LegalServer is a configurable web-based platform that dynamically responds to the complex, rapidly changing challenges of providing quality, effective advocacy. Whether it is collecting important case data, measuring goals, outcomes and financial benefits, or easily capturing emails, documents and case activities, LegalServer is a tool that helps advocates effectively manage their caseloads.
LegalServer includes tools for client intake and qualification that can be configured to best match your specific client/case data entry workflow and processes. Optional online intake capability available via the Web. Prescreen allows you to do a pre-eligibility check before starting an actual intake process, keeping a record of each applicant. Branch logic configurations help in asking for data that is relevant based on what the user has already entered.
LegalServer provides a full suite of administrative tools to manage users, including login privileges, office assignment, program assignment, roles & permissions and advocate types. Additionally, allowed values for system drop-down menus (e.g., problem code, race/ethnicity, outcomes, etc.) may also be configured. Administrators also control specific qualification criteria used by the system. With the admin tools non-technical staff can easily create forms and use drop downs to select and/or drag & drop text fields, boxes, etc.; no in house technical or development (coding) skills are needed to administer or modify the system.
LegalServer stores common core information in a set of pre-defined data fields. Additionally, administrators may create site-specific fields using tools within the application.
LegalServer provides an intuitive interface to allow administrators to customize data blocks, header and tab labels and more. The arrangement of data blocks may also be re-positioned on the page.
End-Users are able to easily generate data and analytics using LegalServer's custom reporting tools. Users can build custom reports, choose which fields to filter and display and their desired output format (tabular data, data visualizations, data comparisons, summations, multi-level cross-tab reports, as well as CSV or XML outputs). All reports can be exported from LegalServer into MS Excel format.
LegalServer gives agencies the ability to track a wide variety of case outcomes. In addition to specific outcomes, create categories of outcomes (primary, secondary, and tertiary, for example), track financial outcomes (including amounts and frequency of monetary outcomes), and record multiple outcomes for the same case.
LegalServer allows you to organize various data related to a case, including visualizing the relationships between important data points.
LegalServer provides an advanced suite of tools to track individual time, including client time, non- client time, pro bono advocate’s time, contract attorney time and outreach time. The timekeeping log also shows users significant information about each time entry, including client name, case ID, outreach name/ID, funding code and time spent.
There are several ways to search for information in LegalServer depending on the level of information a user seeks.
The calendar provides a centralized way to schedule appointments, tasks and deadlines. Calendar items are organized by office, program and users and can be associated to cases, outreaches and grants. Users may also email items and set reminders for events.
LegalServer allows users to easily upload, search and view documents in a client profile. Establish a centralized hierarchy of folders and sub-folders. Organize and manage folder titles. Upload documents in a variety of file types to project folders.
Forms, templates and standard documents can be created and saved. Document templates can be created with Microsoft Word and downloaded to pull case information into pre-mapped configured fields.
LegalServer provides a comprehensive set of tools to manage an organization’s pro bono activities. Programs can manage important information about every volunteer, including the types of cases they handle, number of cases taken, cases open, and communications. Establish access rights you control for pro bono attorneys to log-in and only see the cases they are working, logging time and updating important case information where appropriate.
The LegalServer Pro Bono Opportunities Module allows pro bono advocates that log in to LegalServer to see cases staff have marked as opportunities that match their user profile. They can view a brief description of a case (supplied by staff), see parties' names to run conflict checks, and if they confirm there is no conflict, they can see additional information (supplied by staff). They can express interest in a case, or take the case (assign it to themselves) if staff have given them that permission.
LegalServer provides a comprehensive set of tools to manage an organization’s contract attorney and third party expert activities, time and expenses. Manage important information about each contract attorney or outside expert, including the types of cases handled, number of cases taken, cases open, time spent by each contract attorney, billing and communications. Leverage the robust built-in reporting to get real time views into contract attorney activity.
LegalServer integrates with various communication tools such as email (to and from), SMS Text Messaging, and VOIP Telephone Integration. These integrations also track the method, message and status of each communication for users, contacts and cases.
Manage outside activities such as outreach campaigns, trainings or presentations. Track matters reporting codes as well as brochures distributed. Also track bulk referrals and run matters reports.
LegalServer allows you to see the location of individuals through integration with Google Maps. You can also create reports for later data analysis by geographic regions such as zip code or county.
This module allows administrators to set grant requirements, which are then checked in the system prior to billing activity to that grant. A ledger is also created for each grant, reporting all activity, dollar amount of each activity and the current balance of the account. Administrators may set and track monthly goals for a fund, and set alerts to warn them if the grant is reaching capacity.
This module allows administrators to set funding requirements, which are then checked in the system prior to billing activity to that funding source. A ledger is also created for each funding source, reporting all activity, dollar amount of each activity and the current balance of the account. Administrators may set and track monthly goals for a fund, and set alerts to warn them if the fund is reaching capacity.
The purpose of the clinics module is to help with scheduling and recording information about clinics. This module allows clinics to be created, those clinics to have events (recurring or nonrecurring), and those events to have appointment slots. Clinic event appointment slots can be filled in advance by scheduling intakes or cases into those slots, or filled in 'at the site' for walk-ins, or both. Users (staff and pro bono) can be assigned to specific clinic events and to specific appointment slots.
The Accounting and Payroll Module allows the export of data in a standardized comma separated value (.csv) for upload to accounting or payroll software (e.g., ADP or MIP). The format is predefined based on the specifications of the accounting/payroll software. The output of this CSV file from LegalServer would be manually uploaded to the external software.
The Immigration Forms module allows agencies to complete specific forms published by U.S. Citizenship and Immigration Services (USCIS) and the Department of Justice (DOJ). The Immigration Forms module is designed to pull in basic client information (name, date of birth, contact information, etc.), as well as limited immigration-specific information such as immigration entries, work history, marital histories, etc. that an advocate has collected at intake or through auxiliary forms and processes.
Cases may be “electronically” transferred from any LegalServer instance to another LegalServer instance using web-services. Pre-defined information is initially sent from the originating instance of LegalServer to the referral agency. That data is stored in a queue, an administrator is notified, and a conflict check is run prior to acceptance. If the referral agency wishes to accept the data, their system sends notification to the originating system and the originating system sends the remaining (pre-defined) information, which is stored in the referral agency’s database as a new case.
The Fundraising Module organizes donations by “campaigns” (e.g., General Fund, Holiday Appeal, etc.). Users can create, edit and deactivate campaigns through the admin tools within the system. Donations can be entered as either organizational donations (those given by the organization – e.g. a law firm) or individual donations (those given by a person in the contacts database). You can also report on each campaign (or all campaigns) for any given period or amount.
LegalServer case management software enhances performance for non-profit legal aid agencies, university law schools, public defenders and city & county law departments. Our web-based platform improves legal case handling, provides insights to legal staff and management, and helps you make more informed decisions faster.
Designed to improve the effectiveness of data collection and action by enhancing the process by which data is collected, stored, and used, LegalServer will facilitate better communication, collaboration and reporting.
Many in the LegalServer team are attorneys who have hands on experience taking a powerful case management system and optimally configuring it to you.
LegalServer clients are making a difference
To estimate the potential time savings that LegalServer can provide your organization, select your number of staff below.
10 employees in my organization
800 hours of potential annual time savings with LegalServer
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