The Challenge
Gordon Law PLLC, a small law firm specializing in criminal, DUI, and traffic cases, faced mounting inefficiencies due to the lack of a streamlined system. Without reliable case management software for law firms, the team struggled with disorganized task tracking and client follow-ups. Director Daniel Gordon faced several operational hurdles:
- Manual project setup: Each new case required tedious, repetitive setup of folders, initial tasks, and client information
- Disorganized follow-up actions: Important client follow-ups and court dates frequently fell through the cracks
- Fragmented information: Client data, court dates, and case details were scattered across different systems
- Time-consuming administrative work: The legal team spent valuable hours on administrative tasks instead of client service
- Inconsistent workflow: Without standardized processes, case management varied between team members
As Daniel explained, “We needed a structured task management system that would ensure all follow-up actions were accounted for, and no tasks would fall through the cracks.”
The Solution
Gordon Law PLLC partnered with Trovve to implement a comprehensive workflow automation solution that transformed its case management process using advanced case management software for law firms. The solution centered on Trovve as the hub, with integrated Microsoft 365 tools creating a customized legal industry spoke.
Key Solution Components
- CaseTracker System: A custom-built SharePoint List that serves as the central database for all case information, including:
- Comprehensive client information
- Case details and status tracking
- Court dates and locations
- Assigned attorneys
- Automated Intake Process:
- When clients submit intake forms, information automatically flows into a shared inbox
- The system parses the email and creates an entry in CaseTracker with “Pending” status
- Standardized intake tasks are automatically generated in Trovve with appropriate deadlines
- Payment notifications trigger status updates and additional workflow actions
- Intelligent Project Creation:
- When a case changes from “Pending” to “Active,” Trovve automatically:
- Creates a client contact record with all relevant information
- Establishes a standardized project with the naming convention “[Case Type] – [Last Name, First Name] – [Primary Charge]”
- Generates a structured folder system with appropriate subfolders for case documentation
- Creates initial tasks assigned to the appropriate team members
- Court Date Management:
- When new court dates are added to CaseTracker, the system automatically:
- Creates calendar events with proper formatting and reminders
- Generates pre-court preparation tasks for attorneys
- Creates post-court update tasks to ensure case information stays current
- Recurring Administrative Tasks:
- Automated creation of regular case review tasks
- Scheduled court date verification tasks
- Streamlined case status updates
Technology Integration
The solution leveraged Trovve as the central hub, integrating with:
- SharePoint Lists: For the CaseTracker database
- Microsoft 365: For document management and collaboration
- Power Automate: Using Trovve’s connector to create automated workflows
- Shared Inbox: For capturing intake information and payment notifications
- Clio: For payment processing
The Results
Within just one month of implementing Trovve’s case management software for law firms, Gordon Law PLLC experienced:
Quantifiable Benefits:
- 70% reduction in administrative time spent on case setup and management
- Zero missed court dates since implementation, compared to 2-3 per month previously
- 100% standardization of case documentation and folder structures
- Same-day client onboarding for all new cases, reduced from 2-3 days
- 95% decrease in follow-up tasks falling through the cracks
Operational Improvements
Daniel Gordon reported: “The transformation has been remarkable. Before Trovve, our team spent hours manually creating projects, assigning tasks, and making sure nothing was missed. Now, everything happens automatically. When a client submits an intake form, the system takes care of everything—creating the case record, generating all necessary tasks, and establishing the folder structure. Our attorneys can focus on practicing law instead of administrative work.”
The Operations Manager added: “What impressed us most was how the system handles court dates. Previously, we had to manually track each hearing, create calendar invites, and remember to assign preparation tasks. Now, as soon as a court date is entered, everyone gets the calendar invite and the right tasks show up automatically. It’s eliminated the stress of managing our calendar.”
Key Success Factors
- Standardized Workflows: Consistent processes for all case types
- Automated Task Creation: Tasks generated based on case status changes
- Intelligent Folder Structure: Organized documentation system that scales with growth
- Real-time Status Updates: Immediate visibility into case progress
- Reduced Manual Data Entry: Information flows seamlessly between systems
How Trovve Can Transform Your Law Firm
Gordon Law PLLC’s success demonstrates how Trovve can eliminate the administrative burden that plagues small and mid-sized law firms. By leveraging Trovve’s powerful Microsoft 365 integration capabilities, firms can:
- Automate repetitive tasks that consume valuable attorney and staff time
- Standardize case management for consistency and reduced errors
- Centralize client information for immediate access by all team members
- Ensure critical deadlines are never missed with automated reminders
- Scale operations without proportionally increasing administrative overhead
Ready to Eliminate Manual Tasks in Your Law Firm?
Discover how Trovve’s case management software for law firms can transform your operations by automating intake processes, standardizing workflows, and eliminating manual administrative work.
Schedule a personalized demo to see how we can create a custom solution for your firm’s specific needs.
About Trovve: Trovve is a comprehensive project management solution that seamlessly integrates with Microsoft 365 to automate workflows, standardize processes, and eliminate manual tasks. Our hub-and-spoke model allows us to create industry-specific solutions that address the unique challenges faced by professional service firms.