Category Archives: Document Automation Case Studies

Let our extensive experience inspire you. We’ve helped automate thousands of templates in a number of disciplines and we’ll be happy to share our know-how. Our case studies are a good place to start.Let our extensive experience inspire you. We’ve helped automate thousands of templates in a number of disciplines and we’ll be happy to share our know-how. Our case studies are a good place to start.

Legito for Due Dilligence

Customer:

International advisory company

Background:

Our customer is providing complex services in area of merges and acquisitions (M&A) and for investing to startups.

Customer’s goal:

Our customer need software where invested or acquired company may upload its legal documents so the other party’s lawyers make legal due diligence.

Customer’s needs:

  • Upload PDF and other legal documents.
  • ACL (access control list), mainly “read only” feature.
  • Divide documents into several groups.
  • Add comments and states (e.g. approved/challenged/questioned) to documents.
  • Searching and filters.
  • Analytics.

How did Legito satisfied customer’s needs?

This use-case was a little bit unusual for us. We usually automated client’s document.

All features mentioned above are standard part of our automation and management software, therefore we just installed Legito on customer’s own server, trained customer’s employees how to use and manage Legito.

What time did this project take?

Installation to client’s own server took us one week.

Results and achievements of this project:

  • Our customer received branded due diligence system which could be used for any M&A transaction (for any of customer’s clients) without any further investment into development.
  • Our solution was cost effective for our client.

How our customer bennefits from our document analytics feature

Customer:

International retail company with thousands of employees.

Background:

Our customer have been using automated templates of HR documents (e.g. Employment contract) for a while. To get business important information for its management, our customer have been using our analytics and was so kind to provide us with some analysis from employment contact.

Customer’s goal:

Get statistics about content of customer’s legal documents, in this case employment contract.

How Legito satisfied customer’s needs?

Our software allows our customers to analyse any part (element) of any automated template. Customer just choose document and its part or element and Legito do the rest.

Let’s take a look how our client analyse several areas in its 2 000+ Employment contracts:

How employees‘ salary at set:

79% of employees have amount of salary set directly in their employment contract (= can’t be changed without their consent).

17% of employees have amount of salary set by their employment assessment (= can be changed without their consent).

3% of employees have amount of salary set by an agreement on salary (= can’t be changed without their consent).

1% of employees have amount of salary set by our internal regulation (= can be changed without their consent).

Payment conditions:

79% of our employees get their salary by wire transfer

21% of our employees get their salary in cash

Type of employment relationship:

54% of our employees have contract for a definite a period of time.

46% of our employees have contract for an indefinite a period of time.

Probationary period:

84% of our employees have (had) probationary period

16% of our employees have (had) not probationary period

Working hours:

74% of our employees have amount of working hours set per day

26% of our employees have amount of working hours set per week

 

What time did this project take?

Analytics is a standard feature of our document automation and management software Legito. Users can analyse any of their document within a few minutes.

Results and achievements of this project:

Our customer can create very accurate statistics and get valuable feedback about their legal documentation within a few minutes.

Our recommendation:

When you are drafting automated templates in our Legito editor, you should prefer Selects and Questions over textfields when it is possible. It’s more user-friendly for your employees who will work with automated templates and you can get more accurate statistics.

Automation of Business Proposal Letter + Sales Agreement

Customer:

Large company producing goods

Background:

Our customer produces goods with their clients’ own branding.

Customer’s goal:

Automate a bundle of templates consisting of a Business Proposal Letter and Sales Agreement.

Customer’s needs:

  • Create an automated template of their Business Proposal Letter with several selection spots where employees can choose from various customization options and insert various amounts, discounts, etc. with a final amount automatically calculated at the end.
  • Create an automated template of a Sales Agreement with more than 10 places for selecting common legal options and link this template with the Business Proposal Letter.
  • Quick, effective instruction in the form of help bubbles at all places requiring user input.
  • Option to easily change templates content and/or internal logic.   
  • An ACL (access control list).
  • Email reminders for certain dates (deadlines) present in their generated documents.
  • Generate documents to Word or PDF in customer’s house style (design).
  • Approval checklists.
  • Analytic reports of types of documents generated and the data entered into them.

How Legito accomplished this

Since all of features required by the customer were already a part of Legito’s document automation and management software, the only task left was for us to prepare an automated template of above mentioned contracts.

Even though it would have been possible for the customer to use the Legito Editor to easily automate their documents on their own, they ultimately decided to leave it to our automation support team.

While we can’t share the exact automated templates out of respect for our customer’s privacy, there are similar templates in Legito’s public collection of automated templates which can give you an idea what they could look like. Just have a look at the Licence Agreement and Service-Level Agreement, for example.

How long did this process take?

This bundle of automated templates was ready in three days.

Results and achievements of this project:

  • With automated document templates, the time spent by the sales department on paperwork decreased by almost 70%!
  • Automated templates significantly decreased formal mistakes in documents.
  • Email reminders help make sure all of their contracts stay current and valid.

Our recommendation:

Create a single automated template for each particular agreement type (e.g. Licence Agreement). is much easier for maintenance. Having many versions of any agreement type, core structure and basic clauses are always the same. Therefore, if you decide to change something or add any new option, you can do it at one place.

If you use multiple documents during one specific process or project (in this sales process), link them so you don’t have to waste time manually entering repetitive information (e.g. client’s name).

For more information please visit https://www.legito.co.uk/info/document-automation

Automation of Licence Agreement + SLA + Implementation Agreement for IT company

Customer:

Successful startup providing B2B SaaS software.

Background:

Our customer has been providing cutting edge SaaS software for other businesses.

Customer’s goal:

Automate bundle of templates consisting of Licence Agreement, Service-Level Agreement and Implementation Agreement to make paperwork less annoying for sales department.

Customer’s needs:

  • Create automated template of Licence Agreement with more than 10 selection spots where customer’s employees could choose from several options.
  • Create automated template of SLA with more than 5 selection from several common options and link the SLA template with Licence Agreement.
  • Create automated template of Implementation Agreement with more than 5 selection spots and link this templates with Licence Agreement as well.
  • Add help bubbles to all places requiring user’s input.
  • Option to easily change content of templates and/or it’s internal logic.
  • ACL (access control list).
  • Email reminders for certain dates (deadlines) filled in the documents.
  • Generate documents to Word or PDF in customer’s house style (design).
  • Analytics – Analyse data filled into documents.

How did Legito satisfied customer’s needs?

Because all features mentioned above are standard part of our automation and management software, our only task was to prepare an automated template of above mentioned contracts.

Despite employees of the customer could automate the templates in our Legito Editor by themselves, the customer decided to use our automation support team.

Unfortunately, we can’t share with you a content of the automated templates because we respect confidentiality with our customers. However, there are similar templates in Legito’s public collection of automated templates which can give you an idea what they could look like. Take a look at Licence Agreement and Service-Level Agreement!

What time did this project take?

This bundle of automated templates was ready in three days.

Results and achievements of this project:

  • With automated templates of documents, time sales department spent by paperwork decreased by almost 70%!
  • Automated template significantly decreased formal mistakes in documents.
  • Email reminders help to prolong expiring contracts before their expiration.

Our recommendation:

Create only one automated template of certain agreement type (e.g. Licence Agreement). It is much easier for maintenance. Having many versions of any agreement type, core structure and basic clauses are always the same. Therefore, if you decide to change something or add any new option, you can do it at one place.

Also if you use more documents during one specific process or project (in this sales process), link them so you don’t have to fill in one specific information (e.g. client’s name) more than once.

Automation of legal dispute handling for bank

Customer:

Bank with more than 10 000 employees and several millions of clients

Background:

The Bank has over hundred thousand legal disputes.

The bank has separated system for handling of legal disputes. Each dispute has its own “Dispute card”.

Customer’s goal:

Replace current software for dispute handling that was expensive, hard to modify and it’s features didn’t meet requirements of the bank anymore.

Create software that allows employees to easy modify content of Dispute cards and minimize mistakes when filling Dispute cards.

Save money on new system. To develop a new software for “Dispute cards“ would cost over 240 000 USD.

Customer’s needs:

  • System for creation of automated electronic document “Dispute card” with internal logic (kind of smart form) to minimize typos or other mistakes made by employees when filling Dispute cards.
  • Option to easily change content of Dispute cards and/or it’s internal logic.
  • Searching and filters in created Dispute cards.
  • Upload files (mainly scanned documents) to Dispute cards.
  • Export Dispute Cards to Word or PDF.
  • Assign each Dispute card to certain employee (owner).
  • ACL (access control list).
  • Email reminders for certain dates (deadlines) filled into Dispute cards.
  • Automatically generating other legal documents from Dispute cards (e.g. Cease and desist letter) in bank’s house style (design).
  • Analytics – Analyse data filled into Dispute cards.
  • Provide migration of data from customer’s current system to Legito.

 How Legito satisfied customer’s needs?

Because all features mentioned above are standard part of our automation and management software, the only task we had perform do was to prepare an automated template of Dispute card according instruction of the bank and migrate data.

Despite employees of the bank could automate Dispute card in our Editor for adjustable templates by themselves, they decide to use our automation support team.

The Dispute card template contains following areas:

  • IDs and file numbers of a dispute
  • What kind of dispute it is (court proceeding, arbitration, administrative proceeding etc.)
  • In case of court proceeding, what is a stage of proceedings (payment order, first hearing, appeal etc.)
  • Select what is a position of the bank (plaintiff or defendant)
  • Information about court and judge who is deciding the case for every stage or court proceeding
  • All important information about the other party
  • All important events with dates
  • What is the amount of a dispute
  • What are costs of a dispute
  • Select if the bank is represented by attorney or not and if so, information about the attorney
  • What is a result of a case (won, lost, settled)
  • Information about payments

After the Dispute card was created, we created in Legito Editor another automated template – Cease and desist letter and link this template with the Dispute card so all informations will be automatically filled in to Cease and desist letter from the Dispute card.

The hardest part of this project was to migrate data about disputes from old system. To make this easier, we had created another automated template of Dispute card with the same structure as current system. Our implementation partner then created a robot that migrate data (using our API).

What time this project took?

It was ready in one week. Client had been already using our private cloud so there we no installation of Legito needed. It took us 6 hours to automate template of Dispute Card, 2 hours to automate Cease and desist letter and 1 hour to automate template of Dispute card for migration.

Results and achievements of this project:

 We saved client over 3 months of development of new system for dispute handling.

  • We saved client 240 000 USD that would cost him renew and modify system for dispute handling
  • New dispute handling created in Legito decreased mistakes in inserted data by more than 70%.

What could we recommend?

Create as much selections from prepared options as possible in Dispute Card because you avoid typos and different way of description which is better for searching and analytics

  • If you have different stages of court proceedings, always allow user choose only those that are possible only in first stage, according what user choose in 1st stage, show him relevant options only for 2nd stage and so on.
  • Always keep all file numbers and IDs, even obsolete ones (better for searching).
  • Set up reminders for all important dates (rather more than less), extraordinary important are deadlines for appeal.
  • Inputs where users fill in data should be divided to as many smaller parts as possible. For example: instead of one input for name and title, create two inputs – one for name and one for title. This approach decrease mistakes and helps in searching.

Automation of documents for HR department

Customer:

One of global biggest on-line air ticket resellers

Background:

Our customer is rapidly growing and have been hiring a lot of new employees.

Customer’s goal:

Automate bundle of templates for HR department, such as Employment contract, NDA, Supply of Services Agreement or termination documents.

Make customer’s HR department more effective – avoid as much paperwork as possible.

Customer’s needs:

  • Create automated template of employment contract with more than 10 selection from several common options.
  • Create automated template of NDA with more than 5 selection from several common options.
  • Create automated template of Supply of Services Agreement with more than 20 selection from several common options.
  • All inserted data must be automatically “copied” to all relevant places as well as to Legito’s document management system.
  • Add help bubbles to all places where user has to decide.
  • Option to easily change content of templates and/or it’s internal logic.
  • ACL (access control list).
  • Email reminders for certain dates (deadlines) filled into documents.
  • Generate documents to Word or PDF in customer’s house style (design).
  • Automatically generating amendments to already created documents.
  • Analytics – Analyse data filled into documents.

How did Legito satisfied customer’s needs?

Because all features mentioned above are standard part of our automation and management software, the only task we had to perform was to prepare an automated template of the templates.

Despite employees of the customer could automate the templates in our Legito Editor for by themselves, they decide to use our automation support team.

Unfortunately, we can’t share with you a content of the automated templates because we respect confidentiality with our customers. However, there are similar templates in Legito’s public collection of automated templates which can give you an idea how they could look like. Take a look at Employment Contact, NDA or Supply of Services Agreement!

What time this project took?

This bundle of automated templates was ready in two weeks.

Results and achievements of this project:

  • With automated templates of documents for HR department, we decreased time employees spent by paperwork by 50%!
  • Automated template significantly decreased formal mistakes in documents.

What could we recommend?

Create only one automated template for certain agreement type (e.g. have only one template for Employment contract). It’s much easier for maintenance. Even if you have many versions of any agreement type, core structure and basic clauses are always the same. Therefore, if you decide to change something or add any new option, you can do it at one place.

 

Automation of corporate banking loan agreement

Customer:

Bank with more than 10 000 employees and several millions of clients

Background:

The bank provides loans for big businesses to finance their activities. The loans are usually secured by pledge.

Customer’s goal:

Automate bundle of templates of contracts for private banking loans containing loan agreement connected with several pledge agreements.

Make bank legal department more effective – avoid basic and repeatedly performed tasks.

Customer’s needs:

  • Create automated template of a loan agreement with more than 25 selection from several common options.
  • All inserted data shall be automatically “copied” to all relevant places in the loan agreement as well as to the related pledge agreement.
  • Automatically create all relevant pledge agreements according user’s setup of the loan agreement.
  • Add help bubbles to all places requiring user’s input.
  • Option to easily change content of the loan agreement and/or its internal logic.
  • ACL (access control list).
  • Email reminders for certain dates (deadlines) filled in the loan agreement.
  • Generate the loan agreement and related documents to Word and/or PDF.
  • Automatically generating other legal documents from Dispute cards (e.g. Cease and desist letter) in bank’s house style (design).
  • Analytics – Analyse data filled into loan agreements.

 How Legito satisfied customer’s needs?

Because all features mentioned above are standard part of our automation and management software, the only task we had to do was to prepare an automated template of a loan agreement and related pledge agreements.

Together with bank’s legal department we created automated template of the loan agreement in Legito editor.

Unfortunately, we cannot share with you the automated template of loan agreement because we respect confidentiality with our customers. However, there is another loan agreement in Legito’s public collection of automated templates which can give you an idea how it could look like. Take a look!

Once we automated the loan agreement template, we moved on with several types of pledge agreements and connected them with the loan agreement to save as much time for bank’s lawyers as possible.

What time did this project take?

This bundle of automated templates was ready in two weeks.

Results and achievements of this project:

  • With automated loan agreement template, lawyers need only half of time for drafting!
  • Automated template significantly decreased formal mistakes.

What could we recommend?

Create only one automated template of a loan agreement. It is much easier for maintenance. Even if you have many versions of the loan agreement, core, structure and basic clauses are always the same. Therefore, if you decide to change something or add a new option, you can do it at one place.