Webinar: Common Legito Use Cases & Questions
Thank you to all who attended last week’s webinar. Here, Paul Marlborough demonstrated how to increase your document lifecycle management eff...
Thank you to all who attended our webinar. We hope you found it informative and gained a deeper understanding of Legito’s features and how they can be used to simplify document management processes, improve collaboration, and optimize workflow.
For those unable to watch it live, here is the full webinar recording.
Thank you to all who attended our webinar. We hope you found it informative and gained a deeper understanding of Legito’s features and how they can be used to simplify document management processes, improve collaboration, and optimize workflow.
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We know that Professional Services & Consulting firms are constantly battling an ever-growing mountain of paperwork and detailed processes. The same formulas are repeated again and again, often across the same standard forms for different clients. A robust, secure document automation solution will not only help you blow through these monotonous tasks with ease, generating documents customized for your clients’ unique needs but, paired with an agile automated workflow and document management system, it will be easy to keep track of important filing deadlines. Spend less time inputting data, and more time winning clients, innovating better ways to serve them.
We have helped many consultant firms and we can help you. We share our know-how and tips from automation experts and satisfied clients who have already implemented a document automation solution to help you on your way to do it correctly, starting from determining your use cases, selecting the correct tool, implementation, and building 100% adoption.
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Step 1: Identify Your Use Cases
Internal Research
First, identify individuals in departments or teams who will benefit from the change and increased efficiency (typically managers). Assure interviewees that may be resistant to change that there is nothing to fear from automation, and that their input is valued and will help the company by helping them to be even more successful at their jobs.
Determine the key stakeholders. Here is a list of practice groups which, in our experience, we have found benefit greatly from automation:
After you have determined the correct people to speak to, start your research. Try to avoid questions that elicit feelings or opinions. Here are some standard questions that could prove useful:
Calculate Your Automation’s Return On Investment (ROI)
Use our Document Automation Matrix to estimate how long it will take you to automate a document, and our ROI Calculator will help you see how well (and how soon!) Legito will work for you.
Investment = Time and Resources spent in the following areas:
Return = Benefits reaped from invested time and resources
Best way to calculate these results is to research how much time it currently takes to draft different documents from various categories and multiply that number by the number of times it is drafted per year. Next, assume that 90% of that time could be saved through proper automation.
Similar to calculating increased document drafting speed, determine the state of your current document lifecycle management processes, and also how much time is spent. Trial an automated document lifecycle management solution and capture how the time it takes to complete the same processes after automation. The difference is your time saved per process, which can then be expanded to include additional processes by multiplying that time by the frequency these lifecycle processes are activated.
Like the above scenarios, it is possible to test the before and after state of your signing processes to determine time saved. Broadly, research has shown that a well deployed eSignature solution can decrease signing times by 95 percent.
Averaging these three criteria can help you confidently create an estimate of your automation ROI. Legito’s custom ROI Calculator and Automation Matrix may give you a good starting place to reasonably estimate your expected ROI.
Frequently Automated Documents For Tax and Accounting Firms
Step 2: Choose the Right Solution
Important Features
Legito customers similarly placed in your industry have found that, in addition to Legito’s core features, the following features cater particularly well to Tax and Accounting firms:
Legito strongly recommends initially testing a complex automation solution (e.g., multiple logical dependencies in an automated template) on a small use case.
This may provide an opportunity to investigate many different features. Not only can you determine if the product has everything that you need, but it’s a perfect opportunity to try a pilot project that can serve as a warm-up for an actual implementation. and roll out. Using a complex use case has the advantage of it being more likely that any product limitations will be discovered early. So rather than encountering difficulties later on in the implementation stage and having to start over, these important decisions may be made early.
Fortunately, Legito offers a 30-day free trial that gives you the opportunity to do just this.
Useful Resources
Commonly used criteria
Additional criteria will depend on the size of your business (Enterprise, Midsize, or Early Stage), and of course, company specific criteria will be determined based on your business’ unique use cases.
Step 3: Implementation
Once you have selected a tool, get to know it and have at least one person learn all the ins and outs. This person may become your first Power User.
Determine which would be more appropriate, an in-house or an outsourced implementation solution.
Have the individual most intimate with the workings of the new solution work with your Knowledge Experts and manage expectations of the solution’s capabilities (probably this initial Power User).
Select a narrow use case that, based on your research, will show users just how much it can help, and will present quick measurable results that can be communicated companywide. Let this first attempt provide tips and guidance on future implementations.
On average, it takes three iterations of reworking a newly implemented solution until it functions properly. Communicate with your implementation team in order to get it right. Once you’ve worked out the kinks, it will be easier to work on the next automation solution.
After you’re satisfied with the initial use case, build upon lessons learned, and select another. Don’t make a half-way effort, make sure you have perfected the automation use case. Then you can move with confidence to a new project with increased scope and complexity.
Timing – select an off-peak period in your business cycle to ensure a smooth roll-out and ensure the least disruption.
In-house Implementation
Outsourced Implementation
Legito has a list of trusted partners.
Step 4: Adoption
End-user On-Boarding
Communication! Ensure that your messaging manages End User expectations for the product’s capabilities and the benefits.
Learn as You Go training. A product with an intuitive user interface, combined with a well-executed implementation will not require training. Ideally a user will be able to slide smoothly into using your solution with little need for external resources. The best way to do this is for users to learn as they use the product. Some ways to do this are:
Feedback & Continuous Improvement
Curveballs – You may get lucky, but it’s highly unlikely that everything will go perfectly in the first instance. Usually there will be something that wasn’t anticipated. Some fringe case that wasn’t anticipated but actually may prove worth including. Be patient, listen to your team, and make the changes as you need.
Being 100% programming free, Legito makes it easy to adjust and update its automations.
Measurements
Take the estimations determined from your original ROI calculations and compare inputs and results from your pre-automation state with metrics captured after the implementation of your chosen solution. Use this real data to calculate your real ROI and see how much you’ve saved through automation.
Legito’s Analytics features may be useful for additional quantitative measures to your assessment.
Start Automating Now
You have completed this course successfully and now have new superpowers. You are one step closer to become a certified document automation specialist.
Learn how to use Styles and Advanced Layout Design to create automated templates that define your brand with a professional and reliable look.
20 minutes
Feel the magical moment when you witness your first automated clause in action. You begin to realize how much Legito can do for you.
25 minutes
Learn how to share information across several documents (or from forms) and automate them simultaneously.
25 minutes
Learn how to add helpful tips and guidance to documents, making document generation and overall management easier for everyone involved.
15 minutes
Unleash the full potential of document automation. Learn about styles, instructions, complex conditions, and translations.
25 minutes
Learn how to use translations and dual language versions of your documents to make them accessible to more people.
15 minutes
Learn how to automatically summarize your documents or automatically extract key dates from documents to set up deadlines.
15 minutes
Learn an easier way to add data to your documents and streamline their production with automated sharing to other users.
15 minutes
Customize the Smart Document Workspace user interface in Legito, including categorization, notifications, and branding.
30 minutes
Tip: you can also use the Link to directly link to an Object property.
Right-click on the “Debtor’s address” Text input, go to “Replace” and choose “Link”.
Click on the Link and Create link to Select in template Loan Agreement named address-book-name and insert a value from property Address”.
Save and Test your Template connected to the Object. By choosing a different option in the Select, the relevant Address is automatically used. If you add more records to the Object they will automatically appear in any Template using this Select to Object.
Tip: you can also use the Link to directly link to an Object property.
Open the Loan Agreement created in the Document Automation course and go to the Template Editor.
Right-click on the “Debtor’s name” Text input, go to “Replace” and choose “Select”.
Click on Select and in the top menu and choose “Object Records”.
Choose Object “Address Book”, Choose Property “Name”, and Choose Filter “Active only”.
Select will use values from the Object property Name in the Address book object and display only those that are active.