How a Legal Firm can Improve Results and Client Service Almost Instantly
In less than 4 minutes, learn how to improve earnings, service, and stress levels simultaneously
Written by Service Desk
Updated at January 24th, 2025
Imagine you’re an attorney managing a few hundred corporate clients, and each of these companies has dozens of shareholders. Every month, you’re responsible for generating notice letters for the companies having their annual meetings next month. With Doxserá® DB, what used to be a time-consuming, manual process can now be handled with just a few clicks.
In this demonstration, we'll illustrate how Doxserá® DB transforms a complex, repetitive task into an automated process. For example, let's say next month is July, and the companies that need notice letters this month are Acme Inc. and Widget World. With hundreds of corporate clients, you could easily be generating a thousand or more letters each month. However, all the necessary information is already stored in your data: which companies are holding meetings, which shareholders belong to each company, and even details like the company's officers, the gender of the president, and the name of the secretary.
Doxserá® DB allows you to treat this entire monthly process as a single task with no human intervention required. By clicking "fill," the system automatically identifies the companies with upcoming meetings, selects the appropriate shareholders, and generates the necessary notice letters.
For this demonstration, Doxserá® DB pulls up the required subset of shareholders for Acme Inc. and Widget World. After selecting all recipients, the program automatically saves and names each document, assigning the correct letterhead for each company. Whether it’s 10 letters or a thousand, the process runs seamlessly—automating all repetitive tasks that are prone to human error.
Within minutes, you have perfectly personalized letters for each shareholder. Each one includes all the relevant details specific to that company and individual. Doxserá® DB simplifies this monthly process, reducing the chance for errors and freeing up valuable time.
All you need is someone in the office who can click three buttons, and you're done.
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Transcript:
Let's say I'm an attorney with a few hundred corporate clients. Instead of three companies on my list here, I might have a few hundred.
Each one of those companies might have, a few dozen shareholders.
Every month, I need to generate these notice letters for maybe a couple dozen of these companies, whichever ones are having their annual meeting next month. Next month is July.
So the two companies here in my example are Acme and Widget.
It's June right now, so I need to generate letters for the Acme company and the Widget company because those are the ones that have their meeting in July.
With my, three hundred or so companies, I might be generating a thousand letters each month. What if I treat that entire monthly process as a single task?
All of the required information already exists in my data. My data knows which companies are having meetings next month. It knows which people belong to each of those companies. It knows the officers of each of those companies, the gender of the president, and the name of the secretary.
So why do I need any human intervention at all? There are no unknowns. There are plenty of variables, but there are no unknowns.
So it's the same letter again, but this one asks no questions. It's a form that asks no questions. It just has an instruction here, click fill to create annual meeting notice letters for next month.
I'm gonna shrink this down now so we'll be able to more easily see what it's doing, and I'll click the fill button.
Here it has pulled up a subset of people who need letters this month. Three of them at the top there are related to Acme Inc, and, the other four are related to Widget World. Those are the two companies having meetings. So I'll just select all of them, click okay.
This screen says I want to, automatically save and name each finished document, clicking okay again, and it starts generating the letters. It is also assigning a letterhead to each one of these letters depending upon which company, they're related to. So we started with several Acme letterheads there, and now it's generating a few letters with Widget World letterhead. These are taking three or four seconds a piece. If I had about a thousand letters, it would take me a little under an hour to generate them all. All of the repetitive mind numbing part of the task has been offloaded to the computer because computers are good at that.
Humans, it's just an opportunity to make mistakes. Here's the finished product. Let's look at one for ACME.
There's a letter to Alan Ames personalized with all the information relevant to him and ACME.
Here's one for Helen Hopper, personalized with all the information for Widget World and Helen Hopper.
Now all I have to do is find someone in my office who's able to click three buttons in a row, and I'm done.