Automated Email Processing

For this law firm, implementing intelligent technology solutions sped up existing processes, freeing valuable time for their entire team.

Cutting down on repetitive tasks to gain accuracy and efficiency.

Simon & Simon, PC is a full-service personal injury law firm with offices located throughout the Northeast. For more than 15 years, they’ve represented victims of motor vehicle accidents, slip and falls, and medical negligence matters.

For Simon & Simon, providing aggressive, confidential, and competent representation distinguishes their firm from competitors. With a heavy caseload and 150+ court emails daily, Simon & Simon’s challenge was identifying processes that were needlessly repetitive and dependent on manual input, and transforming them into automated, scheduled tasks handled by technology.

Map it once, use it forever — an effort to normalize data.

Before working with Brio, Simon & Simon used another tech vendor to put an off-the-shelf system in place that could help manage the 150+ emails they received daily from the court. Though Email2DB was in place when we stepped in, it wasn’t configured properly and wasn’t working for the Simon & Simon team.

To get the app to a useable state, we first identified a number of emails that could be ignored and taken off the plate of the Simon team quickly. Then we worked together to identify an additional 15 variations of standard court emails that could be automatically processed by Email2DB.

Once all emails were being processed by Email2DB, we developed a series of reports for management that showed the output of the app.

How a single email kicks off a series of dependent actions.

Email2DB extracts information from each identified court email — both the body of the email and any attachments contained via links — and pushes the relevant information to the case management system to create documents, events, and tasks in the related case record.

With a single email from the court that contains a scheduled arbitration hearing, Email2DB does the following actions automatically:

  • Extracts the case number and client;
  • Extracts the time, date, and location of the arbitration hearing;
  • Creates related arbitration documents;
  • Creates an event for the arbitration hearing on the calendar of the appropriate lawyer;
  • Creates an additional 2 events on that lawyer’s calendar that must happen before the arbitration;
  • Creates tasks in their case management system related to the arbitration hearing.

More free time means more billable time.

Before Email2DB was processing emails, Simon & Simon had an employee whose time was almost solely dedicated to reviewing and processing court emails. With a proven method to handle these emails, this employee was able to refocus on work that generates billable revenue for the law firm.

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