Your organisation likely generates a number of different documents, from simple chasers through to more complex letters. While some of these documents will need no amendments, others may need the end user to make multiple changes due to their complex nature.
When considering the efficiencies that can be made to the documents that require no further amendments, using the document production capability in Visualfiles means that you don’t even have to check the documents before they are ready to send. Nevertheless, although users are effectively using the system to auto populate the Word document without the need to edit, users are still having to spend time watching Word open, just to manually close it immediately. If this action was removed, the time saving on large caseloads would be significant.
What these ‘savings’ could look like…
If your organisation carries out fixed fee volume work and ten documents are generated on each case that open but don’t require any changes, your user could conceivably spend around 20 seconds simply watching Microsoft Word open, clicking the “x” in the top right-hand corner, just to close it. The time spent on this open/close action at 20 seconds per time equates to around 22 hours each week when working on 400 new cases per week. Not an ideal use of productive user time, especially where margins are tight!
The Visualfiles solution
Visualfiles provides additional functionality to remove unnecessary touchpoints in the workflow process helping you to regain valuable seconds.
- Using the Silent Document Generation functionality will allow you to either untick the “edit document” option on the document properties, or use the “no-edit” parameter. As a result, the “&Call” command will still generate the document and save it to the case history, but Microsoft Word will not be opened.
- If volume case management is required, the Visualfiles Robot can generate documents that require no user interaction in a matter of seconds. With a number of other beneficial use cases, ranging from document production, to sending emails and texts, the Visualfiles Robot works as a highly efficient extra team member.
For more information about the functionalities mentioned in this blog, please contact your dedicated Account Manager today.
About the Author: Laura Wood
Laura joined us in 2023 as a Client Advisor and brings with her 12 years of legal experience, almost a decade of which has been spent working with Visualfiles, both from an end-user perspective and as an inhouse developer. As an experienced Visualfiles specialist, Laura really enjoys inspiring clients and working collaboratively to make the most of their Visualfiles environments, helping to discover the very best solutions suited to their needs.
Outside of work, Laura lives in Dorset with her two cats, she enjoys pub quizzes, travelling and live music. In her spare time, she is by no means switching off, but can be found studying for a degree in Computing and IT.
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