Our smartvokat Lexicon is collection of definitions and explanations of legal, risk and compliance tech concepts and terms. It is by no means complete nor does it claim to be perfect.
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Business Process Model and Notation (BPMN) is a standard for business process modeling that provides a graphical notation for specifying business processes in a Business Process Diagram (BPD), based on a flowcharting technique (source: Wikipedia).
Legal intake refers to the process through which legal professionals (in-house and in private practice) gather essential information and details from individuals seeking legal assistance or services. It serves as the initial step in evaluating and understanding a client’s case or legal issue. Legal intake typically involves collecting relevant facts, documents, and other pertinent details to assess the situation and determine the appropriate course of action.
During a legal intake, a legal professional, such as an attorney, corporate counsel or paralegal, engages in a conversation or interview with the client to gather information. This can take place in person, over the phone, or through online communication channels, such as those provided by smartvokat Workflows or ServiceNow. The goal is to obtain a comprehensive understanding of the client’s legal concerns, the events that led to the issue, and any relevant documentation or evidence.
The information collected during the legal intake process may include personal details of the client, such as their name, contact information, and background. It may also involve specifics about the legal matter, such as dates, locations, involved parties, and any relevant documentation, contracts, or agreements.
Once the legal intake is complete, the information gathered is used to assess the case’s merits, identify potential legal issues, and determine the appropriate legal strategy. Intake processes may be assisted by semi and full automation.
Legal intake is a crucial process that enables legal professionals to understand the scope of a client’s legal concerns and provide informed advice or assistance. It serves as the foundation for establishing a legal professional-client relationship and supports the quality of the legal business partnering.
In the context of implementations in Legal, Risk or Compliance, a “use case” refers to a specific scenario or situation where technology is employed to address a legal, risk or compliance problem or improve corresponding service processes. It outlines how a particular technology solution can be applied to meet the needs of legal professionals, organizations, or clients.
A use case typically describes the actors involved, their goals, and the steps or actions taken to achieve those goals using the technology. It helps identifying and defining the specific functionality and required features. Use cases can vary widely in complexity and scope.
For example, in the context of contract management, a use case might involve using artificial intelligence (AI) to automate the review and analysis of contracts. The use case would outline the steps involved, such as uploading contracts, extracting relevant information, identifying key clauses or risks, and generating summaries or recommendations for legal professionals. This use case helps illustrate how technology can streamline and improve the contract management process.
Use cases play a crucial role in legal tech implementation as they provide a practical framework for designing, developing, and evaluating technology solutions. They help stakeholders understand the potential benefits, limitations, and impact of the technology on legal workflows and outcomes. Additionally, use cases assist in communicating requirements to technology developers, vendors, or internal IT teams, ensuring that the implemented solution aligns with the specific needs of the legal domain.
A “workflow” refers to the sequence of tasks or steps involved in a specific legal, risk or compliance process or procedure. It outlines the sequence of actions, decisions, and interactions that need to occur to complete a particular legal task efficiently and effectively. Furthermore, it provides a structured framework for managing and organizing the flow of work within legal, risk or compliance operations.
Implementing legal and other governance solutions often involves automating and streamlining these workflows through the use of technology. For instance, a company can facilitate third party contract reviews and collaboration by providing version control, document tracking, and automated notifications. AI-powered tools can be integrated into workflows or in the case of ServiceNow are part of the actual platform (read also: From Processes to Workflows).
By leveraging workflows, legal, risk and compliance professionals can enhance their productivity, improve accuracy, reduce manual errors, and streamline repetitive tasks. Technology enables the automation of routine or administrative aspects of legal, risk and compliance work, allowing legal, risk and compliance professionals to focus on higher-value activities that require their expertise.