Start With The Firm Details That Matter
Use the enquiry form on our contact page to send the basics of your practice. We need the firm name, office location, the number of users, the work areas you want covered, and the matters or document sets that cause the most manual work. That gives us a clean starting point for a rollout that fits your team, rather than forcing every department into the same template pack.
If you are rolling out across more than one office, mention that too. Sandton, Johannesburg, Pretoria, Cape Town, Durban and Bloemfontein firms often need different permission structures, matter groupings and local admin steps, so it helps to know where each team sits. A clear outline at the start saves time later when templates, evidence folders and user roles need to line up.
What To Include In Your Onboarding Request
The more practical detail you include, the cleaner the setup becomes. A legal-tech rollout usually needs a picture of your document flow, who approves what, and how matter data moves between attorneys, paralegals and support staff. We also need to know whether your team works from shared drives, local folders or a mixed setup with older document sets that still need to be carried across.
- Names of the matters, departments or practice areas to be included first
- Any template families that need document assembly support
- Whether evidence, scans or files must be imported from existing folders
- Who should have admin access, template access and review access
- Any POPIA related handling or retention concerns that need attention
- Deadlines, court cycles or internal sign-off steps that shape the workflow
How The Rollout Conversation Is Structured
Once the request is in, the conversation usually centres on scope, permissions and order of work. For some firms the first task is template builds. For others it is matter management, so the team can track stages, owners and next actions without relying on side messages and scattered notes. Some firms need evidence review queues set up early because the files are already large and the search burden is getting heavier.
From there we map the services you need: implementation planning, data migration, workflow configuration, permissions setup, user training, admin training, secure hosting setup, evidence imports, go live support, health checks or incident response. Not every rollout needs every module at once. The point is to line up the work so the system reflects the way your office actually handles files and deadlines.
Preparing Existing Files For Migration
If your firm is moving documents, matter records or evidence sets into a new structure, the source files need a quick sort before import. That usually means separating active files from old material, checking duplicate matter names, and identifying folders that carry sensitive data. It also helps to flag any naming habits that create confusion, such as repeated initials, inconsistent date formats or bundles stored under informal labels.
- Shared drives with long folder chains that need a cleaner structure
- Scanned correspondence that should sit inside a matter record
- Evidence images, statements or discovery material that need searchable tags
- Template files that are close to final but still need standard fields
- Permissions issues where too many people can edit the same set of files
Good preparation makes the first import less messy. It also makes it easier to check that the final layout supports daily work in a legal office, not just a one-off transfer.
Security, Access And Firm Control
Legal workflows carry confidential material, so access control matters from the start. Permissions should follow the real structure of the firm, with the right people able to draft, review, approve or view evidence. Security also needs to account for POPIA in general terms, especially where personal information, matter notes and scanned records sit together in the same system.
For South African firms, this often means deciding how hosting is handled, where backups sit, and who may manage user accounts. It also means setting sensible controls around evidence queues, document libraries and matter pipelines. A calm setup is easier to keep in order, and less likely to create accidental exposure when staff are under pressure.
After Go Live, The Work Does Not Stop
Once the first users are working in the platform, the focus usually shifts to settling the process. Small issues often show up after live use, such as a template field that needs tightening, a permission that is too open, or a matter stage that does not match the way the team speaks about a file. Those are normal parts of a rollout and they are easier to correct when the first structure is already in place.
Health checks, incident response and admin follow-up keep the setup usable after launch. If your firm has offices in Johannesburg, Pretoria, Cape Town, Durban or Bloemfontein, the same core setup can be adjusted for each branch without rebuilding everything from scratch. That helps the team keep document assembly, matter tracking and evidence review under control as the workload changes.
