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Video Transcript

Hi, I’m Matthew Daddi, a CRM consultant here at PowerObjects, and I’m here to talk to you about Mid-Minnesota Legal Aid. Mid-Minnesota Legal Aid provides free legal aid for individuals and families with low income and seniors in 20 central Minnesota counties. Also, to people with disabilities statewide.

So Mid-Minnesota was coming from an existing system; in this system, they had the ability to update, maintain, and create new documents. Moving to CRM, we needed to keep this functionality to allow them to easily maintain, update, and create documents as they changed, or as new ones are created. The Mid-Minnesota process starts with the intake staff. They will receive a call from a client, and they will gather information such as demographics, income, and any other information that they need to understand if this client is qualified or not.

So once the matter record, or the case, is created within the CRM system, it is now the responsibility of the attorney to nurture this record. The attorney is gonna capture any additional notes, activities such as phone calls, appointments, tasks, or their time and expenses that are regarding this case. So the attorneys are also responsible for creating connections in regards to this case. The connections can be to contacts, accounts, and user, and the roles can vary from a judge, medical clinic, to children, and a list of many more.

So at different points in the life cycle of a matter or case record within the CRM system, users are gonna need to generate documents that they’re gonna send out for different reasons. Now, all the data that’s coming into these documents is coming from the CRM system, but it’s gonna be across many different entities. To make this easy for the users to understand where the data is coming from, to validate when they’re creating the documents, and also, to update and maintain these documents, since they will be creating them themselves, we created a custom solution called Document Generation Form that’s also on the matter of record.

The user is able to select the type of document that they are creating, and also the author of the document. Once they have selected these two pieces of information they’ll click the generate document custom HTML button, and this displays a tab for this specific document that they’re trying to create. Within this tab, there’s usually a header, body, and footer section, with different fields that display the data in the same order that it would display on the document itself. This allows the user to validate if the information is correct because a lot of this information is coming from those connections rules that were associated to the case record by the attorney previously.

This prevents the user creating the document from having to go to many different records to make sure that the information is correct. If the information is incorrect they can edit it here quickly, still generate the document, and then go edit it in the correct location in CRM at a different point. This allows them to quickly generate these documents that they need to get out at a timely manner, while still maintaining proper data within the CRM system.

The two main benefits that this custom solution provides Mid-Minnesota is time and ease of use. Time; it gives them the ability to quickly validate, in the same location, all the information that’s going into one document. Ease of use; it gives them the ability to quickly update, create, and maintain new documents as they see fit.

For more information about document templates, check out my blog. And if you’re interested in a custom solution for your company, fill out a contact form on our website. Thanks for check out my solution spotlight.