepare for oral argument 9. Attend argument 10. Analyze ruling Decision Point: Trial / Settlement / Appeal ``` ### Phase 5: Trial ``` PRE-TRIAL (T-8 to T-2 weeks): - Finalize witness list - Prepare exhibit list - Draft motions in limine - Propose jury instructions - Draft pretrial brief - Attend pretrial conference TRIAL PREP (T-2 weeks to trial): - Finalize witness examinations - Prepare opening statement - Organize exhibits - Prepare demonstratives - Conduct mock exercises - Finalize closing argument TRIAL: - Jury selection - Opening statements - Plaintiff's case - Defendant's case - Rebuttal - Closing arguments - Jury instructions - Verdict POST-TRIAL: - Assess post-trial motions - Prepare for judgment entry - Evaluate appeal options ``` ## Transaction Closing Workflow ### Phase 1: Signing ``` T-14 days: Pre-Signing - Final document distribution - Outstanding issues list - Signature page preparation - Escrow arrangements T-7 days: Final Negotiation - Resolve open items - Finalize schedules - Complete disclosure updates T-3 days: Signing Preparation - Circulate execution versions - Confirm signatory authority - Prepare signature packages Signing Day: - Collect executed documents - Verify all signatures - Distribute counterparts - Confirm escrow deposits ``` ### Phase 2: Pre-Closing ``` T-14 to T-1 days: Regulatory Track: - Monitor HSR waiting period - Track regulatory approvals - Coordinate agency communications Third-Party Track: - Chase outstanding consents - Follow up on estoppels - Confirm financing commitments Documentation Track: - Finalize ancillary documents - Prepare closing certificates - Draft bring-down opinions - Complete funds flow memo Verification Track: - Verify representations - Confirm MAC compliance - Complete bring-down searches ``` ### Phase 3: Closing ``` Closing Day: Morning: - Final bring-down verification - Confirm all conditions satisfied - Release authorization Execution: - Execute closing documents - Collect officer certificates - Deliver legal opinions Funding: - Confirm funds availability - Initiate wire transfers - Verify receipt of funds Recording/Filing: - Record deeds/mortgages - File UCC statements - File merger documents - Submit regulatory notifications Confirmation: - Announce transaction (if applicable) - Distribute closing documents - Confirm completion to all parties ``` ### Phase 4: Post-Closing ``` Day 1-7: - Assemble closing binder - Distribute final documents - File post-closing notices - Update corporate records Day 7-30: - Complete holdback calculations - Address post-closing adjustments - Resolve transition items Day 30-90: - Monitor earnout triggers - Address indemnification claims - Complete integration support - Close matter file ``` ## Workflow Automation Opportunities ### High-Value Automation Targets | Process | Automation Type | Benefit | |---------|-----------------|---------| | Conflict checking | System integration | Speed, accuracy | | Deadline calculation | Rule-based engine | Error reduction | | Document assembly | Template automation | Consistency | | Status reporting | Dashboard generation | Efficiency | | Invoice review | AI-powered review | Cost savings | ### Implementation Priorities 1. Calendar and deadline management 2. Document generation from templates 3. Matter status dashboards 4. Client reporting automation 5. E-billing integration