m-files-based crm for legal solution

M-Files-based CRM for Legal – contact and client relationships management solution for law firms

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Solution key features► Contact management► Legal project registration► Sales plans► Relationships management► Integration with MS Outlook► Campaign management► Document management► Survey management► Integration with billing systems

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Windows-based user interface

► Simple and intuitive user interface embedded in Windows Explorer

► All work is carried out in a single window

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Contact management► Registration of contact companies, contact persons and

clients► Contact segmentation and filtering by various criteria

(company’s geographic location and industry, contact person’s business-function, client’s revenue size, etc.)

► E-mail notifications of coming contact’s birthdays► E-mail notifications when clients become ‘sleeping’ (which

you have not communicated for a long time)

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Contact management► Contact name registration

in both native and foreign languages

► E-mail address automatically defines the contact person when his/her e-mail message is uploaded to the system

► Birthday notifications are sent to responsible employees

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Contact management► Contact company is key

registration unit of CRM solution

► Records analysis by contact company shows all events registered before transition to client and after it

► As exception, contact company registration may be omitted for private clients

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Contact management► Easy client registration when

it is created based on contact company – most of property values are filled automatically

► All already registered contact persons are automatically assigned to client associated with contact company

► Last communication date is automatically updated

► Client moves to ‘sleeping’ type value when no communication is found for a long time

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Contact management► Dynamic contact lists of… …contact persons: …companies: …clients:

► Static contacts lists (marketing lists) – contacts have to be manually added to these lists

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Legal project registration► General and litigation projects► Potential projects (deals) management► Registration of courts, judges and court hearings to

manage litigation projects► Conflict of interest descriptions► Sales plans and plans vs. actuals comparison

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Legal project registration

► Legal-specific information in project card

► Two project classes – General and Litigation

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Legal project registration► Judges and courts registration

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Legal project registration

► Lookup the court hearings by various criteria

► Court hearing registration

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Legal project registration► Potential project win/loss

registration► Automatic information event

is created when project has been won/lost

► If both client and project had potential type values, it will be automatically converted to actual ones when project result is marked as Won

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Sales plans► Sales plans registration by employees (or other criteria,

e.g. by practice)

► When potential project has been marked as won, its amount automatically updates sales plan actuals

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Relationships management► Event registration

Contact events (meetings, calls, e-mails) Inquiries from clients Tasks Information events

► Each communication event indicates whether the contact company is also client at event date registration

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Relationships management► Contact events registration,

such as meetings, calls, e-mails, lunches with clients and other communications

► Contact event with type ‘E-mail message’ is automatically created after e-mail message was uploaded to system

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Relationships management► Inquiries registration which

are requests from potential or actual clients. Inquiry is assigned to responsible employee or to all legal firm partners if no employee specified

► Inquiry can be associated with marketing campaign and considered as campaign response

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Relationships management► Personal tasks and

assignments registration► Key metrics control –

registration date, deadline and completion date

► E-mail notifications of overdue tasks

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Relationships management► Information events are

registered when some contact- or project-specific information should be kept, such as client employee’s leaving, project manager’s substitution, interim results of litigation project, etc.

► Some information events are created automatically – when project registered or converted as won/lost deal

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Relationships management► Actual client value shows whether the contact company is

a client – it allows to analyze all communications history until client has been attracted

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Relationships management► Communication events can be browsed… …by

contact company

► …by project

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Relationships management► …by contact person

► …by client

► …by employee

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Integration with MS Outlook► Adding contact persons to MS Outlook local address book► Adding events to MS Outlook calendar

Meetings Calls Court hearings Tasks

► Adding manually the important e-mail messages from MS Outlook into M-Files

► Possibility of import all e-mail messages automatically

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Integration with MS Outlook

► Contact events (meetings, calls) and court hearings will be imported as Appointments to MS Outlook

► Tasks will be imported as Tasks to MS Outlook► Contact persons will be imported as Contacts to MS

Outlook

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Integration with MS Outlook► M-Files vault is shown in

MS Outlook client as separate folder

► Additional subfolders (Inbox, Sent or project-based folders) should be added with fields integration rules

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Integration with MS Outlook► Then, e-mail message can be uploaded to M-Files

Drag e-mail to folder

M-Files opens document card with automatically completed property values

► After message uploaded, new contact event will be automatically created and available for browsing

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Campaign management► Marketing campaigns registration

Newsletters Greetings Conferences Events organized by third parties

► Contact selections for campaigns► Campaign registration and participation marking► Campaign result statistics

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Campaign management► Campaign cost can be

entered as total amount…

► …or by expense item lines

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Campaign management

► Contact persons can be simply selected from chosen contact list and then, added to contacts selection

► Contacts can be selected from any contact persons lists► Employees can add their contacts to selection

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Campaign management

► Campaign participation record will be automatically created for each selected contact

► If any entry duplicate is found, it will be marked appropriately and should be deleted

► Campaign contacts list can be exported to CSV for use in e-mail messaging services

► If campaign is conference, registration and participation marks can be specified for attendees

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Campaign management► Automatic count of total contacts, total registered and

participants, and cost per contact and per participant calculation

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Document management► Once document is checked-out, system prevents other

users from its editing at same time► Integration with MS Office (Word, Excel, PowerPoint)► Search results include matches based on title, all

metadata, and content inside documents► Document preview without opening► Document versions are automatically stored if there are

any changes made in the document► Document content automation by using data from system

(for example, for commercial proposals or invoice documents)

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Document management► Document can be associated

with client, project, contact company, contact person and other system’s object types

► Automated document approval processes

► Extended access control to documents – by project team, legal practice, client, etc.

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Document management

► Search by metadata and document content► Document can be previewed in M-Files without opening in

MS Office

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Document management► Saving documents directly

from MS Office► Document versions

comparison, version labeling and commenting

► Annotations and redlining

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Survey management► Client satisfaction surveys registration► Survey’s question lists creation► Respondents selection for survey► Respondents satisfaction valuation by questions► Survey result statistics

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Survey management► Registration of survey and associated question list

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Survey management

► Contact persons can be simply selected from chosen contact list and then, added to contacts selection

► Contacts can be selected from any contact persons lists associated with clients

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Survey management

► Survey participation record will be automatically created for each selected contact

► Question-based satisfaction value can be entered per each respondent

► Question importance value can be entered as well

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Survey management

► General survey participation statistics

► Automatic count of minimum, maximum and average satisfaction and importance (if needed) values per question

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Personalization► Number of personalized

views for quick access to information

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Integration with billing systems► Integration is possible with any billing and financial system

based on MS SQL Server or Oracle database engines► The following information can be imported:

Clients Projects Employees Dimensions (client industries, legal practices, countries, etc.) Invoice transactions (when billing documents automatic

preparation is needed)► Data, updated in M-Files, can be automatically imported

to billing systems

Have a questions? Please feel free to contact us:

Artem ShpachenkoM-Files Solutions ArchitectFTS GroupE-mail: ashpachenko@fts-eu.com