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RPA for a Legal Team

    RPA Category: Intelligent Document Processing – see Demo of a similiar process



    Due the nature of their work, an in-house legal team for a large multi-national company, received and needed to process court letters to capture court and submission dates, and then communicate them to a list of relevant staff via email.

    This mundane activity was being conducted by a busy paralegal, who was struggling to keep up with the volume of letters.

    Process Overview:

    The manual process included

    • Scanning court document on printer (and a pdf copy sent to Paralegal via email)
    • Upload document to document management system
    • Paralegal reviews document, and adds relevant dates to calendar, for the following types of litigation:
      • Hearing dates
      • Questionnaire due dates
      • Bundle share dates
      • Final hearing dates
    • Send Outlook invites to set list of relevant staff, so they are informed of the deadlines
    • Add details to the Litigation list on Excel: by Case, item, due date etc

    Automation Challenges

    The main challenge with this automation was reading unstructured text to extract keywords/dates.

    The capability was proven by using a Python NLP library called SpaCy.

    Systems Involved

    • Microsoft Outlook
    • Document Management System (DMS)
    • Microsoft Excel
    • SpaCy (NLP)

    Process Flow Map

    RPA Bot Steps

    Triggered automatically twice a day:

    • Connect to email server
    • Search email and extract attachments with subject line ‘courtDates’
    • Determine type of court document
    • Extract deadline dates, case number, and case title
    • Create directory named with case title
    • Save PDF to DMS with syntax (letterDate, courtDoc Type, Case#)
    • Create Outlook invite for each date and Send to stakeholder group
    • Add case details to Excel litigation list
    • Move email to ‘actioned’ folder   

    Process as % of Employees Time


    Other Benefits

    Redeployment of Paralegal onto more challenging legal work, currently being conducted by external legal firm.