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Intelligent Letters or Emails In the Case Studies for Mediation and Licensing I go into a lot more details about how I developed my processing for Letters and Emails. In the page about Moving away from Letters I go into more detail about why Intelligent Letters are a benefit. On this page I will give an overview of how driving letter (or Emails) content to be controlled by data held within the system can lead to rapid generation and sending of letters. Most people are familiar with basic feature of “mail merges” and how data can be populated into letters. P4W takes that to another level as it has a series of standard data tags, you will have seen these as [Entity.Lastname] and in your initial setup would have been used to put in address block for letters. The real power comes when you take this to the next level and have the content of your letter driven by the data you have held against the Matter or Entity. I have observed in many Firms where the templates, not just P4W, are set up for the Legal Assistants to edit: You often see [appointment date], yes highlighted in yellow! and instructions to remove paragraphs. [Remove as appropriate] When you come to your first appointment, please bring proof of ID We have processed your proof of ID This causes a significant overhead in time for the Legal Assistant to go through the whole document entering data and removing paragraphs as they check the data as they go. With some simple planning and the addition of a small amount of “code” into the Templates you can get to a point where all the Legal Assistant needs to do is create the letter and it is generated and can be printed or sent to PDF. Now there is one other step that can be achieved. When I started with P4W I implemented a process which reduced the number of “standard” letters from thirty to one letter that would ask the user to select what they were doing, and based on the answer it would insert standard text e.g. Please find enclosed: Confirmation of appointment Map Or Please find enclosed: Completion statement Invoice This simplified the production of the letter but the selection for the Legal Assistant grew to 20+ options! The next step I took on this introduced a level of intelligence. By interrogating the system to see which Agenda the letter was being created in, it was possible to automatically select the insertion or reduce the number of options down from 20+ to a few typically 3. Benefits Reduced production time Reducing training needed Consistent document generation Future changes applied automatically Option to maintain billing time or reduce More time for billable custom work

Intelligent Letters or Emails

In the Case Studies for Mediation and Licensing I go into a lot more details about how I developed my processing for Letters and Emails.

In the page about Moving away from Letters I go into more detail about why Intelligent Letters are a benefit.

On this page I will give an overview of how driving letter (or Emails) content to be controlled by data held within the system can lead to rapid generation and sending of letters.

Most people are familiar with basic feature of “mail merges” and how data can be populated into letters. P4W takes that to another level as it has a series of standard data tags, you will have seen these as [Entity.Lastname] and in your initial setup would have been used to put in address block for letters.

The real power comes when you take this to the next level and have the content of your letter driven by the data you have held against the Matter or Entity.

I have observed in many Firms where the templates, not just P4W, are set up for the Legal Assistants to edit:

You often see [appointment date], yes highlighted in yellow! and instructions to remove paragraphs.

[Remove as appropriate]

When you come to your first appointment, please bring proof of ID

We have processed your proof of ID

This causes a significant overhead in time for the Legal Assistant to go through the whole document entering data and removing paragraphs as they check the data as they go.

With some simple planning and the addition of a small amount of “code” into the Templates you can get to a point where all the Legal Assistant needs to do is create the letter and it is generated and can be printed or sent to PDF.

Now there is one other step that can be achieved.

When I started with P4W I implemented a process which reduced the number of “standard” letters from thirty to one letter that would ask the user to select what they were doing, and based on the answer it would insert standard text e.g.

Please find enclosed:

Confirmation of appointment
Map

Or

Please find enclosed:

Completion statement
Invoice

This simplified the production of the letter but the selection for the Legal Assistant grew to 20+ options!

The next step I took on this introduced a level of intelligence. By interrogating the system to see which Agenda the letter was being created in, it was possible to automatically select the insertion or reduce the number of options down from 20+ to a few typically 3.

Benefits

Reduced production time
Reducing training needed
Consistent document generation
Future changes applied automatically
Option to maintain billing time or reduce
More time for billable custom work