Customized Case Management

LegalServer is a configurable web-based platform that dynamically responds to the complex, rapidly changing challenges of providing quality, effective advocacy to the most vulnerable among us. 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.

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  • Schedule events, tasks and deadlines
  • Utilize activity presets to create events, task, deadlines and outcomes automatically based on activity entry.
  • Identify case goals and objectives
  • Measure case outcomes and financial benefits, and compare them to case goals
  • Track level of service to better manage attorney workloads
  • Dynamic case profiles which can be set based on the user viewing or case type
  • Case assignments, status and outcomes
  • Case contacts
  • Multi-language support
  • Christy Sobolik headshot
    LegalServer's configurability allows us to track a wide variety of information needed for different funders, as well as for internal goal-setting and evaluation.
    Christy Sobolik
    Engagement Coordinator
  • Vivian R. Hessel, J.D. headshot
    We’ve customized our Home Page so that our work groups see information about their cases, and we’ve set up reports to provide data for funders, managers, and staff. The electronic case transfer process works with our online application process so that the data entered by the applicant shows up in LegalServer with one click.
    Vivian R. Hessel, J.D.
    Chief Information Officer
  • Christopher M. Jones headshot
    LegalServer is easy to administer and customize in-house to meet our specific needs.
    Christopher M. Jones
    Executive Director

Client Intake & Qualification

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 and also allows programs to track each applicant they come into contact with even if they know right away that they do not qualify.

  • client intake screenshot
  • client qualification screenshot
  • Dynamic client/case intake
  • Dynamic branch logic allowing different questions to be asked based on previous answers
  • Client contact & demographic data collection
  • Centralized conflict search on clients, adverse parties, and non-adverse parties
  • C​onflict checking​ includes looks like/sounds like searching and a nickname database
  • Adverse party information
  • Ability to add household member information
  • Client eligibility & qualification
  • Financial information & eligibility
  • Citizenship/immigration status
  • Case notes
  • Case specific questions & forms to capture additional information about specific types of cases
  • Case disposition
  • Tracking the funding code and history of changes on a case
  • Instructions/reference including URLs and HTML formatting
Christy Sobolik headshot
Caseworkers are benefiting from having the poverty level assessment tool and the conflict check function. These features expedite processes we were previously doing manually.
Christy Sobolik
Engagement Coordinator

Administrative Tools

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.

admin tools screenshot

  • Easily make site specific changes
  • Centralize control for user requested updates
  • User management
  • Online administration
  • Change log
  • Administrator & user documentation

Field Management & Creation

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.

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  • field creation screenshot
  • Customize page module layouts
  • Create new field for a given module
  • Define the field type (data, text, dropdown, etc.)
  • Name the field
  • Site specific fields can also be added to reports
Alice Morey headshot
LegalServer was relatively easy to learn when we started. Our transition was pretty seamless and the staff has been very happy with LegalServer’s user friendliness and ease of adding fields to case reports when new data is required.
Alice Morey
Managing Attorney

Page Level Customization

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.

page level customization screenshot

  • Customize page module layouts
  • Edit field headers
  • Edit module tab labels
  • Edit instructional messaging

Reports

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.

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  • Make more informed decisions faster
  • See where capacity to distribute cases, improving case loads for staff
  • Enhance visibility to meeting the goals of funders
  • Embed reports and graphs on user dashboards
  • Easy to use, configure and modify
  • Export to MS Excel
Rebekah Kopec-Farrell, J.D. headshot
With LegalServer our process and reporting is greatly improved, automating what was many manual tasks prior. We have more accurate reporting, and are able to track data more consistently. It is now much easier and faster for users to pull relevant reports in real time.
Rebekah Kopec-Farrell, J.D.
Director of Legal Services

Outcomes

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.

outcomes screenshot

  • Adds configurable filters to the outcomes block, giving you significant control over the outcomes available for each case
  • Adds category groups as an additional way to classify and track outcomes for funders
  • Allows you to add more than one type of monetary value to a single outcome
  • Gives users a date picker for entering outcome dates other than today's date

Easily Explore Interrelated Data

LegalServer allows you to organize various data related to a case, including visualizing the relationships between important data points.

explore data screenshot

  • Case Relationships
  • Case Contacts Related to other Cases
  • Insights to Arresting Officers
  • Information Courts and Judges

Timekeeping

LegalServer provides an advanced suite of tools to track individual time, including client time, non- client time, pro bono advocate’s 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.

timekeeping screenshot

  • Dynamic timekeeping suite
  • Track different time categories
  • Timekeeping log
  • Timekeeping based reports
  • Optional payroll leave balances module

Grants Management

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.

  • grant management screenshot
  • grant management reports screenshot
  • Grant restrictions (case, time & outreach)
  • Grant allocations/billing to a grant
  • Grant manager/oversight
  • Grant matrix report
  • Integration with external accounting packages
Christy Sobolik headshot
LegalServer will make tracking data for grant reporting requirements much easier. By embedding the data we need to track into routine case management protocols, we will have clean, up-to-date data, and we can remove some of the burden from caseworkers of having to pause and gather information everytime a report is due.
Christy Sobolik
Engagement Coordinator

Funds Management

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.

  • Fund restrictions (case, time & outreach)
  • Fund allocations/billing to a grant
  • Fund manager/oversight
  • Fund matrix report
  • Integration with external accounting packages


Calendar & Scheduling

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.

  • calendar screenshot
  • scheduling screenshot
  • Calendar groups
  • Appointment screening & scheduling
  • Integration with external calendars
  • Ability to tag events to a front desk calendar

Document Management

Users can easily attach and view documents within cases, outreaches and grant records within LegalServer. Because LegalServer is web-based, users are able to access important documents regardless of their location (in court, at home, in the office, etc.) and independent of device (phone, tablet, computer, etc.). Additionally, end-users see a list of (filtered) recommended documents or self-help document based on a specific criteria such as type of case or geographic location.

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  • Centralized document management
  • Customized folder and sub-folder structure (based on type of case), even auto-created
  • Document assembly, including integration with HotDocs and Law Help Interactive
  • Email templates
  • Immigration forms
  • Self-help/publications
  • Integration with statewide self-help sites such as ProBono.Net
  • Document packet generation to send packets of information to clients and/or pro bono attorneys
  • Easily create templates that capture client or organization information
Vivian R. Hessel, J.D. headshot
LegalServer document templates let us generate automated documents that populate with the client’s name, address, and other information, so sending letters is easy and quick.
Vivian R. Hessel, J.D.
Chief Information Officer

Pro Bono Management

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, donations and communications. Agencies may also track time spent by each pro bono attorney, and billing information, such as the amount allocated, amount billed, and the amount that has not yet been spent.

LegalServer allows an external application, or Website, to search for cases and return information about the Pro Bono Opportunities data on those cases. For example, an agency's Website could query its instance of LegalServer and get limited (anonymous) data about each case tagged as being an available opportunity for an outside private lawyer to assist with.

  • pro-bono 1 screenshot
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  • Comprehensive pro bono management tools
  • Track CLE Trainings and Case Obligations
  • Generate pro bono packets
  • Pro bono timekeeping (individual and organization)
  • Contract attorney and billing
  • Integration with organizations
  • Pro Bono Opportunities (internal and external)
  • Automatically send pro bono Status Update Requests
  • Free accounts for pro bono (Restricted Access) users
  • Track Referral Attempts by case and volunteer
  • Record financial donations and pledges by volunteer
  • Integrated volunteer communication tracking
  • Pro Bono Opportunities API
  • Assignment process that identifies relevant attorneys based on problem code and county

Integrated Communication Tools

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.

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  • SMS Text Messaging
  • Email Integration (to and from) including attached documents
  • VOIP Telephone Integration
  • Voicemail Integration
  • Integrated web-messaging

Non-Client Matters

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.

non client matters screenshot

  • Presentations database
  • Bulk matters referrals
  • Matter reports
Christy Sobolik headshot
We do a good deal of pro se work in group settings, and the Outreach module allows us to track this information more clearly.
Christy Sobolik
Engagement Coordinator

Immigration Forms

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.

non client matters screenshot

  • Easily access and edit pre-filled information in the form
  • Save the relevant immigration form directly to the case file
  • We manage form updates from USCIS alerts
Christy Sobolik headshot
The Immigration Forms feature saves our staff time by allowing them to auto-populate fields rather than manually filling each one out. It is also a helpful tool for working with pro bono attorneys, so we can maximize the time they contribute towards more substantive casework, rather than filling out routine forms.
Christy Sobolik
Engagement Coordinator

Integrated Mapping Tools

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.

mapping tools screenshot

  • Validate address during intake with the US Postal Service Address Validation API
  • Set specific geopolitical boundaries (Shapefiles) such as congressional district, state legislative district, etc.
  • Report on specific geopolitical data

Contract Attorney Management

LegalServer provides a comprehensive set of tools to manage an organization’s contract attorney activities. Programs can manage important information about each contract attorney, including the types of cases they handle, number of cases taken, cases open, billing and communications. Agencies may also track time spent by each contract attorney, and billing information, such as the amount allocated, amount billed, and the amount that has not yet been spent.

  • Contract Attorney management
  • Contract Attorney case integration
  • Contract Attorney timekeeping
  • Contract Attorney and billing
  • Integration with organizations

Electronic Case Transfer Module

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.


HotDocs and LHI Integration Module

The HotDocs Integration Module allows LegalServer to integrate with HotDocs (automates frequently used documents and forms by having them as intelligent templates). When a user chooses a HotDocs Template, LegalServer will populate the HotDocs template with common information known within the system. The user may either send the template to the National LawHelp Interactive server (which hosts HotDocs) or may download the template on their desktop (if HotDocs installed locally).


Payroll Module

The 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.


Billing

The Contract Attorney and Billing Module sets allocations to contract attorneys who handle specific cases for which they are compensated. The module displays the amount allocated, the amount billed as well as the amount that has not yet been spent.

The Client Billing Module sets fees for services and associate those fees with client invoices. The Client Billing Module includes a Billing Listview and specific billing reports.


Clinics

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.


Fundraising Module / Donations and Pledges

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.

Who do we serve

Why LegalServer

LegalServer case management software enhances performance for non-profit legal aid agencies, university law schools and public defenders. Through a cloud-based hosted platform we are improving legal case handling and providing insights to legal staff and management for making more informed decisions faster.

  • Simplify user interaction with friendly & intuitive functionality
  • Attorneys spend more time on critical thinking to help people
  • Real time graphical and easily editable reporting
  • Easily modify or enhance case management application without needing technical skills
  • Proven methodology for conversion and data migration

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.

Some of our clients

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vlsh logo
dcbar logo
nhbar logo
denbar logo
mvlslaw logo
phillyvip logo
volsprobono logo
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vlpbirmingham logo
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LegalServer clients are making a difference

  • Christopher M. Jones headshot
    LegalServer is easy to administer and customize in-house to meet our specific needs. We easily onboard new users without heavy investments in training.
    Christopher M. Jones
    Executive Director
  • Alice Morey headshot
    LegalServer was relatively easy to learn when we started. Our transition was pretty seamless and the staff has been very happy with LegalServer’s user friendliness and ease of adding fields to case reports when new data is required.
    Alice Morey
    Managing Attorney
  • M. Brian Miles headshot
    We’re getting great value for what we paid for LegalServer. They provided very attractive pricing that met our budgetary constraints.
    M. Brian Miles
    Managing Public Defender
  • Christy Sobolik headshot
    LegalServer's configurability allows us to track a wide variety of information needed for different funders, as well as for internal goal-setting and evaluation.
    Christy Sobolik
    Engagement Coordinator
  • Rebekah Kopec-Farrell, J.D. headshot
    The LegalServer Onboarding and Support staff is very knowledgeable, accessible, and responsive. During Onboarding they clearly understood the dynamics of what we do and worked with us to configure LegalServer in a way that meets our needs.
    Rebekah Kopec-Farrell, J.D.
    Director of Legal Services

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