rooksdm

The complexities of immigration law can pose significant challenges for law firms tasked with gathering information for various visa applications. From H-1B to I-129 and L-1A, the specific requirements and documentation needed can vary greatly, making it a formidable task to ensure all necessary information is collected and presented in a comprehensive and compliant manner.

In this case study, we will explore the challenges faced by an immigration law firm and the strategies they have employed to streamline the information-gathering process, save time for attorneys, and achieve successful outcomes for their clients.

The Challenge

Streamlining Information Collection for Law Firm

Our client is a highly regarded immigration law firm located in Boston. With a reputation for being one of the best in the city, the firm has a growing client base and is continuously in high demand. However, the nature of their work requires the collection of a significant amount of information from clients, which can prove to be a time-consuming and complex process.

One of the primary challenges the law firm faces is the need to request a variety of attachments from clients, such as personal identification, financial documents, educational certificates, and work experience records. There are a number of factors that alter the information being collected such as having dependents, the applicant’s country of birth, or even their marital status. This makes it even more challenging to streamline the process across the company to ensure the proper information is requested, received, and organized. Lastly, this sensitive information must only be accessible to the proper team members and saved securely.

Additionally, security and compliance are of utmost importance, and the firm needs to be sure that they are meeting all legal requirements while also providing the best possible service to their clients.

The Solution

Revolutionizing Information Collection with Customized Forms and Automated Processes

RooksDM recognized the difficulties faced by the busy and growing Boston law firm in gathering the necessary information for various immigration visas. To help address these challenges, RooksDM started the project with a comprehensive review of the law firm’s processes and procedures for information collection and management. Through this analysis, RooksDM was able to identify areas for improvement and develop a solution that streamlines the information-gathering process.

Then, RooksDM created unique forms specifically tailored to the needs of the law firm. The forms are user-friendly, easy to fill out, and designed to reduce the time spent on intake while ensuring the necessary information is collected in a comprehensive and compliant manner.

These forms incorporated 3 key features:

• Field Validation – ensure we get the correct data (i.e. date format varies in different countries)
• Dynamic fields – adding additional fields based on their responses to questions (i.e. if they have dependents, the form would add additional fields)
• Automations –

1. 1. each submitted form created folders with a specific naming convention for clients
   2. created and named a pdf file for the responses received
   3. renamed all attachments based on the form type and applicant’s name
   4. saved attachments directly into the secured folder

The Result

Elevating Efficiency and Accuracy

In conclusion, RooksDM partnered with the highly regarded Boston law firm to streamline its information collection and management process. Our comprehensive review of the firm’s processes and procedures allowed us to identify areas for improvement and create a customized solution.

By creating 16 unique forms that asked for specific information based on the legal needs of each matter, the law firm was able to efficiently and confidently collect the necessary information for each case.

The forms included key features such as field validation, dynamic fields, and automations that made the process smoother and more efficient. In short, RooksDM’s solution has revolutionized how this Boston law firm handles information collection and management. This improved their overall success rate and freed up valuable resources that the firm can now use to grow their business.

Are you a financial advisor struggling with a time-consuming and error-prone agreement generation process? Discover how one of our clients was able to streamline its process and improve efficiency with the help of RooksDM. Our team of technology consultants implemented automation and CRM integration to reduce manual data entry and improve the tracking of client information. 

The Challenge

Cumbersome Agreement Generation Process

The client, a financial advisory firm, was spending a lot of time generating new client agreements and entering the same data into multiple systems. Previously they would take a template agreement and copy and paste new client data into the document. They would manually need to save this and sent it to the client for e-signature. 

As they continued to grow, this seemly simple workaround became cumbersome. It was not only time-consuming to manually create client agreements, but also increased the risk of errors. Simple mistakes happen with repetitive manual tasks when the workload increases. The client needed a solution that would streamline the process and make it more efficient.

The Solution

RooksDM Implements Streamlined Solution

• RooksDM worked with the client to understand the current process, identify inefficiencies, and determine the technology needed to overcome them.
• To streamline the process, RooksDM implemented an internal form that would trigger workflow automations.
• This form interfaced with the client’s CRM for tracking and sending communications to the client.
• Additionally, it generated client agreements based on templates for e-signature and created client-specific files and folders.

The Result

Significant Improvement in Efficiency and Service

After implementing the solution, the client saw a significant improvement in the efficiency of their agreement generation process. The automation enabled them to generate agreements quickly and easily, reducing the time spent on manual data entry. Additionally, the form’s integration with the CRM made it easier to keep track of client information and send communications. 

The client was also able to provide a better service to their clients by having agreements ready to be signed quickly. Overall, the solution provided by RooksDM helped the client to streamline their process, save time, and improve the overall service provided to their clients.

Did I remember to save all of their receipts? Let me check my email. Are all of their receipts in this folder in Outlook? Let me search their email address and compare files.

If you work at a ProServ firm, you likely receive hundreds of attachments per month… maybe even more. How many of those attachments must be manually saved one by one in your shared drive? How many hours are spent manually saving files each month?

It’s easy to get caught up in the day-to-day grind, and that is exactly what happened to our client in this case study. Learn how they leaned on automation to gain several hours back in their week and ensured all attachments are automatically saved each and every time a contractor sends a receipt.

The Challenge

Reimbursing contractors for expenses

When our client, a California-based Financial Advisory firm, first began working with us they wanted help streamlining their processes. As their organization has grown through the years, they have also increased the number of contractors they worked with.

As their contractor base grew, this temporary workaround proved to be inefficient as receipts would often be missed or would not get saved as an attachment. This resulted in missed or late payments to contractors.

The Obstacle

Finding attachments in Outlook and Teams

Our client realized that they were spending far too much time searching and organizing contractor receipts. Such a simple admin task had become cumbersome. They needed an easy solution that they could use across all contractors.

The Solution

Saving Attachments into Teams from Outlook

By using Microsoft Power Apps, RooksDM helped them to automate this process, so they no longer had to go on the hunt for files. 

Here’s how we did it:

1. Contractor sends an email with the word “receipt”
   1. If the contractor is new, the system creates a folder for them
   2. If the contractor is existing, the system routes any documents to their folder
2. Attachment is automatically saved into their folder within Teams
3. Attachment is automatically renamed to keep the folder organized

In an effort to reduce human error and ensure each receipt was saved, we took into consideration the possibility of a contractor misspelling the word receipt when sending in their email. Hey, we know that mistakes happen! That’s why our automation solution was built with humans in mind just to be on the safe side. We included variations of the word receipts for example:

• receipt, 
• reciept, 
• receipts, 
• reciepts, 
• recipts.

Luckily the manual work was kept to a minimum. 

The Result

Have Peace of Mind Knowing Where Everything is Saved

In the end, the client was thrilled! Who knew that such a seemingly small change would make such a huge impact and lead to labor cost savings!

Now the client has better relationships with their contractors as all receipts are now automatically and neatly saved in their specific contractor folders which makes it easy to submit their complete payments on time! 

In addition, the client reduced human error and saved a lot of time as they no longer have to sift through emails and follow the manual process of determining if the contractor’s folder already exists or not, creating a new folder, wondering if they collected all of the receipts which lead to research time, and then saving each individual attachment in the proper client’s folder.

A process that could easily take several hours in a month while reconciling can now be completed in minutes. The best part, now our client can spend more time working on more meaningful client work instead of admin tasks!

What tedious task do you have that can be automated to help you get some time back in your day?