Workflow

Client call → transcript in the DMS → summary, follow-ups and calendar

Every client call documented, filed to the right matter and turned into calendared follow-ups, without anyone typing notes.

Talk about this workflow

Most of what a firm knows about a matter starts as a phone call. Then it depends on someone writing it up, finding the matter, saving the note and remembering to put the promised follow-up on a calendar. On a busy day, some of those steps get skipped, and the record of what was said lives only in someone’s memory.

This workflow picks up the call from your phone system inside your Microsoft tenant, matches it to the right client and matter by rule, files the full transcript to the matter workspace and posts a structured summary to your practice management system. Each follow-up becomes a task or calendar entry for the person responsible. When the match isn’t certain, a person decides.

How it works

Teams Phone / RingCentral
iManage · NetDocuments · SharePoint
Clio · ProfitSolv · Centerbase
Outlook · LawToolBox

The problem todayAfter a client call, someone has to type up notes, find the matter, file them and remember to calendar what was promised. Usually some of that doesn't happen.

Call endsThe recording or transcript is picked up from your phone system inside your Microsoft tenant.
Matched to a matterCaller number, contact and matter number rules find the client and matter. If more than one matter could match, the call goes to a short review queue. The system never guesses.
Transcript filedThe full transcript is saved to the matter workspace in iManage, NetDocuments or SharePoint, profiled as a call record with date, participants and duration.
Summary postedA structured summary goes onto the matter as a note: topics discussed, decisions made, and each follow-up with an owner and due date.
Follow-ups calendaredEach follow-up becomes a calendar event or task for the responsible person, with reminders before it is due. Court-related items can go to docketing for review.

The call is documented, filed and on the calendar before the attorney has hung up the headset.

Before we start

What you’ll need

A phone system that exposes call records and recordings or transcripts: Microsoft Teams Phone, RingCentral, Zoom Phone and similar.
Client phone numbers kept in your PMS or CRM, so calls can be matched by rule.
A document management system or SharePoint library for the matter file, and your firm’s policy on recording consent.

Systems

Systems this connects

Using something else? If it has an API, a database or a reliable export, we can usually work with it.

Common questions

Is AI deciding what goes into the matter file?

No. Matching a call to a matter is done by rules you approve, and uncertain matches go to a review queue. AI is used only to draft the summary from the transcript, runs on services in your own tenant, and is labeled as a draft for the attorney to check.

What about calls where recording isn’t allowed?

The workflow follows your recording policy. Calls that aren’t recorded can still be logged against the matter with date, participants and duration, and a prompt sent to the attorney to add notes.

Where are recordings and transcripts stored?

In your own systems: the transcript goes to the matter workspace in your DMS or SharePoint, and processing happens in your Microsoft 365 / Azure tenant. Nothing is copied to ours.

Want this in your firm?

It starts with a 30-minute call about how your firm works today. Your version is designed with your team, rule by rule.

Start the conversation