Strategic legal document management is how small and mid-size law firms stay organized, secure sensitive information, and maintain compliance. If your firm struggles to quickly locate, securely share, or store and access essential documents, step forward with smarter document management solutions.

Discover tools and best practices to create more efficient workflows while safeguarding confidential data, enhancing productivity, and creating a more collaborative client experience below.

Best Practices for Efficient Legal Document Management

Small and mid-size law firms can see significant benefits from implementing best practices for legal document management. Your systems should focus on organization, security, document automation, seamless collaboration, and integrations to create more efficient workflows.

Consistent File Organization

An organized document system keeps legal files easily accessible and within reach. Following consistent naming conventions and adopting a firm-wide organization structure ensures attorneys and staff can locate essential information quickly without hunting through folders or sifting through paperwork.

Secure Storage Solutions

Prevent unauthorized access to sensitive data with practice management software featuring granular document access controls. Look for tools that enable you to set custom access permissions for critical legal documents. Secure storage protects your law firm and clients, helping ensure compliance with regulations like GDPR and HIPAA.

Enhanced File-Sharing

Secure, cloud-based file-sharing makes collaboration effortless. You need functionality to request eSignatures and documents from clients to keep matters running smoothly. When you can seamlessly import signed and received documents back into your practice management software, information stays coordinated across the firm.

Legal Document Automation

Document creation is less time-consuming and easily billed with automation tools built into your practice management solution. By choosing a system that offers automated document assembly, you can instantly pull all pertinent matter information into new legal documents to streamline forms, contracts, and billing processes.

Collaborative, Real-Time Access

Secure file-sharing opens the door to seamless collaboration across the firm and with your clients. Look for tools that ensure only authorized individuals can access, edit, sign, and share documents in real-time for enhanced collaboration and less time spent chasing updates or file feedback.

Legal Tool Integrations

When document management tools integrate with your most-used platforms, like practice management software, legal CRM, secure sharing tools, and billing solutions, each document is more accurate with all information synchronized across systems.

Leveraging Automated Workflows for Legal Document Management

Automated workflows are revolutionizing the legal field by streamlining and enhancing operational efficiency. Time-saving tools can be used to automate complex processes and increase productivity with less manual effort.

PracticeMaster’s WorkFlows help tasks and processes flow more smoothly. Apply automation to processes including and beyond document management, such as:

• Automatically start tasks when necessary steps are completed
• Receive task reminders when custom triggers occur
• Start emails, assemble legal documents, or automate thank-you letters

These features, combined with real-time collaboration, make document review and approval less time-consuming so you can focus on the work that matters.

Safeguarding Against Conflicts for Compliance

Beyond efficiency, speed, and security benefits, optimized document management is crucial for thorough analysis of conflicts of interest and ensuring compliance with regulations. Properly stored legal documents and emails protect confidentiality and create a consistent “paper trail.”

Conflict of Interest Analysis

Smart legal document management is essential for identifying potential conflicts of interest. You should be able to quickly access all necessary documentation to thoroughly check for potential conflicts. With tools that instantly check for conflicts and complete records of past emails, files, and communications, your law firm can evaluate with clarity.

Compliance and Governance

Adhering to governance policies and legal regulatory requirements is easier with document management tools in place. With structured oversight of document management, you can ensure all legal documents have access-based permissions to protect sensitive information and maintain compliance.

Tools for Comprehensive Legal Document Management

Modern best practices for legal document management require innovative tools that streamline and simplify the way your law firm handles, shares, and stores files. Powerful practice management software that centralizes document management and file-sharing is the best choice to keep information consolidated and accessible.

Whether you manage your practice with traditional on-premises software or in the cloud, find the tools that best fit your law firm for comprehensive document management.

PracticeMaster: Power Your Firm with Secure Document Management Tools

PracticeMaster legal practice management software is available for both on-premises and Tabs3 Cloud environments to keep your law firm aligned on every matter, document, and deadline. With built-in workflow automation and legal document management features, you can easily create documents in seconds, strategically assemble and file documents, and generate client communications quickly.

PracticeMaster is the leading solution for law firms looking to optimize legal document management, storage, assembly, and access with enhanced organization and efficiency.

Organized Document Filing

PracticeMaster automatically names and stores new files under the appropriate matter for seamless access when you need it. Stop the hunt for legal documents with a clear organizational structure that keeps your filing system tidy and easy to use.

Automated WorkFlows and Document Assembly

Built-in Document Assembly and WorkFlows automatically pull information from various sources or integrated software to start emails, assemble legal documents, and fill out contracts accurately. Review the first draft, make edits, and handle approvals faster to keep matters moving forward.

Link Files to Matters

PracticeMaster’s Matter Manager puts client profiles, related documents, and activity timelines at your fingertips. View emails, files, billing summaries, conflicts, and research notes in one place to easily spot next steps for delay-free document management.

LexShare: Share, Request, and eSign Files Securely

LexShare is a cloud-based service designed for secure file sharing and requesting eSignatures from clients. This tool works within PracticeMaster, consolidating your software needs into one place for ease of use. Integrate PracticeMaster with LexShare to protect the files you share with clients, request new documents, get signatures quickly, and offer clients a seamless experience.

Share and Request Files Securely

The LexShare integration allows you to send secure, encrypted files to clients without leaving PracticeMaster. Send important documents to clients for review. Easily manage hassle-free document requests to get the information you need, faster.

Obtain eSignatures

Chasing client signatures is a thing of the past with LexShare eSignature requests. Send secure documents and request eSignatures for faster turnaround times that make your law firm more efficient. Import signed documents into PracticeMaster to keep accurate, comprehensive records.

The Future of Legal Document Management

The right technology simplifies record-keeping and makes smart legal document management a foundational step to securing your firm’s future. From staying in compliance and increasing firm efficiency to offering standout data security, streamlining legal documents with robust tools is key to winning with clients.

Implement WorkFlows, automate document assembly, and adopt secure file-sharing tools to better protect client data and position your firm to keep up with modern best practices. Stay a step ahead with PracticeMaster and LexShare to turn legal document management into one less worry for your firm, and one more reason you stand out from the competition. Schedule a demo today!

Practice management software for law firms is supposed to make admin easier, so your team spends less time entering data into a spreadsheet. With features like client portals, time tracking, and online payments, lawyers have 24/7 access to the tools and data needed to work faster. That’s why 73 percent of law firms implement cloud-based tools like practice management software.

However, these benefits depend upon how easy the software is to use every day. Clunky interfaces, slow page loading times, and lack of integration can cause lawyers to spend more time on an important motion or contract.

If your current practice management software slows your law firm down, it might be time to consider an upgrade.

The growing pains: 7 signs your law firm has outgrown its current software

When your outdated software is critical to your law firm’s operations, it feels impossible to stop using it every day. So how do you know exactly when to cut the cord with your current legal practice management software? Watch for these seven signs:

1. Outdated software racks up non-billable hours

Practice management software should help your team operate faster. If non-billable hours are creeping up, your software could be the culprit. Outdated software starts to load slower over time. If the page takes a long time to load and then lags once it does, your team won’t want to use it. Even worse, if the page crashes and information is not saved, your paralegal will have to draft that memo all over again.

Outdated practice management software causes inefficient manual workarounds. These are temporary methods used to continue critical functions when normal systems or technology are unavailable or inadequate. Some examples your team may have experienced include:

• Tracking time or billing manually in spreadsheets.
• Going back to paper-based systems for record keeping.
• Copy-pasting information between software that doesn’t integrate.

2. Lack of scalability

A successful, small law firm turns mid-sized when it acquires more cases and legal staff. Your legal practice management software should be able to grow with your team, offering more services that help different-sized law firms.

Additionally, access control features are a must, so clients’ sensitive information is only shared with people working on that case. If your software develops performance issues with multiple users, consider other options.

3. Other tools stop working with your software

There are many facets to practice management software, such as billing, CRM (client relationship management), and trust accounting. However, not all legal software comes with built-in tools, so your team may have integrations that you find necessary. If your software has limited third-party integrations or has difficulty syncing with other applications, this can affect productivity.

4. Limited feature set

Your project management software may have been amazing for its automatic invoicing features when you initially chose it. However, it should continue to add top-of-the-line features to provide value for your firm, including:

• Scheduled backups, even when your team members are using it.
• Auto recovery of data to a reliable, usable state, cutting down the possibility of data corruption.
• Accelerated delivery for reports, filtering, and column sorting in large quantities.
• Access to data when you’re away from the office.

Additionally, software should be customizable to fit your firm’s exact needs. You should be able to adjust processes and access dashboard views to maximize time saved on each task.

5. Inadequate data security and compliance

Hackers breached security for 4 out of 10 law firms in 2023. Don’t let your law firm be next. Depending on your practice area or location, you must follow security and compliance rules as written by HIPAA, CCPA, and the SHIELD Act. Your clients expect you to protect their credit card numbers and case details. Outdated security measures and noncompliant legal software are unacceptable in any practice.

6. Poor interface and accessibility

Has your staff complained about how hard it is to find a digital document? Maybe they have a hard time tracking specific agreements due to a lack of search function, or they can never remember what each icon stands for. Roadblocks like these show that your software has a bad user interface, driving your team to manual workarounds that slow processes.

Additionally, legal software should work seamlessly away from the office so staff can use it when working from home. When lawyers have to pick up the phone once they’ve left the office, they still need to track their time. If they can’t, that quickly turns into lost hours and lost revenue.

7. Rising costs without added value

It’s normal for software costs to rise as long as you are seeing extra benefits. But if your current software is costing you more without any new features, it’s time to look at other options. Don’t pay extra for basic functions, such as document storage,  which should be included in the standard pricing.

What to look for in a new practice management solution

If your law firm struggles with any of the issues listed above, it’s time to look for a new option. While researching the plethora of practice management solutions out there, be sure that what you choose has the following options:

1. Scalability: Flexible legal software helps you add features as your firm grows.
2. A comprehensive feature set: Each product is tailored for law firms.
3. Seamless integrations: One software rarely does it all; it should integrate to fill the gaps.
4. Automation: Look for tools like smart client intake and marketing automation.
5. Robust security: SSL encryption, access restrictions, and secure file sharing should be tailored to the legal industry to ensure compliance.
6. Excellent user experience and support: Phone and email support should be available at convenient times, with a knowledge base to find answers on your own.

How to switch to new practice management software

It can be intimidating to transition to a new practice management software. Your team may be hesitant at first because they are comfortable with the previous solution. To make sure everything goes well, follow these steps to move to a new platform:

1. Assess current and future needs: Forecast features you’d like to start using once your firm grows.
2. Conduct research: Look at publications like Lawyerist for reviews from users.
3. Demo new options: Shortlist your top five and schedule a demo with each company to ask questions about how your firm can use their product.
4. Plan out data migration: Work with the company’s IT to migrate your data to the new platform.
5. Schedule staff training: Set aside training time so your employees can practice with the new system.

Reduce non-billable hours with Tabs3 Cloud and PracticeMaster

Outdated software wastes time, money, and resources your law firm desperately needs. Stop spinning your wheels and switch to Tabs3. Our legal practice management software, PracticeMaster, is available in Tabs3 Cloud and has been expertly developed to support law firms’ needs.

Plus, Tabs3 Cloud includes Tabs3 Billing and Tabs3 Financials. Let us show you how we can help you manage your practice better and schedule a demo today.

Along with securing the best possible outcome for matters and delivering a great client experience, client confidentiality should always be a top priority for law firms. Because client privacy is such a priority, though, many firms are hesitant to introduce new tools or technologies that deal with client data. Instead, they tend to stick to tried-and-true practices.

The reality, though, is that the practices that protected client privacy ten or twenty years ago may not be as effective as they once were. Technology has led to incredible breakthroughs, but it’s also introduced vulnerabilities when it comes to data and data security.

Law firms have a duty to their clients to protect their data, and one of the best ways they can do so is by keeping pace with the digital age. Employee training, secure offices, and firm privacy policies are all essential for protecting sensitive information. However, secure file-sharing and eSignature software are also critical tools that should not be overlooked.

Why digital security is critical for law firms in the U.S.

For law firms in the U.S., data breaches are more prevalent than ever. In 2021, law firm data breaches affected 720,000 Americans, and some of these breaches have led to significant financial burdens for the law firms themselves.

Case in point: in 2022, mid-sized Ohio firm Bricker & Eckler agreed to a $1.95 million settlement for a class action lawsuit stemming from a 2021 data breach at their firm.

To protect your clients’ information and your law firm’s reputation, it’s critical now more than ever to take proactive measures for data security and file encryption. One place to start is by implementing secure file-sharing and eSignature software solutions.

Secure file sharing software provides peace of mind and added convenience

Sharing sensitive documents via email or paper files opens the door to human error, which increases the risk of compromised client data. Secure file-sharing software is an essential way to eliminate human error and maintain document security. For example, Tabs3 Software’s practice management solution PracticeMaster integrates with LexShare, a file-sharing software that provides bank-level security measures.

With secure file-sharing software, you and your clients send and receive files of any size with an extra layer of protection while collaborating with clients and colleagues, no matter where they are located.

Remote work means secure file sharing is more important than ever

In the past few years, law firms have transformed to allow for remote work for many employees. In 2022, 87% of lawyers reported that their law firms allow for remote work. Additionally, nearly two-thirds of private practice lawyers can work remotely 100% of the time, while 23% follow a hybrid work schedule.

For firms that enable remote work for their employees, security is a significant concern. In addition to employee training and privacy policies, secure data access is critical to maintaining ABA compliance and protecting your clients’ data. Secure file-sharing software, combined with eSignature features, allows lawyers and clients alike to make progress on case matters without ever having to enter the office.

eSignatures are legally binding and secure for clients

Digital signatures have been around since the 1970s but became legally binding with the ESIGN Act in 2000.

Contrary to popular belief, eSignatures provide more layers of security than email or the postal service. For legal documents, eSignatures feature specialized encryption tools, knowledge-based authentication, and secure links to protect clients’ data security.

eSignatures don’t just protect client data online. While paper documents are vulnerable to theft, fire, flood, and other physical damage, electronic client signatures ensure document preservation. When combined with practice management software, this digital documentation also helps prevent incorrect storage, misplacement, or filing errors that could lead to additional security breaches.

Cost and time savings provide an added bonus

While security is the primary concern of eSignature and file-sharing software, the cost and time savings for law firms shouldn’t be ignored.

The average office worker goes through 10,000 sheets of paper per year. By switching to more paperless practices, law firms can save hundreds, if not thousands, of dollars per year in paper costs alone.

eSignatures also drastically decrease the wait time for signed documents. While many attorneys can spend hours requesting and collecting client signatures, eSignatures diminish document turnaround times by 80% (and prevent the likelihood of missing or incorrect signatures).

Combined with the security provided by eSignature and secure file-sharing software, these advantages can lead to expansive benefits and peace of mind for law firms.

Protect your clients’ sensitive data with Tabs3 Software

Tabs3 Software is dedicated to following the industry’s strictest compliance and data security regulations while offering attorneys a flexible working experience.

When it comes to protecting sensitive data, Tabs3’s fully integrated suite of products can provide your firm and your clients the privacy, security, and efficiency you need to operate with confidence.

Schedule a demo to see how Tabs3’s legal practice management software can provide digital security while also improving administrative and operational efficiency.

2025 brings new opportunities for law firm growth and client satisfaction. Technology is transforming every sector, and law firms are no exception.

Today’s clients expect law firms to offer effortless, secure, and flexible digital services. Meeting these expectations is essential to stay competitive and build client trust.

This blog outlines actionable steps for law firms moving toward secure, client-centered digital practices. With a focus on eSignature, secure file sharing, and cloud solutions, these tools will help your firm deliver the high-quality, secure service clients expect. Ready to start? Here are the tools and strategies your law firm needs in 2025.

6 processes and tools your law firm needs for 2025

Before adopting new tools, it’s helpful to review your current processes. Even if your systems work well, small changes can often make a big difference. Look at how you handle tasks like client intake, document sharing, billing, and communication. Identifying areas where your firm could save time or reduce risk will help you choose the best tools for 2025.

1. Simplify client onboarding with eSignature and digital intake forms

A straightforward intake process makes a great first impression. Instead of asking clients to fill out paper forms or wait for documents in the mail, you can provide online intake forms they can fill out on their own time. This reduces back-and-forth and helps clients feel comfortable with the process.

Using eSignature tools can make onboarding even easier. For example, instead of waiting days for clients to return signed engagement letters, they can sign them digitally from their phone or computer. This saves time and gives clients the flexibility to sign from wherever they are. With eSignature tools you can also keep track of who has signed and who still needs to, so nothing slips through the cracks.

2. Secure file sharing to protect client data

Sending sensitive documents by email can expose your clients’ information to risk if the email is hacked or intercepted. Instead, using a secure file-sharing tool lets you share documents in a way that keeps them private and protected.

For example, a secure file-sharing platform encrypts files while they’re being sent and while they’re stored. This means that even if someone intercepts the file, they won’t be able to read it.

A good file-sharing tool will also allow you to set permissions, so only specific people can view or download the documents. This extra layer of security is especially important for law firms, as it protects both your clients and your firm from potential data breaches.

3. Adopt cloud-based software for flexibility and secure access

Using cloud-based software means that you and your team can access important documents and case files from any device with an internet connection. This is especially helpful if you work from multiple locations or need to access files while in court or meeting with clients outside the office.

Cloud software doesn’t just make access easier—it also keeps files safe. For example, cloud providers often use encryption to keep data private, and they back up files regularly to prevent data loss. This means that if something happens to your office computers, your data is still safe and accessible online. In recent years, more and more law firms have adopted cloud-based systems, not only for convenience but also for the added security and peace of mind they offer.

4. Regularly review communication strategies and security protocols

Good communication is one of the most important aspects of client service. Clients want to know what’s happening with their case, and they appreciate timely responses to their questions. Regularly reviewing your communication practices can help you spot areas for improvement.

For example, you might find that response times are slower than expected, or that clients are unclear about next steps. Tracking things like response times, time to resolve issues, and how often clients receive updates can help you identify where communication could be clearer or faster.

Using a secure client portal can improve communication by giving clients a single place to check for updates and view messages. This way, instead of relying on email threads that can get lost or hacked, your firm can communicate securely and effectively.

5. Support digital adoption with continuous staff training

Introducing new tools only works if your team knows how to use them effectively. Ongoing training ensures that your staff can confidently use secure eSignature tools, file-sharing platforms, client portals, and cloud-based software. Well-trained staff are better equipped to leverage these tools in ways that enhance both security and client satisfaction.

Technology evolves quickly, and staying informed through regular training allows your team to maximize the value of these tools. If you’re unsure where to start, consider bringing in a consultant to guide your team on best practices for secure digital workflows.

6. Use data insights to continuously improve client service

When you adopt new digital tools, it’s essential that everyone on your team knows how to use them effectively. This isn’t just about understanding the technical features—it’s about knowing how to use each tool in a way that protects client data and enhances client service.

For example, if your team is using secure file-sharing for the first time, they should know how to set permissions properly to ensure that only authorized people can access certain files. Similarly, if you’re using eSignature tools, your staff should know how to track the status of a signature request so they can follow up if needed.

Offering regular training sessions or bringing in a consultant can help your team feel more comfortable with new tools, which in turn helps your firm operate more smoothly and securely.

Embrace new technology with confidence this year

Tabs3 provides the tools that help firms like yours simplify workflows, manage billing and documents easily, and keep security a priority. Investing in real changes now means a smoother, more profitable path forward for your legal practice. We take the guesswork out of digital transformation and position firms to thrive.

Schedule a demo today.

Along with securing the best possible outcome for matters and delivering a great client experience, client confidentiality should always be a top priority for law firms. Because client privacy is such a priority, though, many firms are hesitant to introduce new tools or technologies that deal with client data. Instead, they tend to stick to tried-and-true practices.

The reality, though, is that the practices that protected client privacy ten or twenty years ago may not be as effective as they once were. Technology has led to incredible breakthroughs, but it’s also introduced vulnerabilities when it comes to data and data security.

Law firms have a duty to their clients to protect their data, and one of the best ways they can do so is by keeping pace with the digital age. Employee training, secure offices, and firm privacy policies are all essential for protecting sensitive information. However, secure file-sharing and eSignature software are also critical tools that should not be overlooked.

Why digital security is critical for law firms in the U.S.

For law firms in the U.S., data breaches are more prevalent than ever. In 2021, law firm data breaches affected 720,000 Americans, and some of these breaches have led to significant financial burdens for the law firms themselves.

Case in point: in 2022, mid-sized Ohio firm Bricker & Eckler agreed to a $1.95 million settlement for a class action lawsuit stemming from a 2021 data breach at their firm.

To protect your clients’ information and your law firm’s reputation, it’s critical now more than ever to take proactive measures for data security and file encryption. One place to start is by implementing secure file-sharing and eSignature software solutions.

Secure file sharing software provides peace of mind and added convenience

Sharing sensitive documents via email or paper files opens the door to human error, which increases the risk of compromised client data. Secure file-sharing software is an essential way to eliminate human error and maintain document security. For example, Tabs3 Software’s practice management solution PracticeMaster integrates with LexShare, a file-sharing software that provides bank-level security measures.

With secure file-sharing software, you and your clients send and receive files of any size with an extra layer of protection while collaborating with clients and colleagues, no matter where they are located.

Remote work means secure file sharing is more important than ever

In the past few years, law firms have transformed to allow for remote work for many employees. In 2022, 87% of lawyers reported that their law firms allow for remote work. Additionally, nearly two-thirds of private practice lawyers can work remotely 100% of the time, while 23% follow a hybrid work schedule.

For firms that enable remote work for their employees, security is a significant concern. In addition to employee training and privacy policies, secure data access is critical to maintaining ABA compliance and protecting your clients’ data. Secure file-sharing software, combined with eSignature features, allows lawyers and clients alike to make progress on case matters without ever having to enter the office.

eSignatures are legally binding and secure for clients

Digital signatures have been around since the 1970s but became legally binding with the ESIGN Act in 2000.

Contrary to popular belief, eSignatures provide more layers of security than email or the postal service. For legal documents, eSignatures feature specialized encryption tools, knowledge-based authentication, and secure links to protect clients’ data security.

eSignatures don’t just protect client data online. While paper documents are vulnerable to theft, fire, flood, and other physical damage, electronic client signatures ensure document preservation. When combined with practice management software, this digital documentation also helps prevent incorrect storage, misplacement, or filing errors that could lead to additional security breaches.

Cost and time savings provide an added bonus

While security is the primary concern of eSignature and file-sharing software, the cost and time savings for law firms shouldn’t be ignored.

The average office worker goes through 10,000 sheets of paper per year. By switching to more paperless practices, law firms can save hundreds, if not thousands, of dollars per year in paper costs alone.

eSignatures also drastically decrease the wait time for signed documents. While many attorneys can spend hours requesting and collecting client signatures, eSignatures diminish document turnaround times by 80% (and prevent the likelihood of missing or incorrect signatures).

Combined with the security provided by eSignature and secure file sharing software, these advantages can lead to expansive benefits and peace of mind for law firms.

Protect your clients’ sensitive data with Tabs3 Software

Tabs3 Software is dedicated to following the industry’s strictest compliance and data security regulations while offering attorneys a flexible working experience.

When it comes to protecting sensitive data, Tabs3’s fully integrated suite of products can provide your firm and your clients the privacy, security, and efficiency you need to operate with confidence.

Schedule a walkthrough demo to see how Tabs3’s legal practice management software can provide digital security while also improving administrative and operational efficiency.

Run your law firm from anywhere without sacrificing the security, reliability, and flexibility you depend on from Tabs3 Software.

PracticeMaster is now available in Tabs3 Cloud. With this new release, users have more ways to access the powerful features and tools that have transformed the way legal professionals work, in addition to the cloud-based billing and financial tools already accessible in Tabs3 Cloud.

Which features are now available in Tabs3 Cloud?

Legal professionals have already been able to access their billing and financial tools via Tabs3 Cloud, including:

• Time tracking from anywhere: Tracking time is an essential part of accurate, efficient legal billing. With Tabs3, you can track time as you go from anywhere in the world.
• Faster invoicing: Tabs3’s flexible billing features, including pre-bill tracking and email statement options, help get your bills out faster than ever before.
• Access Tabs3Pay: With Tabs3 Cloud, legal teams can access their online payment portal, send trust requests, create payment schedules, and review client payments.

Now, in addition to billing and financial tools, Tabs3 Cloud users can work more efficiently and flexibly than ever before with access to PracticeMaster features. These features include matter management tools, legal calendaring, document management, and more.

Manage your case matters with the Matter Manager

Your client work is the bedrock of your firm. Without access to it, progress and communication are all too easily stalled. The PracticeMaster Matter Manager allows you to update case information, examine research notes, review costs and fees, and even see the status of your client’s billing status or trust account balance.

Stay on top of your legal calendar

More than just a “view,” legal professionals can access the full functionality of their legal calendar through Tabs3 Cloud. Drag and drop events to reschedule them, or look at your firm-wide calendar for the entire office. Users can view appointments by day, week, or month and find appointments by staff member or type of activity.

Prevent conflicts of interest

No more waiting to go into the office to check a conflict of interest. Now Tabs3 Cloud users can instantly find possible conflicts of interest with the Conflict of Interest Search. Not sure you have all the information or the right spelling? With PracticeMaster, you can search for conflicts of interest with phonetic spelling or partial words.

Streamline document management and automation

Manage your documents outside of the office without sacrificing security. Now you can organize your files and save documents into your practice management system from Microsoft Word, Microsoft Excel, or Microsoft Windows Folders, whether you’re in the office or working remotely.

Legal professionals can also access PracticeMaster’s Document Assembly automation feature to fill forms and contracts quickly and accurately. This feature allows users to pull information from PracticeMaster and populate documents for a high-quality first draft.

Explore the power of legal CRM from anywhere

Focused on growing your law firm? Bringing in clients more quickly? Expanding your marketing? Your legal client relationship management (CRM) software will play an important role.

Legal CRM software helps law firms build stronger client relationships, streamline client intake, and improve marketing efforts. With the expanded Tabs3 Cloud, legal teams can now access their legal CRM from anywhere.

With add-on product Tabs3 CRM, law firms can:

• Customize intake forms for each area of practice
• Build logic-based intake forms that identify qualified leads faster than ever
• Follow up with prospective clients automatically, even if they reach out at night or on the weekend
• Increase the number of touchpoints with leads and current clients
• Build a sustainable, effective marketing strategy
• Use insightful analytics to make strategic decisions for your marketing plan

These capabilities optimize your law firm’s growth and support long-term, trusting client relationships. And because PracticeMaster is now available in Tabs3 Cloud, you can add on Tabs3 CRM to access these features from anywhere to review analytics, adjust marketing campaigns, draft automated responses, review client intake data, and more.

Frequently asked questions about Tabs3 Cloud

Is Tabs3 Cloud secure?

Client confidentiality and data security are essential. Tabs3 Cloud is committed to providing law firms with advanced security and data privacy measures, so you can focus on the work at hand.

Tabs3 Cloud has the features necessary to protect sensitive client information and firm data against unauthorized access and breaches. The software incorporates security best practices such as:

• Data encryption to secure sensitive information
• Role-based access control to help firms adjust access to data based on user roles
• Two-factor authentication for an extra security measure against unauthorized access
• Regular security audits for ongoing security assessment and enhancement
• Payment Card Industry Data Security Standards compliance

How do law firms benefit from Tabs3 Cloud?

Every law firm can benefit from cloud-based practice management’s enhanced efficiency, reduced costs, and increased collaboration.

Tabs3 Cloud, and cloud-based software in general, works well for law firms that don’t have readily available IT support or don’t want to manage their own server. For many small law firms without dedicated IT personnel, this option provides the perfect combination of functionality and flexibility without the responsibility of managing their own server.

Law firms further benefit from Tabs3 Cloud’s exceptional support team that provides users with access to U.S.-based customer service. This support extends from technical issues to helping law firms leverage Tabs3 Cloud features for maximum benefit.

How can Tabs3 users see Tabs3 Cloud in action?

Tabs3 Cloud combines Tabs3 features with the accessibility of the cloud. Schedule a demo to explore how Tabs3 Cloud can streamline your operations, enhance collaboration, and safeguard your data.

Successful client management is critical to a profitable law firm. But you cannot sit beside your phone and pick up every call. There are important legal documents to draft and review. There are meetings with plaintiffs and legal counselors. Arguments must be prepared, evidence must be gathered, and terms must be negotiated.

It can be a taxing cycle—you must make adequate time for current and prospective clients to address concerns, yet there is just so much other work to complete on the table. If you feel you have to do everything yourself, there’s a different way. Leverage software tools to streamline processes and provide better services.

If you find your law firm struggling to find time to onboard new clients, letting leads slip through the cracks, and leaving current clients on your call sheet to deal with later, it’s time to add client relationship management (CRM) software to your slate.

Legal-specific CRM software offers powerful benefits to modernize your law firm. However, not all CRM systems are the same. Learn how you can leverage Tabs3 CRM solution to increase business, provide better client relationships, and create a smoother intake process for your legal practice.

1. Utilize CRM to increase your business without increasing non-billable hours

It’s one thing to generate leads. It’s another to turn those leads into profitable client relationships. Tabs3 legal CRM can help bridge this gap by keeping leads and clients engaged throughout the client relationship lifecycle.

With tools such as automated drip campaigns and text message campaigns, it’s easy to stay in touch with potential clients who have visited the website. Tabs3 CRM allows you to create email drip and text message campaigns that include:

• Welcome messages with all the information needed to convert the client, such as relevant intake forms and communication expectations
• Email newsletter campaigns to stay top of mind with current and prospective clients
• Automatically scheduled follow-up messages to ensure a lead never slips through the cracks

Each email or text can be personalized with their name, legal services, needs, and more, so clients feel like they’re heard at each step of the process.

2. Create a smoother intake process that converts clients faster

For many practice areas, including personal injury law, immigration law, and criminal law, the defendant can be experiencing a moment of crisis. They need help quickly and don’t have time to wait for your phone call. Without a quick intake, they’ll just as quickly move on to a competitor.

Tabs3 CRM removes common intake bottlenecks and speeds the client intake process with smart intake forms. This customizable tool can:

• Customize entry fields depending on the client’s response
• Create specialized intake forms for each practice area
• Integrate data with Tabs3 practice management software seamlessly
• Simplify lead generation by sorting out qualified and unqualified leads

With Tabs3, you can communicate with new clients faster and save time on the client intake process. You won’t be bogged down by manual data entry anymore. Tabs3 automates that process so you can get in touch fast with qualified leads through automated messages and phone calls.

Meet clients where they’re at: mobile-optimized intake forms

Most people—97% of Americans age 18 to 45—own a smartphone. To capture every potential client, your intake forms must work on a mobile device or a tablet as well as a computer. Difficulty completing a form on a mobile device is one of the main reasons forms are abandoned.

Start your client relationships out on the right foot with Tabs3 CRM. Our mobile-friendly intake forms work effortlessly on every single device. With no barrier to filling out the form, your clients will complete it faster.

3. Provide exceptional client care with easily accessible information and automated communication

A few of the most common complaints from clients about their lawyers are neglect, lack of communication, and misrepresentation. Ensure that your clients feel seen and heard with Tabs3 CRM.

When all your client information is in one place, it’s easy to access and manage. You don’t have to hunt around paper files and leave your clients hanging. You can easily update them with questions on their case and give them status updates.

And you don’t have to do all this work yourself. Tabs3 CRM simplifies your workload by sending automated messages to do actions such as:

• Set up meetings with clients and leads
• Remind leads and other relevant parties about upcoming meetings
• Deliver follow-up paperwork related to their case

Regular communication with clients helps them remember the important work you’re doing for them, making them more likely to stick with your firm over the long haul. Spend less money on lead generation with improved client retention rates—increasing profitability for your firm.

4. Reduce administrative burdens to keep your focus on clients

It’s no big secret that attorneys spend many hours a day on non-billable administrative work. Those tasks are necessary, but they don’t necessarily need to be done manually.

Tabs3 CRM helps law firms by taking care of many administrative tasks, letting attorneys focus more on their clients. For example, when a new client contacts your firm, Tabs3 CRM can automatically input their details, create necessary documents, and set follow-up appointments without manual effort.

It also works well with other software to keep all client information within your legal practice management system, reducing mistakes and improving overall efficiency. This ensures that all data is up-to-date and easily accessible, so attorneys can quickly retrieve client information and focus on providing quality legal services.

Keep clients happy, without more non-billable hours, with Tabs3 CRM

Tabs3 CRM allows your law firm to have the best of both worlds: streamlined workflows and happy clients. Use our automated systems to communicate with clients regularly and meet their needs, without adding more tasks to your workday. With our seamless integration into the practice management software your law firm already uses, Tabs3 CRM is easy for your team to use and implement.

Learn how Tabs3 can improve client relationships at your law firm, and schedule a demo with our team today.

The client intake process is your biggest opportunity to start your client relationship off on the right foot. But for many law firms, the client intake process can become an afterthought.

Client intake may not be the most urgent matter on your to-do list, but it is critical for your law firm’s long-term growth and profitability. So how can law firms streamline the client intake process, reduce manual tasks, process new clients faster, and simultaneously improve the client experience? With Tabs3 legal CRM.

What is legal CRM?

Client relationship management (CRM) software is designed to help businesses streamline certain marketing activities and support new and ongoing client relationships. Legal CRMs, however, are specifically designed for law firms and their unique client relationships, intake processes, and compliance concerns.

A legal CRM combines the best parts of CRM technology with features for law firms including:

• Customizable intelligent intake forms
• Document automation
• Secure file sharing
• Automated texts and emails
• Data synchronization

With Tabs3 CRM, law firms can transform their client intake process from manual and tedious to an opportunity for building positive relationships without sacrificing billable hours.

How legal CRM eliminates common pain points for your law firm’s client intake process

No two law firms are the same, but many law firms experience similar growing pains as they work to scale and increase profitability. Here are some of the most common client intake pain points that legal CRM software can eliminate.

Problem: your law firm is having trouble attracting new clients

The legal field is a saturated market. If you’re not attracting enough qualified leads, CRM software may be exactly what you need to turn things around.

The solution: integrate your legal CRM with your website and build email drip campaigns

To convert leads into clients, law firms need both a stellar first impression and frequent touchpoint opportunities. Bridging your legal CRM and website can help you achieve this with just a few steps.

Take a look at your website

Is your website frequently updated? Intuitive? Is there a clear way to contact your firm or indicate interest? Do you have the right text to optimize SEO for your field and geographic location?

If the answer is “no” to any of these questions, it may be time for a website makeover. If you don’t have time to maintain your website, consider working with a third party that specializes in legal websites, like Tabs3 Websites.

Your website should integrate with your legal CRM to provide a smooth client intake process. When you use Tabs3 Websites and CRM together, you ensure that your potential leads will associate your firm with ease, convenience, and expertise.

Use your CRM to create personalized marketing campaigns with multiple touchpoints

Converting leads into clients typically requires more than one touchpoint, such as email, text, or phone calls. But this process can be incredibly time-consuming.

With legal CRM, you can create personalized, automated email campaigns to:

• Respond to client requests
• Schedule follow-ups automatically
• Track lead engagement throughout the intake process

Once someone submits their information, you can keep them informed about your law firm’s services, send updates or reminders, and slowly educate them on how your law firm can best address their needs.

Problem: your law firm’s slow follow-up times are costing you clients

When clients start looking for a law firm, they typically have a time-sensitive case or matter in mind. As such, most people will go with the first law firm that responds to their inquiries.

So, what can you do when leads reach out after hours, or on the weekend?

The solution: set up automated client intake triggers

Legal CRMs allow law firms to begin the process of client intake, even if a lead submits an inquiry over the weekend or in the early morning hours.

With Tabs3 CRM, law firms can set up smart intake forms for their website. Once someone fills out the form, it can separate qualified leads based on your predetermined parameters.

If a person could be a qualified lead, your legal CRM can send automated, personalized messages to encourage them to schedule a consultation, along with providing relevant information about your firm.

Once set up, these campaigns help continuously guide individuals through the client intake process, so you can focus on urgent matters without losing potential clients.

Problem: double data entry is taking up too much of your time and leading to client information discrepancies

The client intake process can be rife with manual administrative tasks, from follow-up calls to repetitive data entry.

The solution: use a customizable intake form to reduce double data entry

Tabs3 CRM enables law firms to streamline client intake with customizable, logic-based intake forms. These intake forms can be tailored to each area of your practice.

Smart intake forms can:

• Use logic-based conditioning, so your clients only answer relevant questions
• Separate qualified leads using pre-set parameters
• Sync client data with your practice management system

Because the Tabs3 CRM integrates with PracticeMaster, any client data generated can be synced between the two applications. This step reduces manual data entry, saving you time and reducing the potential for human errors.

Problem: your team is stretched too thin to dedicate time to the client intake process

With so many moving parts to the client intake process, it can be all too easy for important intake tasks to slip through the cracks.

The solution: use legal CRM to automate reminders, schedule consultations, and follow up with clients

The client intake process can require multiple phone calls, consultations, and other meetings. It’s important for your law firm to lead clients through these meetings with the appropriate calendar scheduling and follow-ups.

But with so much to do, it can be easy to miss these critical touchpoints.

A CRM can help law firms manage client intake with automated messages for:

• Scheduling meetings
• Reminding leads about upcoming meetings and consultations
• Sending follow-up documentation
• And more

Problem: your new clients don’t understand your law firm’s policies and procedures (like your billing process)

The intake process involves a lot of information exchange about your client’s legal matters. At the same time, it’s important for clients to learn about your expectations, policies, and procedures, including your billing and collections process.

The solution: build an email drip campaign for client onboarding

Make sure your clients have everything they need with an onboarding campaign through your legal CRM. This can provide critical information through the conversion process, such as:

• Where clients can go with their administrative questions
• How to navigate the client portal
• Frequently asked questions
• Introducing your firm’s team members and their roles
• A walkthrough of your billing and invoicing process

With this information, clients feel more prepared to work with your firm, and you can cut down on repetitive onboarding questions. Frequent touchpoints at the start of the relationship set the stage for a long-term relationship built on trust and communication.

Build a better client intake process with Tabs3 CRM

Grow your law firm and streamline your client intake process with Tabs3 CRM. Schedule a demo today to see how legal CRM can deliver a better client experience without sacrificing billable hours.

Getting documents signed can be a significant bottleneck for attorneys. Traditional methods of signing, such as printing, mailing, and faxing documents, are not only time-consuming but also prone to errors and security risks. Just as challenging are the delays that can arise in document execution; these can create significant stress for attorneys and clients alike. However, with the introduction of eSignature technology, law firms have found a more efficient and secure way to get documents signed.

In recent years, consumers have grown more aware of and accustomed to the option for electronic signatures. As a result, many legal clients now expect to review legal agreements and add secure eSignatures.

Rather than being seen as an advanced feature, eSignature and secure file sharing are now an industry norm. If you aren’t making plans to accommodate these demands, you risk falling behind competing firms with your client acquisition and retention.

Six perks of eSignature for law firms

Law firms that offer their clients the option to sign documents digitally enjoy the following benefits:

1.   Fewer signing errors

There’s nothing worse than having to reprint a lengthy legal document because the client signed on the wrong line, or realizing at the last minute that someone missed a signature deep within a legal agreement. These types of errors are not just frustrating—they can also seriously disrupt your legal workflow when they occur across several client matters.

Your software should guide your clients to clearly-marked areas designated for their signatures to minimize or eliminate signing mistakes. Firms that go paperless can reduce their processing errors by an average of 90%.

2.   Greater security

Despite what you may have believed in the past, eSignature technology actually offers more layers of security than sending legal agreements via email or the postal service. Specialized encryption tools, knowledge-based authentication (KBA), secure file sharing, and secure links protect clients’ data security and uphold the legal industry’s strict ethics and compliance regulations.

Using eSignatures doesn’t just protect clients’ data security online. Working with digital document management and obtaining client signatures electronically means that legal documents are also protected in the event of a fire, flood, theft, or other physical threat.

3.   Smoother workflows for attorneys

Don’t waste billable hours checking calendars with your clients via phone or email tag to book in-person appointments. Obtaining pen-and-ink signatures isn’t necessary with the right eSignature software, and it saves you hours.

With the right legal technology on your side, your attorneys can send a secure client signature request via email in just a few minutes and then move on to their next billable task.

4.   Client convenience

Simplified legal workflows benefit clients, too. Few clients look forward to sitting in traffic to sign legal agreements. Even if they don’t have to head to your office to sign, pen-and-ink signatures can be a hassle when you consider the time it takes to print, sign, and scan or even fax signed documents.

Secure eSignature software significantly reduces the time clients spend reviewing and signing documents. Adopting eSignature technology is one way to show your clients how much you value their time, convenience, and security.

5.   Lower costs and waste

A single sheet of paper doesn’t cost much on its own, but office supply costs add up quickly when you consider just how many pages of legal agreements attorneys need to print (and sometimes reprint) in a day.

The average office worker in America can go through thousands of sheets of paper per year. At 5 to 15 cents per page, the potential savings of switching to digital document management and eSignatures are significant, not to mention the paper waste that can be saved from the landfill.

6.   Faster turnaround

Implementing secure eSignature tools at your law firm can drastically decrease the wait time for signed documents. Aside from minimizing the hours attorneys spend requesting and collecting client signatures by phone and in person, taking the digital approach diminishes turnaround time by 80%.

The validity of eSignatures

Despite these clear benefits, some attorneys remain concerned about the validity of eSignatures and whether they hold up in court as well as paper legal documents.

The enactment of the Electronic Signatures in Global and National Commerce (ESIGN) Act in 2000 made digitally signed documents legally binding. This made requesting eSignatures a viable prospect for law firms almost a quarter of a century ago.

Per the ESIGN Act, digital signatures are just as legally binding as pen-and-ink signatures, as long as the signing individual:

• Accepts a clause to conduct business electronically
• Is provided the option to sign with ink and paper instead
• Demonstrates a clear intent to sign
• Receives a copy of the completed document (along with all other signers)

In addition, the attorney must maintain a clear audit trail and/or record documenting how and when they obtained the client’s signature, something that they can do easily with the right eSignature solution.

Streamline your legal workflows with Tabs3

Tabs3 offers software solutions tailored for law firms, featuring advanced eSignature capabilities through LexSign. This functionality enables attorneys to send secure eSignature links directly from their email, allowing clients to sign documents conveniently by either drawing their signature or typing it, even on mobile devices.

Tabs3 supports your firm’s paperless operations with PracticeMaster, offering customizable templates for legal documents that auto-populate with client data. Document management tools simplify the organization and retrieval of files from familiar and widely-used formats like Word and Excel. The system includes a search feature for quick document access and maintains a detailed document history for compliance with the ESIGN Act.

If your firm is looking to update operations and embrace digital efficiency, request a walkthrough demo with one of our product experts today.

In the fast-paced legal industry, time is not just money—it’s the backbone of efficiency and client satisfaction. Embracing legal workflow automation within your practice isn’t just a trend; it’s a strategic approach to redefining how your firm operates for the better. This comprehensive guide delves into the nuances of legal automation for law firms to help you better understand what automation is, its benefits, what to automate, and what process you shouldn’t automate.

What Is Legal Automation?

Legal automation involves the application of technology to automate complex, time-consuming tasks that traditionally require manual effort. In our practice management software, PracticeMaster, we call these automations WorkFlows. Using WorkFlows, we’ve seen firms realize substantial time savings, such as a reduction of 33% in time spent processing paperwork. They work based on a simple if/then principle: “if” a trigger event takes place, “then” actions can begin. Using automations streamlines time-consuming processes.

One popular automation in legal services is document assembly. By identifying frequently used legal documents, such as fee agreements and contracts, you can set up document templates in the software. Each template has designated fields, such as name and contact information, sometimes called variables or conditional text, which represent case data. Save your templates in the software and select them as needed. With WorkFlows, after you enter a new client into the system, document assembly can begin with client data already filled in. Templates can include additional prompts, like entering a fee for billing or setting a calendar appointment with a client.

Benefits of Legal Automation

Embracing legal workflow automation within your law firm can have many benefits that extend beyond just time savings. Some of the main benefits of embracing automation include:

• Improved Efficiency and Productivity: Automation streamlines repetitive tasks, freeing up time for higher-value work, which improves overall firm efficiency and reduces human error.
• Enhanced Client Experience: Faster response times and personalized interactions through automation lead to a smoother client journey and increased satisfaction.
• Cost Reduction: Initial investment in automation technology pays off with significant long-term savings by reducing the need for manual labor and minimizing errors.
• Data Security and Compliance: Automation tools enhance data handling practices, ensuring sensitive information is secure and compliance with regulations is maintained.
• Scalability: Automation allows law firms to handle growth efficiently, scaling operations without the need for proportional increases in staffing.
• Competitive Advantage: Adopting automation positions your firm as innovative, attracting clients looking for efficient and modern legal services.
• Insightful Data Analytics: Legal automation tools provide analytics for deeper insights into operations, helping to make informed decisions for improvement.

When to Use Automation

The best kind of tasks to automate are ones you do regularly. Think about the goals you want to achieve by streamlining your firm’s processes. Meet with your office administrator or billing clerk to learn about their time-consuming or repetitive tasks, and make special note of redundancies like duplicate data entry. Review how you enter time, enter new client information, and communicate with clients. Don’t forget about billing and payment collection. To start, focus on finding tasks that take a long time, or things that are done the same way every time.

Identify two or three key things to automate, then implement them. As your team becomes more comfortable with setting up and running automations, you’ll find more opportunities to automate. Not sure how your software’s automation tools work? Reach out to a consultant or your software’s support team and ask how they can help.

What Not to Automate

Not everything can or should be automated. Processes need to be predictable for automation to work. Unique documents or anything that requires individual consultation, decision-making, or collaboration are not good candidates for automation. Until we figure out a way for computers to become more human, personal engagement and conversations about your client’s situation are what make your firm different from others. Those are your personal and professional skills that can never be automated.

Take Advantage of Available Resources

Automations may seem overwhelming, but don’t fear the work involved in setting them up. Take advantage of the tools available, and your firm will reap the rewards of the higher level of efficiencies. Saving time does not mean losing billable time. Automation allows you to spend more time with your clients, find additional clients, and plan for your firm’s future.

Invest the time to review all of your processes. Find out what your software’s automation capabilities are. Implement what you can now, and set up a plan for future automations. Although you’ll spend more time early on with automation research and setup, you will never regret the time you will save.

Embrace the Future of Legal Practice with Tabs3

Legal automation offers a transformative opportunity for law firms to enhance their operational efficiency and service quality. By adopting a moderated and strategic approach to automation, law firms can leverage technology to not only save time but also to foster growth and innovation within their practice. As we continue to navigate the complexities of the legal industry, automation will undoubtedly play a pivotal role in shaping the future of legal practice.

For more information on automations in PracticeMaster, check out our WorkFlows Guide. To learn more about how document assembly works in PracticeMaster, watch this video: Intro to Document Assembly.