Lead Docket Refresh: OCR, Ask LOIS, and Lead Viability in One Place

Hi everyone. Thanks for joining us today. I'm Stacy Smith, and I'm on the sales engineer team here at FileVine. I'll be your emcee today. And today, Josh is joining me. He is the Director of Product for LeadDocket. So he's been a huge driving force behind everything you're going be seeing today. Josh will also be walking us through a live demo, so giving you a taste of action of everything that's new. We also have Travis Hangerman, another member of the LeadDocca team joining us today. Travis and I will be in the Q and A box responding to any of the questions you have. Our agenda for today. So we just went through quick introductions, and then we're going to go into that lead Docker refresh, starting off with, let's just say why. Like, what's the point? What's the why for this? Today, intake workflows are scattered. You have your intake form, you have your call log, you have message thread, and you have whatever gets uploaded. The four things today that Josh is going to be showing you are really creative in addressing those issues. Issues. So I'm really excited for you to see those and to see how all of those interact with one another to fix the issues today. From there, we'll get into the live docket or the live demo with Josh, and then we'll end off with the Q and A. Just a little about FileVine before we get into it. Just for some people who may be familiar and may not, FileVine is a cloud based legal work platform built to help firms manage cases, automate workflows, and now with AI tools like Lois, work faster and smarter across the entire life cycle of a case. We were founded back in twenty fifteen, and since then we've grown to over six thousand five hundred customers, nine hundred employees, and we keep growing day by day. FileVine is HIPAA compliant, SOC two Type two certified, and we really pride ourselves in maintaining the highest security standards. So that's FileVine at a high level. But what we're really excited to show you today is everything new happened inside Lead Docket. So without further ado, I'll pass it off to Josh, and he'll get going. Thank you, Stacy. Yeah, following Stacy is not easy. So, here we go. Let's talk about some of the newer features that we've had in beta for about a month now, maybe a little over a month, and then some things that are coming soon. So, currently, we are working through a beta group that has OCR turned on in LeadDocket. What does that mean? Well, in most leads, we have some type of uploads of documents, maybe they're photos, there's some type of files that a client sends in about their case. And so, before we had OCR, every one of those documents just lived inside of the file, right? And it took someone opening it, reviewing it, maybe documenting something about it, or sending a message about it. But all of the information is really retained by the person who is doing that. And so, the rest of the firm or the rest of the intake team never really gets that information. And so, with optical character recognition, OCR, it extracts the text from the document. It then stores that text within the lead file. And then it also allows for it to be queryable in the lowest and lead docket. Additionally, on each one of those documents that are uploaded into lead docket, whether that be through a message or it comes directly maybe from an eSign document or even something that the attorney or intake team uploads, they'll be able to have an AS summary around that document. And so, that's important when you don't want to open up every single document. You want to make sure that the document that you're opening is the one that you intended to open. And so, with that, we talk about the next piece of it. It's document folders. This piece alone has been a number one request from any of our LeadDocument to FileVine customers. Why? Well, because LeadDocument originally had a single structure of just flat files inside of our documents page. Those particular files, when uploaded to FileVine when the lead was signed up, went into the root folder in FileVine in the project. And so, it took each one of those people opening the project in FileVine to be able to take those individual documents and move those into the proper folders inside of their FileVon project. And we've heard it for years. Matter of fact, there's been over seventy requests across our feedback channels. And so, in order to help with that, we created folders. Now, these folders specifically can be set at the default level, and so at the firm level, so that every lead that is created folder structure. And additionally, in some leads, you may need to create additional folders. And so, those can be created on the lead as well. When those folders are created on in the lead and those are pushed and the names match directly to your FileVine folders, the documents in those folders get uploaded into the folders inside of FileVine. And so no longer are you moving files around into each particular ones. There's a configurable template for each firm, and that firm can set how they want to do that. And additionally, we have some automating ways to send documents to the right folder when they come in. So messages or documents or files that come in through the messages threads, they can be auto routed to particular folders. And the same thing with eSign documents. So, if you have a Vinesign integration or DocuSign integration, when those eSign documents come in, they'll get auto routed to the proper folders inside of LeadDocket and eventually into FileVine as well. And so, all of that kind of rounds out into chat with your lead. Many of you, when we first came out with Ask Lois, it was called chat with your case. And so now we've brought Ask Lois into LeadDocket. Now, I will tell you, over the last really two months since we've enabled this, we've actually seen about seventy five firms that are on the beta group right now having over four thousand five hundred requests. So, they've made conversation with chatting with your lead. And many of those things have been ways that we never thought it would be used. Right? Things like when a phone call is about to happen, when they're calling a lead back, one of the things that they do is they ask for a call script that they can discuss with the client in a great flow. So, they'll be able to ask those questions that need to be asked and then also be able to, you know, have a great flow within that conversation. During that conversation, they may ask questions in Lois to say, is there anything that we're missing that we need before we hop off this call? And so that is something that we've seen really great to be able to get the right information at the right time within the lead. The other part of it is that it brings everything into that chat functionality. So the document summaries and the document text, the phone call transcripts that are inside of LeadDocket, the lead details that are all inside of that particular, you know, particular lead now are surfaced inside of Ask Lois. So the conversation is now more intelligent than it's ever been, and the firm has more data in front of them than they've ever had before. And then, when all of that is done, the agentic action that we have currently in place is they are able to take all of the information. Maybe they've had conversations with the client, or maybe they've talked to the attorney and said, okay, I need to write a note inside this file. And so, they can take all of that information, either upload it into Ask Lois, or type it all out, or we have two other options on there now where you can record the conversation that's going on or have a open conversation. And all of that gets transcribed into our chat feature, and then you can create a note directly from that. When that note is created, it actually links you directly to that note as well inside the chat. So, you can actually see that it did its job and that agentic action actually took place. And I think what most people are probably here to hear about is that we have a new feature coming very soon around viability indicators. Many of you have probably heard about Leads dot ai. Leads dot ai really was just NBA prediction, right? And when we built Leads dot ai, it was the first of its kind, and most of our clients at that time were doing motor vehicle accidents. And as we've expanded LeadDocket and we've expanded the functionality of LeadDocket, we have many other types of practice areas across all of LeadDocket now. And so, over the years since Leads AI has been out in the production, we've had customers ask to have more prediction, have more, you know, viability around other case types. And so, as we were looking to improve LeadDucket's functionality, we've actually worked with many of our firms to figure out the top twenty two practice areas across all LeadDucket customers. And with that, we've been able to then figure out positive and negative indicators that allow the firm to see if they should reject a case, if they need to review that case, or if it's qualified that they should take that case. And we're not losing AI summaries. That's something that we've had all along, but the AI summary will now be a part of that. And the AI summary is also now including the call transcripts and the lead details and the document data, just like before. And then, of course, we want to make sure that we cite our work. So, we have our viability indicators. You probably want to know where we found that in the lead. So, each one of those viability indicators will have a citation to where we found it in the lead. And you'll be able to click on that citation and it'll take you directly to it. So, again, being able to show exactly where we found that information and being able to show how you should take that case going forward. With that, I'm going to go ahead and probably move it over to the demo. Thank you, Josh. That was super exciting. Yeah. Now I get to see it in action. Yes. Played around with it a bit, so I'm excited to see what you do and how you show it. Yes, it's been wonderful. So fun, a little fun thing is that I pushed our team pretty hard over the last couple of days to make sure that we had everything as clean as possible. Stacy and her team from the sales engineering team, they've really worked **** ** a lot of our leads and getting the right documents in there so that we can show a really great demo here. So the first thing that I'll start off with because I think it's really where all of this starts is I want to start with the folders and the folder setup. So, inside of settings, when we enable this, there'll be a folder section. And so, there'll be a default set of folders that we automatically will create here. And the reason for that is so that you already have somewhere to start. And so, every firm's going to be different. Some firms, you know, may have a couple folders inside of their leads. They may move really fast through the process. They may not need a lot of folders. Or some type of leads, they take six months, eight months to sign up because there's a documentation trail. It's things that they need along the way. And so, folders could the folder count could get more robust. We do allow up to ten folders in the default folder structure so that, you know, each firm can have their own number there. We do have automatic routing. I talked about that a little bit on the slide. But this is where that SMS and email attachments gives that ability to be able to auto route the message to the message templates folder or any folder that you've created in here. So, you'll see here where we're able to actually come in and say, okay, I want it to go to a specific folder. Again, any of our out of the box folders that are already generated in here, you can rename, you can remove those from here as well. And then, of course, if you have esignatures coming in, those esign docs can be autorouted to specific folders as well. There's one other box that we have here that is part of this integration is that you want to add the folder structure to FileVine when sending the lead files. I mentioned it earlier, but there is name match on the FileVine folders. And so, in FileVon, each project has a folder structure when it's created. If the name matches, and it doesn't have to be case sensitive, so this isn't case sensitive, but if the name matches directly to your folders inside of FileVine, those will automatically get the documents in those folders will automatically get sent into those particular folders. And additionally, anything that is not in your folder structure but is a folder inside of LeadDocuet, that folder will get created on the FileVine project as well. And so, that is the kind of the setup of folders. And so, now I'll go to a specific lead that we have here in the system, and I'll come over to our documents tab. And I'll scroll down to where all of our files are. And you can see these folders in this particular lead are pretty full. If I was to collapse all of these, the good thing about this is that you can see any folder that has contents in it is going to go ahead and be filled in in the actual folder image here. And anything that doesn't is going to be just like an open folder here. And so, inside of each one of these folders, you'll see that we have our documents. We can drag and drop those particular files into each folder. If there is ever any files that are outside of the folder, it can be drag and drop there too. If we needed to add an additional folder, we can add an additional folder here. And then additionally, for the OCR that we were talking about earlier, is that this image on this right hand side means that it has actually been OCR ed. And so, when I come into our three dots, we can view a summary of a particular document. And so, you can see here this one is just an OCR of a verification page of our vine sign. You can see all the contents from it. But let's go to one that's probably a little bit better than that. So, let's go to the insurance information. We're going go ahead and grab this declaration page here. And we can see that it outlines all the information about that deck page. Medical payments, you know, any coverage for bodily injury liability is all listed here in this particular file. From here, the cool thing about this portion of it is that we can now come into anywhere inside the lead, and you'll see our Ask Lois feature here. When clicked into that, it will open. If there are previous chats on this lead, so you have already started using Ask Lois in some way, shape, or form in this particular lead, it will actually store all of your previous chats. So, you can go back to maybe some information that had asked earlier and go back and review that information as it comes forward. And so in this particular one, just want to show kind of the functionality of it and say, you know, I'm about to call this client and would like a call written to follow. Right? And so, you know, it will start working behind the scenes and getting you, you know, all the information for this particular one. And so maybe I want to say, is there any information missing from this lead? So, now it's going to go and look across all the leads. It's going to look across the lead incident fields that may have missing information. It's going to look across the documents to maybe see if there's anything in documents that are particularly not in the file. And so, you can see here missing or incomplete fields, you know, date of birth is listed as April thirtieth and the system has it as March third, right? So, there's discrepancies to be able to track down and see those things. You can see some, the ambulance bill here is showing a certain amount but it wasn't submitted to the workers' compensation payments due, right? So, we're seeing this information across a lead that isn't in the file or has not been followed up with. Again, we are seeing tons of usage out of this. Like I said, there's been about four thousand five hundred chats. But the amount I've seen, the top amount I've seen by a single person inside of a lead was actually twenty six conversations going on within a single lead. And so, I think I saw a question somewhere in here about OCR supporting Spanish. I'll go ahead and answer that one because it was just kind of already on the Q and A. Yes, does. It handles that. It handles OCR for Spanish documents. It also handles if the call transcript comes in in Spanish and you have someone in your firm that doesn't speak Spanish but needs that call transcript translated to English or any other language, you can ask NSLoas to translate the call transcript as well. So, we have seen firms doing that to be able to, you know, help the people on their team or someone that's just filling in maybe on their intake team to be able to go in and actually do those things, be able to go and see those different things as well. And so, you do have a voice playback as well where you can have it read out all the information to you, as well as each one of these. This microphone will allow me to record a message directly to it, you know, something like, let's let it allow it. Tell me the incident data on this lead. And then I can send that in, and it'll go ahead and pull the information for me. And then this one, is more of a voice mode where you speak and then pause. Tell me the date of birth of this lead. Right. And so you can see as I was able to just ask it something and then, you know, it paused it automatically, would start typing it in. Again, I've seen firms where some of their members leave that on during a phone call and they're able to have that transcript go back and forth and then also query the data when they're having conversations. So, they ask against that data as they're having that conversation as well. And so, the last thing that I would like to show here, and we'll kind of run through this real quick, is that we have all of these files. We have all of these folders inside of here. And we have gone ahead and pushed this file to FileVon, right? So, the lead had been sent to FileVon. And so, let's go ahead and pull up that FileVon file, and we'll go ahead and see that here we have our incident report that is also in our accident information here, so we'll have it here. And I just moved this one earlier. But we'll see that we have all of that information now in the folder structure. Again, previous leads that were in the system or previous projects that were created from LeadDocket to FileVon were just spread out. Those documents, all of these documents that are inside of this LeadDocket lead would have just landed in the standard folder inside of FileVon. And so, it gives us the ability to, you know, stop the back and forth of moving folders around or moving files around. It stops the back and forth of, you know, when you open a file, where was that file, right? So, we want to make sure that we have all of that here in the system as well. Let's see. Stacey, anything coming up in the chat or Q and A that I need to hop on immediately here? I was just going to add, I think that just not having everything scattered and having everything in an organized manner is really gonna add a lot of benefit to those intake secretaries, or those legal assistants, or whoever your intake team is, it's gonna provide so much value. And not only are you gonna be organizing it with those folders, but you also have the little abilities the little detailed summary at the end. And then you have the huge add in of ask Lois. So all these together are just gonna give you a ton of visibility amongst one lead and just so easy to grasp. So I just wanted to tie that all in because it's huge. And it seems like this thing here, this thing here, and the way it just works together, it's such a great advance and such a great advantage to have. Yeah. So, here's what I'll say. I think that there was a question in Q and A around, is this all around the AI suite? No. All right? LeadDocuet has expanded to releasing this to many of our customers and open to our customers. You know, I don't feel that we should hide this behind the AI suite here. If you are a FileVon AI customer, if you've had Leads AI in the past, you'll automatically have this. If you're a customer that is on this webinar, reach out to us. We will, you know, we'll get this enabled for you. Again, we've been in a pretty long beta. We feel really comfortable with where the product is right now. We want to make sure that, you know, everyone gets these enhancements. We want to make sure that, you you get the OCR, you get the as lowest pieces, and you get the folders availability, especially FileVine customers being able to map those into their folders and making sure they're in the right place. I'm going to stop share for a second because I want to kind of hit on this one real quick. Mark asked about the twenty two case types. Right now, I'm not at liberty to give all of those out. What I will say is that as we expand those to our customer base, so we start to deliver that particular feature to our customer base, which honestly, just so everybody is aware, it's going be within the next thirty to forty five days, that we'll have that in customers' hands. We are doing some vigorous testing with it, obviously, across twenty two case types. You have to be very careful with just the viability of all of those and making sure that our viability scores are really high for the particular cases that you should be taking. You know, Mark, my email is my first name. It's actually JoshuaHostolophilevine dot com. If you want to email me directly, we can discuss offline of all the different case types that we'll be releasing out. But I can tell you that it covers the majority of our lead docket clients across many different practice areas, even running into like mass torts and individual torts. The first version of it will have some, you know, very brief customizability with it. The second version of it as we really fast follow on will allow for customers to customize every single viability score that they feel comfortable with. So, for all the firms that have this like special sauce that they take particular types of cases, or they ask a particular type of question within their lead, that is going to give them the ability to really input that in. That is going to give them the ability to put particular questions in or disqualifiers in so that they can say, if a lead comes across and they answer this question in this way, we want to make sure that we don't take those types of cases. So, yes, there's going to be, like I said, many, many case types. And then eventually, here in the near future, you'll be able to actually customize each one of those to your liking and your firm's, you know, the way that your firm handles cases. Stacey, anything in the chat that just stands out? I see that Travis is replying to something. I was going to hit on that viability scoring, because what we have now is only for MBA cases, right? That's going be a long list of cases, Okay. That's great. That's a huge expansion. And what I'll say about this is it's not just that it was MVA. It was MVA in eight hard coded fields. And so in an MVA case, there is really some pretty high level things that can help qualify or disqualify a case. Right? If a customer was injured, if a potential client wasn't at fault, if a potential client had treatment, if a potential client got the insurance or has insurance, right? Like, these are things that are when qualifying are very, you know, just kind of hard coded into the way that that practice area works. Which is why obviously it was a really easy, fast, like, fast get to market for us for that one but all the other case types that are in the market are pretty difficult, right? They have a lot of variation of like qualifying or disqualifying or gray areas that would potentially allow a customer to be represented by an attorney versus not, all right? So, you know, think our biggest thing was to being able to expand that, but it expanded in a way where the the firms have some ability to say yes or no depending on how their practice area specifically works within their firm. Some firms take only six figure or above cases. Some firms take every case that comes in the door. So, I want to make sure that we have those, the ability to give customers that customizable option to be able to help with their, you know, their viability rating. Yeah. That's great. And I've seen a little bit of it, and it's a great addition. The fact that it gives you that summary, it tells you why it's giving you that summary, why it's telling you whether this is something you should take, whether it needs more information. So it's gonna be a great tool. Yeah. Someone did ask, does Lois learn based on all lead docket environments or is learning unique to the firm? Yep. So, the, each one of the Lois instances inside of each lead docket is specifically for that firm. Right? So, we're not, we don't cross database. We don't have any way to, we actually don't have any way. Every LeadDocuet customer has their own database. So, there is no way to get like information from one database to another. So, it is purely on that firm and the questions and the answers that rely on that firm and what they've done. We've gone to a lot of questions. Any other things you wanted to know about the products? Yeah, so there are a couple questions around folders. So here's the thing about folders. So in LeadDockets folder structure, just name match. If if you have ten folders in FileVine and four in LeadDockets and the the four name match, we're really just going to put that information in those four that name match, right? There is no, we're not going to, it doesn't have to match number wise as far as how many folders are in each one. You could, I believe there is something around if I had one folder in in here and a couple different folders in there. It really is what is in LeadDocument as your folder structure. If it name matches in your FileVine instance, then we place those documents within those folders in there. If it doesn't, we will help we will create those or FileVine will create those on the project upload. So, when the project gets created, it will actually create those folders within there that match the lead docket instance if they don't name match already in your FileVon instance. So, really, you know, I think that there's probably, you know, I think that some firms do have one folder. They call it intake. They put everything in there. And that's, you can do that automatically inside of LeadDocket and then be able to push that into FileVon and not actually have to add that folder to your folder structure in the default in FileVon. It is completely up to how each firm wants to use it. It looks like we have a question about notifications. Yeah. They're asking, is there a way to set up notifications if the case is considered viable but marked rejected? So, to notify our lead manager to review the lead again. Yeah. Yeah. So, right now, we're still in the process of getting, like, some final feedback on that. So, that's great feedback. I'll make sure to add it in. I'll let I think LeadDocca in in general, we can add some notifications in different places, but this is that's a great great opportunity. I think I've seen that in other platforms. I've seen it to be able to go and grab particular leads out of a certain status and say, hey, please review those. So, this is that's great feedback. We'll make sure the that's in that's in place as well. Let's see. There's a question on, is there a way to add different law firms under one file buying account? Which I think is going to be a pretty unique situation. So, I do believe that is the question around one lead docket, two file lines. And if this person wants to say yes or no in the Q and A, let me know. But I do believe that is the question. And right now, no. The way that many of FileVone's products are connected are through integration users or personal access tokens. Those integration users in each one of those are solely pointed to a particular org inside of their FileVine tenant or their FileVine instance. And so, there's not a way to connect one lead docket to multiple file bonds, but there is a way to connect multiple lead dockets to a single file bond. So I know that's a little confusing, but one lead docket can go to one FileVine. But if you had multiple lead dockets it could still all point to a single FileVine. Oh, yep. So, someone just came in about personal injury or open to other practice areas. Absolutely open to other practice areas. Here's what I'll say. I will not give away too much information but I will tell you that it is many, many, many, many practice areas outside of personal injury. Matter of fact, in the list of things that are personal injury, we have personal injury, motor vehicle accident, workers' compensation, slip and falls. Outside of that is everything else. So, as you can imagine, like before it was one and now, there is now eighteen outside of just the personal injury space and so, like I said, I won't go too detailed on what the other ones are as we're still, you know, again, we're working through each one of those, testing those, testing against, you know, the customers that we're working with in this beta group to try to get into a certain position. But we want to make sure that, yeah, it's across twenty two practice areas. And really only four of the ones that I have here are personal injury space. Yeah, which I think is great. Because there's something in Lee Docket for everyone. I know one that grabs my attention all the time is family law. Like family law, the intake kind of gets thrown out sometimes. You forget about it. But that's a practice area where you get referrals from everywhere, whether that's through marketing, through friends and family, through networking. So that's a huge one where, you know, it kind of gets forgotten a bit. But a lot of utilization there. Absolutely. We hear a lot of family law, we hear a lot around immigration, so I can tell you there is a pretty good focus around the immigration space for us as well. So there is some viability indicators working through that space as well, because there's so many types of cases inside of immigration. So, there's a lot of work going on behind the scenes for that one. Yep. So, how to assign specific team members to specific cases? I think that's going to that's going to come down to more of like a lead doctor specific question. I think Travis is on our call. He can set up some time with you directly or, you know, we can work with support to get that answered for you as well. I think that that really, again, I think that really comes down to more of a support question and not around this specific webinar in space. But yeah, so, you know, I think that, again, going back to like the family law and immigration, you know, we are seeing all types of law firms inside of Lee Duckett now. Can tell you when I came on four years ago, little over four years ago now, it was ninety percent personal injury. And now it is well below that, right? Personal injury is still a really good space here. But we are obviously working into other practice areas to make sure that everyone's leads get catered to and make sure that they're in the right space. Sounds good. Thanks, Josh. We've gone over a ton of things, giving you a huge refresh. So, I do want to say, if you want to run any of the things you saw today against your own case and your own document, please scan this QR code. We'll also be dropping the links in the little chat box. And also, I wanna join you I wanna welcome you for joining us welcome you to join us at LEC Summit. LEC Summit is our legal tech conference. It's being held this year, October twenty sixth through the twenty ninth in San Diego. It's going to be three days of hands on experience, AI in action, and a ton of great conversations. I'll be there, Josh will be there. And the other QR code is there for you to sign up or scan it to learn more. If you email me at stacysmithfilevine, we may be able to give you a little discount. So feel free to join us. Scan both QR codes, and we'd love to see you there. Thanks, everyone.