m-files-based crm for legal solution
TRANSCRIPT
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M-Files-based CRM for Legal – contact and client relationships management solution for law firms
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DYNAMIC CONTENT MANAGEMENT 2
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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DYNAMIC CONTENT MANAGEMENT 3
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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DYNAMIC CONTENT MANAGEMENT 4
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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DYNAMIC CONTENT MANAGEMENT 5
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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DYNAMIC CONTENT MANAGEMENT 6
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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DYNAMIC CONTENT MANAGEMENT 7
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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DYNAMIC CONTENT MANAGEMENT 8
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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DYNAMIC CONTENT MANAGEMENT 9
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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DYNAMIC CONTENT MANAGEMENT 10
Legal project registration
► Legal-specific information in project card
► Two project classes – General and Litigation
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DYNAMIC CONTENT MANAGEMENT 11
Legal project registration► Judges and courts registration
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DYNAMIC CONTENT MANAGEMENT 12
Legal project registration
► Lookup the court hearings by various criteria
► Court hearing registration
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DYNAMIC CONTENT MANAGEMENT 13
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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DYNAMIC CONTENT MANAGEMENT 14
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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DYNAMIC CONTENT MANAGEMENT 15
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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DYNAMIC CONTENT MANAGEMENT 16
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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DYNAMIC CONTENT MANAGEMENT 17
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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DYNAMIC CONTENT MANAGEMENT 18
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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DYNAMIC CONTENT MANAGEMENT 19
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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DYNAMIC CONTENT MANAGEMENT 20
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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DYNAMIC CONTENT MANAGEMENT 21
Relationships management► Communication events can be browsed… …by
contact company
► …by project
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DYNAMIC CONTENT MANAGEMENT 22
Relationships management► …by contact person
► …by client
► …by employee
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DYNAMIC CONTENT MANAGEMENT 23
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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DYNAMIC CONTENT MANAGEMENT 24
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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DYNAMIC CONTENT MANAGEMENT 25
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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DYNAMIC CONTENT MANAGEMENT 26
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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DYNAMIC CONTENT MANAGEMENT 27
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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DYNAMIC CONTENT MANAGEMENT 28
Campaign management► Campaign cost can be
entered as total amount…
► …or by expense item lines
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DYNAMIC CONTENT MANAGEMENT 29
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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DYNAMIC CONTENT MANAGEMENT 30
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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DYNAMIC CONTENT MANAGEMENT 31
Campaign management► Automatic count of total contacts, total registered and
participants, and cost per contact and per participant calculation
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DYNAMIC CONTENT MANAGEMENT 32
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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DYNAMIC CONTENT MANAGEMENT 33
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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DYNAMIC CONTENT MANAGEMENT 34
Document management
► Search by metadata and document content► Document can be previewed in M-Files without opening in
MS Office
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DYNAMIC CONTENT MANAGEMENT 35
Document management► Saving documents directly
from MS Office► Document versions
comparison, version labeling and commenting
► Annotations and redlining
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DYNAMIC CONTENT MANAGEMENT 36
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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DYNAMIC CONTENT MANAGEMENT 37
Survey management► Registration of survey and associated question list
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DYNAMIC CONTENT MANAGEMENT 38
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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DYNAMIC CONTENT MANAGEMENT 39
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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DYNAMIC CONTENT MANAGEMENT 40
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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DYNAMIC CONTENT MANAGEMENT 41
Personalization► Number of personalized
views for quick access to information
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DYNAMIC CONTENT MANAGEMENT 42
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
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Have a questions? Please feel free to contact us:
Artem ShpachenkoM-Files Solutions ArchitectFTS GroupE-mail: [email protected]