Nintex Case Studies Standardizing Processes in an Expanding Legal Business: A Case Study of Potter Clarkson

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	Standardizing Processes in an Expanding Legal Business: A Case Study of Potter Clarkson Nintex

Standardizing Processes in an Expanding Legal Business: A Case Study of Potter Clarkson

Nintex

Technology Category	Automation & Control - Human Machine Interface (HMI)
Applicable Industries	Buildings Transportation
Applicable Functions	Logistics & Transportation Quality Assurance
Use Cases	Inventory Management Last Mile Delivery
Services	Cloud Planning, Design & Implementation Services Testing & Certification
Challenge	Potter Clarkson, a rapidly growing intellectual property law firm, faced several challenges due to its expansion across Europe. The firm had to manage a higher volume of new business daily, with each new piece of work, such as a patent request or litigation case, requiring a unique reference number. The process of opening a new matter in the central records management system and sharing the relevant documentation with the appointed attorney and paralegal teams could take up to three days. There was also a lack of consistency in the way different teams handled this process. Additionally, the firm had to make around 6,000 changes to its central matter records every month due to the nature of intellectual property law. The firm was seeking a standardized approach that brought efficiencies to this process. Lastly, the firm received over 1,000 items of mail weekly, which needed to be shared efficiently among employees and teams. The manual distribution of these documents was time-consuming and became more challenging as the business expanded. Read More
About Customer	Potter Clarkson is a progressive, full-service intellectual property law firm with expertise in patents, trademarks, designs, litigation, licensing, and related consultancy. The firm has grown rapidly in recent years, expanding from one office in Nottingham to seven offices across four European countries. It has also introduced new consultancy services, increasing the amount of work coming into the business daily. In this specialist legal field, speed and accuracy are critical. Attorneys often have to meet deadlines to secure patents and trademarks quickly, enabling clients to maximize value from their innovations. Read More
Solution	Potter Clarkson adopted Nintex K2 Cloud to automate and standardize its business processes. When new matters are raised, a standard process across the firm is followed, involving a digital form that guides the user and helps categorize the matter. The workflow then sends the request to the lead attorney for approval, verifies the client's credit, assigns a matter reference to the job, captures the relevant documentation, and notifies the appropriate teams. This process reduced the time required to create a new matter from three days to a few hours. The firm also integrated K2 Cloud with its existing records management software, allowing attorneys to request changes to records using a single interface and monitor the progress of their requests. Changes are now completed in less than 30 minutes, compared to several hours previously. Lastly, the firm used K2 Cloud to digitize and accelerate its mail distribution process. All incoming mail and downloaded files are allocated to a temporary document store, categorized, moved to the appropriate workspaces, and routed around the business. Read More Log in to view content
Contents

Technology Category

Automation & Control - Human Machine Interface (HMI)

Applicable Industries

Buildings

Transportation

Applicable Functions

Logistics & Transportation

Quality Assurance

Use Cases

Inventory Management

Last Mile Delivery

Services

Cloud Planning, Design & Implementation Services

Testing & Certification

Challenge

Potter Clarkson, a rapidly growing intellectual property law firm, faced several challenges due to its expansion across Europe. The firm had to manage a higher volume of new business daily, with each new piece of work, such as a patent request or litigation case, requiring a unique reference number. The process of opening a new matter in the central records management system and sharing the relevant documentation with the appointed attorney and paralegal teams could take up to three days. There was also a lack of consistency in the way different teams handled this process. Additionally, the firm had to make around 6,000 changes to its central matter records every month due to the nature of intellectual property law. The firm was seeking a standardized approach that brought efficiencies to this process. Lastly, the firm received over 1,000 items of mail weekly, which needed to be shared efficiently among employees and teams. The manual distribution of these documents was time-consuming and became more challenging as the business expanded.

About Customer

Potter Clarkson is a progressive, full-service intellectual property law firm with expertise in patents, trademarks, designs, litigation, licensing, and related consultancy. The firm has grown rapidly in recent years, expanding from one office in Nottingham to seven offices across four European countries. It has also introduced new consultancy services, increasing the amount of work coming into the business daily. In this specialist legal field, speed and accuracy are critical. Attorneys often have to meet deadlines to secure patents and trademarks quickly, enabling clients to maximize value from their innovations.

Solution

Potter Clarkson adopted Nintex K2 Cloud to automate and standardize its business processes. When new matters are raised, a standard process across the firm is followed, involving a digital form that guides the user and helps categorize the matter. The workflow then sends the request to the lead attorney for approval, verifies the client's credit, assigns a matter reference to the job, captures the relevant documentation, and notifies the appropriate teams. This process reduced the time required to create a new matter from three days to a few hours. The firm also integrated K2 Cloud with its existing records management software, allowing attorneys to request changes to records using a single interface and monitor the progress of their requests. Changes are now completed in less than 30 minutes, compared to several hours previously. Lastly, the firm used K2 Cloud to digitize and accelerate its mail distribution process. All incoming mail and downloaded files are allocated to a temporary document store, categorized, moved to the appropriate workspaces, and routed around the business.

Impact #1	The adoption of Nintex K2 Cloud has brought significant operational benefits to Potter Clarkson. The firm can now ensure that all employees use the same standardized business processes, leading to more efficient work and highly professional services for clients. The new management process has enabled the firm to manage increased volumes of requests more effectively. All jobs are processed in a consistent way, in line with the guidelines issued by the organization’s Professional Standards Committee, making it easier for new employees to understand and conform to the correct procedures. The change request solution has improved the business's efficiency and reinforced the rigor of the quality assurance process. The mail distribution process is now more efficient, with mail that arrives in the UK at 9:00 am being processed, filed, and delivered to the relevant teams in Stockholm within the hour. The automated process is fully transparent, ensuring that an attorney has seen a piece of mail and has taken responsibility for completing any actions related to it.

Impact #1

The adoption of Nintex K2 Cloud has brought significant operational benefits to Potter Clarkson. The firm can now ensure that all employees use the same standardized business processes, leading to more efficient work and highly professional services for clients. The new management process has enabled the firm to manage increased volumes of requests more effectively. All jobs are processed in a consistent way, in line with the guidelines issued by the organization’s Professional Standards Committee, making it easier for new employees to understand and conform to the correct procedures. The change request solution has improved the business's efficiency and reinforced the rigor of the quality assurance process. The mail distribution process is now more efficient, with mail that arrives in the UK at 9:00 am being processed, filed, and delivered to the relevant teams in Stockholm within the hour. The automated process is fully transparent, ensuring that an attorney has seen a piece of mail and has taken responsibility for completing any actions related to it.

Benefit #1	6,000 change requests are handled every month
Benefit #2	1,000 items of digital mail are delivered and prioritized each week
Benefit #3	220 employees are using workflow processes to work from home during the COVID-19 crisis

Benefit #1

6,000 change requests are handled every month

Benefit #2

1,000 items of digital mail are delivered and prioritized each week

Benefit #3

220 employees are using workflow processes to work from home during the COVID-19 crisis

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Overview

Standardizing Processes in an Expanding Legal Business: A Case Study of Potter Clarkson

Operational Impact

Quantitative Benefit