Start with the matters that cannot wobble
On go live week, the first check is not the interface, it is the matter list. The firm should agree which files move first, which teams touch them, and which matters stay under close watch for the first few days. A small pilot group often catches naming problems, missing fields and awkward template logic before the whole firm feels it.
For a Sandton litigation team, that might mean starting with a handful of active disputes, one conveyancing stream and a few standard correspondence packs. The point is to test the real pressure points: deadline capture, filing notes, document versions and who can see what. If the launch list is too broad, small errors hide in the noise and then show up when a deadline is already tight.
- Confirm which matter types go live first.
- Check that matter numbers, clients and contacts match the source records.
- Flag any files with unusual access needs before users start working.
- Keep one person assigned to watch exceptions during the first day.
Templates need a final human pass before filing starts
Document assembly only works properly when the firm checks the wording, fields and output order on real documents. A template can look tidy in testing and still misplace a clause, pull the wrong party name or leave a signature block in the wrong spot. That is where a final human pass matters, because the software is only as clean as the logic behind it.
Marelise, who handles template work for law firms, will usually look for the parts people overlook: repeated variables, date formats, annexure labels and paragraph numbering. Launch week is the right time to compare the generated file against the firm’s preferred house style. If a cover page or index shifts by one line, fix it now, not after the first bundle goes out the door.
- Test each template with at least one real matter record.
- Check headings, clause order and page breaks on the final output.
- Look for fields that pull old values or blank spaces.
- Keep a short list of approved template owners for sign-off.
Permissions should match real counter access, not theory
Permission setup often decides whether a launch feels calm or messy. Attorneys, paralegals, finance staff and operations teams do not need the same view of every matter, and they should not be able to edit what they do not handle. A sensible launch review checks folders, queues, evidence rooms and admin tools one layer at a time.
Sibusiso, who handles security work, usually looks at the basics first: named users, access groups, password practice and the trail left behind when someone opens or changes a file. POPIA matters here in a general sense, because client data and evidence records need controlled handling. The firm should know who can export, who can delete, and who can see sensitive attachments without guessing.
- Match user access to actual job roles.
- Remove broad access that was only needed for migration.
- Check that audit trails record the right activity.
- Review shared inboxes and generic logins, then tighten them.
The deadline board must be readable under pressure
Matter management is only useful if the deadline view helps people act. During launch week, the team should test whether due dates are visible, whether task owners are clear and whether follow-up items sit where they should. A board that hides important items behind too many filters can slow down the very work it was meant to organise.
In a Pretoria or Bloemfontein office, this often shows up in how court dates, filing tasks and client updates are tagged. The software should make it plain what is urgent today, what is pending next week and what needs a sign-off before release. If a user needs three clicks to find a deadline, that is already too many for a busy afternoon.
Test the view with the people who actually use it: attorneys in court prep, assistants chasing service copies, and ops staff checking movement across matters. If one team reads the board and another team reads it differently, the setup needs work before the full switch.
Evidence queues need order before the first upload rush
E-discovery and evidence handling can turn untidy very quickly if the launch is rushed. A searchable review queue should have a naming standard, a clear source trail and a sorting method that the team understands without a long explanation. This is where launch week can save time later, because bad structure at the start becomes painful by Friday afternoon.
For a Durban matter, especially where humidity and coastal air can already make physical records awkward, the digital side needs to be even more disciplined. File names should not drift. Duplicates should be flagged. Privileged material or sensitive attachments should be handled carefully, with access controlled and notes recorded where needed. A clean queue keeps the review team focused on substance instead of hunting through clutter.
- Set one naming rule for uploaded evidence.
- Check that scans, messages and attachments land in the right queue.
- Confirm how duplicate items are marked.
- Review who can tag, move or export evidence.
A short local run-through beats a long apology later
A practical launch finishes with a local run-through, not a celebration of the calendar date. The team should open a live matter, generate a document, move a task, load a file and confirm that each step leaves the right record behind. This is where the firm learns whether the setup fits real work in Johannesburg traffic, Pretoria court schedules or Cape Town team handovers.
At Law Machines, the final check is usually about behaviour, not theory. Are users comfortable with the matter pipeline, are templates producing the right output and does the support path feel clear when something odd happens. A launch week that ends with one or two small corrections is normal. A launch week that ends with confusion across the whole office usually means the checks came too late.
That is why a go live should feel measured, not dramatic. The best result is quiet movement: files opening where they should, deadlines visible, evidence searchable and the team not having to improvise on every task.
