How to Create Automated Workflows for Law Firms

From client intake to document management, automated workflows can help law firms make daily operations smoother, simplify tasks by reducing manual work and free up time for what really matters.

Paperwork, deadlines, and endless emails—sound familiar? Many law firms are finding themselves bogged down by routine tasks that steal valuable time. 

Legal workflow automation offers a powerful solution.

But how? Tools like Claris FileMaker can transform your operations, automating client intake, document drafting, and billing so your team can operate seamlessly, minimizing errors and driving productivity.

Read More: How to Improve Law Firm Efficiency and Work Smarter

1. Identify Which Areas Need Automation

Before jumping into legal workflow automation, it’s essential to take a step back and assess where your law firm can benefit the most. Some processes naturally take up more time and resources, especially those involving manual data entry, multiple handoffs, or frequent delays. 

A great starting point is to monitor key aspects of your law firm workflow management, such as:

• How many hours staff members spend on each task: Tracking this can highlight inefficiencies. (Tip: Tools that provide time tracking for lawyers can help.)
• Repetitive tasks: Like automated legal documents generation, data entry into case management systems, scheduling appointments, billing automation, and client communications.
• Pain points: Bottlenecks, error-prone tasks, compliance risks, and everything causing client dissatisfaction. 
• Volume of work: How much time is lost on routine tasks versus strategic legal work?

One of the most valuable ways to find inefficiencies is to gather input from your team. Since staff members are on the front lines of law firm process optimization, they have firsthand insights into what slows things down. 

2. Select the Right Tool

Once you’ve identified the processes that need automation, the next step is choosing the right legal workflow software to get the job done. The ideal solution should be able to automate the different processes and also be secure, user-friendly, and scalable as your firm grows.

When selecting a legal technology solution, here’s what to look for:

1. Data security: Protecting sensitive client and case information is non-negotiable. A reliable tool must meet compliance standards and safeguard confidential legal data.
2. Integration capabilities: Your law firm automation software should connect well with existing systems.
3. User experience: The goal is to simplify tasks, not complicate them. A great tool must be intuitive so that attorneys and staff can use it without extensive training.
4. Scalability: Whether you’re a small practice or a large firm, your legal workflow system should grow with your business, handling increasing workloads and evolving needs.

For example, Claris FileMaker is an all-in-one platform that allows law firms to build custom legal workflow systems, integrating everything from document management to legal compliance automation. Unlike rigid software, FileMaker adapts to your firm’s needs.

3. Design the Workflow

With the right legal workflow software in place, it’s time to build an automation strategy that actually works for your firm. To get started, follow these key steps:

Define Clear Objectives

To get started, it’s important to define clear objectives. What do you want to achieve with legal workflow automation? Whether it’s reducing administrative overhead, or simplifying client intake, setting clear goals will guide your automation setup.

Map Out the Desired Workflow

Lay out each step in the process. Identify where AI automation can take over, such as auto populating forms, scheduling court dates, or sending reminders for compliance deadlines. This step helps visualize how automation fits into daily operations.

Configure Triggers and Actions

Automation works best when specific triggers set tasks in motion. For example:

• When a new client is onboarded, the system can automatically create files and send introductory emails.
• When a contract is finalized, it can generate invoices and log billable hours through time tracking systems.
• When a deadline approaches, the system can notify attorneys and flag important documents.

4. Train your Staff

Even the best legal workflow automation system is only as effective as the people using it. Your team needs to feel comfortable with the new technology and understand how it enhances their daily work. 

Instead of overwhelming your team with lengthy manuals, focus on interactive training sessions where they can practice using the system. Designate a few team members who can provide guidance and answer questions.

5. Gather Feedbacks

Implementing an automated workflow isn’t a one-and-done process. You should always look for feedback from every staff member that uses the system daily, so their insights can help fine-tune automation processes for better efficiency. 

Is workflow automation reducing delays? Is billing automation for law firms improving accuracy? Those are a few questions that you should ask. 

Measuring the ROI of Legal Workflow Automation

Investing in legal workflow automation is only worthwhile if it delivers measurable benefits. To understand its impact, law firms need to track key performance indicators (KPIs) that reflect improvements and profitability.

Some key metrics attorneys must track include:

1. Time saving: Compare how long tasks took before and after the optimization.
2. Cost reduction: Monitor expenses related to administrative work. Fewer manual processes often translate into lower operational costs.
3. Error rates: Lower error rates mean fewer costly corrections.
4. Profitability: Measure revenue changes by assessing whether law firm automation has freed up more time for billable work.

Read More: Key Metrics Your Law Firm Should Monitor Regularly

Workflow Automation Examples

To see legal workflow automation in action, let’s look at some real-world applications that help law firms improve operations and efficiency. 

Case Management

Managing cases involves a high volume of documentation, deadlines, and communications. With a workflow automation, law firms can:

• Automatically generate case files when a new client is onboarded.
• Integrate client intake to collect and organize information.
• Schedule hearings, depositions, and deadlines with automated reminders.
• Sync data across systems to ensure up-to-date case records. 

Billing and Invoicing

Tracking billable hours and processing invoices manually can be time-consuming and error-prone. With billing automation for law firms, you can:

• Automate time tracking for lawyers to ensure accurate billing.
• Generate and send invoices automatically, reducing late payments.
• Integrate with document management systems to attach necessary records.

Get ready with Claris FileMaker

With Claris FileMaker, firms can build a legal workflow system made to their unique needs—whether it’s case management, billing, or client intake automation for lawyers.Ready to take the next step? Codence’s FileMaker specialists can help design a custom FileMaker app that fits your firm’s workflow. Get in touch today and start optimizing your legal processes with automation!