Conveyancing

Workflow & Reminders

Each Conveyancing file and individual user of the system has a task list and appointment diary. The LAWFUSION Conveyancing system inserts tasks into the both the Conveyance case planner and their own planner automatically. This means it is possible for a fee earner or secretary to view a task planner for a specific case and from a personal point of view scroll through every live file they are involved with and see all outstanding issues for each.

The system can automatically create tasks based on what has just happened. For example, as soon as the Terms letter has been generated the system will insert a task into the planner to warn you of needing to have it returned by a certain date. When a user logs into the system each day their task planner, conveniently sorted by Conveyancing file or by date, is displayed automatically.

  • Over 50 audited steps in each workflow that break the work down into a number of logical sections and tasks that can be better managed and monitored, e.g. Instructions, Searches, Mortgage, Contract, Exchange, Deeds, etc.
  • Over 10 key monitoring/quality control points in each workflow to enable the work to be de-risked and ensure certain steps do not happen before proper checks have been done, e.g. before Search is sent, before Client attends to sign contract, before Exchange, before Completion, etc.
  • Over 25 'standard' reminders in each workflow to ensure important steps are not missed and are pre-planned and monitored by the system, e.g. Acknowledge Instructions, Search monies received, Contract received, Local Search sent/received, Mortgage conditions checked, etc.
  • Over 25 'chase' reminders in each workflow to ensure that if things are late the system will continue to chase and monitor the situation until it is resolved, e.g. Chase search fees, Chase searches, Chase Disclaimer letter, Chase contract, Chase additional enquiries, etc.
  • All steps, monitoring/quality controls and reminders can be modified quickly and easily. New steps and reminders can also be added immediately should new procedures and requirements arise, e.g. use of Sellers pack, use of on-line searches instead of paper based or via agent, etc.
  • A user defined working towards' date can be used to generate the reminder dates accurately for everything that needs to happen before and after completion, e.g. Insurance arranged, monies received into client, removal firm instructed, stamping done, deeds registered, etc.
  • Each workflow intelligently removes the steps and reminders that are not needed as the work progresses. This presents a much simpler and more accurate picture of the work involved, e.g. if there is no mortgage all steps/reminders for mortgage issues are removed likewise for agent, 2nd mortgage, NHBC issues, etc. This means there is less likelihood that a mistake will occur.
  • Each system comes with the ability to have these steps and reminders tailored to your own way of working by our experienced implementor.
  • Integrated Diary and Task planner for both the case file and each individual user to cater for both the pre-planned and inevitable 'ad-hoc' issues that need reminders, e.g. special issues related to searches, unusual requests, etc.
  • Fee earners and secretaries can work directly from their task planner which will display all outstanding issues/actions in all of their case files and will enable each one to be actioned directly. This is unlike many systems that force you to keep going into each case file before you can action anything.