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Mitratech Success Center

TAP Co-Innovation Center

 

    Connect and Share Your Insights with the TAP Community

    Unique Use Cases

    Add your unique Use Cases here! Help drive the advancement of the TAP user community by securely sharing workflow concepts and use cases.

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    Join discussions in the collaborative forum! Our interactive forum allows you to answer questions, share information in posts, and ask questions.

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    Welcome to the TAP Co-Innovation Center!

    Whether this is your first time in the Center or your 2,000th, there’s always new insight to be gained.

    The TAP Co-Innovation Center is repository for TAP Clients that is designed to allow you to browse the workflows that your industry peers are working on, learn from the expertise of others, and share your successful Workflows.
    This page allows you to:

    • Share workflow ideas and use cases by submitting workflows (these can be shared anonymously)
    • Capture and share co-innovative ideas between employees and partners who are in your TAP Legal Ecosystem
    • Download Mitratech’s Gold Standard Workflows , import into your environment, and customize it as needed
    • TAP Workflows can be shared via Mitratech’s own TAP Submission Workflow with simple, one-click import-and-export feature

    Check out what’s already been submitted

    The tables below house workflows that have already been submitted by customers and partners, as well as our downloadable Mitratech Gold Standard workflow templates.

    Join discussions in the collaborative forum
    Customer and Partner Submitted Workflow Templates
    Marketing Legal Legal Compliance Legal Operations

     

     

    Mitratech's Gold Standard Workflow Templates
    Legal - Services, Compliance Rapid Response and Business Continuity Policy, Compliance HR

    EMEA Customer Reference Agreement

    KPL on behalf of Netapp Marketing

    Description: Before TAP, sales reps would send a PDF (via email) to customers asking if they would provide referrals. Monitoring the approvals process was tricky and the Reference Program lacked a good end user experience.

     

    Benefits: 

    • Streamline processes, PDFs no longer live on desktops
    • Fully integrated with Adobe and allows instant customer signing experience
    • View TAP form in dominant language depending on geography

     

    Cool Features: Text sets (translation), eSignature, CSS and good use of logos

    Want to know more about the use case? Contact - Tarryn Puzsar

     

    Legal Marketing Review

    Autodesk - Legal Marketing

    Description: Marketing and Product Marketing require legal approval for a variety of projects such as Blog post or Press Release, Contest or Giveaway, Policy or Guidelines, Marketing or Sales Promotion, etc. Before this workflow was implemented, Marketing involved Legal in their review processes in an ad hoc manner. 

     

    Benefits: 

    • Automated system ensures the correct reviewer is always looped into the process.
    • Legal team no longer spends time “gathering resources” because the appropriate people and processes are automatically suggested and included. 
    • Reviewers are automatically suggested from a data source and reviews happen simultaneously to speed up the process. 

     

    Cool Features:

    • The high volume of simultaneous review is handled with extensive use of conditional parallel workflows combined with auto-skips. 
    • The Sales Promotion process leverages the “Collaboration Stage” feature and has its own independent logic to handle more specialized and customized processes. 

     

    Go-Live: May 2020

     

    HCC Request

    Marketing

    Description: We use TAP Workflow for physician event registration, contract generation, and invoicing.

    Cool Features: eSignature

    Go Live Date: 06/01/2019

     

    Advertising Review Process Workflow

    IDEXX Laboratories  Marketing

    Description: This workflow identifies what needs to be submitted for approval, who needs to review and approve before reaching Legal with the right supporting documents. Originally, there was not a clear understanding of what needed Legal approval and who needed to approve prior to reaching Legal.

    Cool Features: Complex routing, Elegant user interface, Time-based Escalations, detailed audit history and ability to see exactly what stage the workflow is at (so beneficial).

    Go Live: 02/15/201

    Want to know more about the use case? Contact - Sue Etsy-Angell​​​​​​​

     

    New Law Firm Request

    Verizon Media – Legal

    Description: New law firm on-boarding approval workflow.

     

    Benefits: 

    • Collecting information about the new law firms
    • Centralizing approvals
    • Fewer emails

     

    Go Live Date: 07/01/2018

    Want to know more about the use case? Contact - Kyle Martin

     

    Legal Department Service Request

    Hyundai - Legal

    Description: Any internal business unit or vendor can access the advice and counsel of Hyundai’s legal department through this TAP workflow. Before this process was automated, requests went through email, which could be lost. 

     

    Benefits:

    • Information is captured in TAP and sent via API to TeamConnect. 

    • TAP UI captures all relevant information with mandatory fields, ensuring the audit trails have the necessary levels of detail, and details are clean, clear and consistent. 

    • No one outside of Legal has access to Team Connect, but all information is still sent there: TAP ensures security and usability while also preventing the wrong people from accessing their main system. 

     

    Cool Features: True two-way integration between TAP and Team Connect. 

    Legal Tracker Request Form

    Gap Inc. – Legal

    Description: We originally created new matters in Legal Tracker (our eBilling tool) manually using excel spreadsheets. The requests and approvals were received via email - the turn-around time averaged 2-3 weeks.

     

    Benefits: 

    • Post automation, the average turn-around time for creating a new matter in Legal Tracker is now 1-2 days

     

    Cool Features: APIs and Formulas

    Go Live Date: 08/01/2018

    Want to know more about the use case? Contact - Devshree Chauhan

     

    CASE Workflow

    IDEXX Laboratories – Legal

    Description: Workflow minimizes complexity of contract approval and signing. Selected fields limit options for who can approve and sign the contract.

     

    Benefits:

    • Speed, clarity, and avoiding excess emails out of Outlook  
    • Voting buttons

     

    Cool Features: Complex routing, Parallel workflows, Thought Matrix Cole developed is impressive.

    Go Live: 02/28/2019

    Want to know more about the use case? Contact - Andy Cooper

     

    Company Car Workflow

    Hyundai - Legal

    Description: Before this TAP workflow, the family members of a Hyundai employee would mail in accident reports to a Hyundai case manager, who would then type the information into their case tracking system. With TAP, the onus is on the requester to fill out a form with the appropriate information, significantly reducing the amount of time needed to complete a request. 

     

    Benefits:

    • Conditional routing sends the right cases to the right people

    • TAP UI is easy to use and gather the right information the first time, without extensive back and forth in emails

    • Information submitted in TAP integrates in Team Connect, where matters are handled. 

     

    Cool Features: Team Connect integration, webform conditional logic.

    Ask Legal

    Legal

    Description: Based on criteria we auto-assign the appropriate Legal resource.

     

    Benefits:

    • Centralized Legal resource: Non-legal personnel unclear of who to reach out to, this workflow creates one centralized portal for all Legal related requests
    • Turnaround time: Previously a person constantly managed an inbox, now most requests are assigned directly, cutting out this “middle man,” resulting in faster response times.
    • Audit Trail of assignments/requests outside of email
    • Clearer visibility on what requests are from the Dashboard view

     

    Cool Features: Integration, complex routing, integrations with SFDC to create Apttus records automatically, Complex routing of assignments across global Legal team based on intake form criteria

    Want to know more about the use case? Contact Alaura Jacobs @ Mitratech

    Go-Live: 8/1/2017

     

    Ask a Librarian

    Gilead Sciences - Legal

    Description:  Gilead’s legal librarians know the ins and outs of their CLM system and can find any and every contract and get about 100 questions per week. With this TAP workflow, there is a consolidated place to ask about a contract’s location, status, expiration date, etc. Conditional logic and routing verifies whether questions can be answered by a built-in FAQ section and if not ensures that the question is pushed to the appropriate person for review. 

    Benefits: 

    • Conditional logic brings out the complexity of the requester’s question, and after determining whether or not outside help is needed, triages the questions to the appropriate reviewer in the appropriate country and/or time zone. 

    • Updates or enhancements to the form are addressed quickly and easily by the Legal Team, without relying on IT.

    • One-stop shop for employees to ask questions about contracts without having to spend time or effort figuring out the right person to ask or thumbing through a complex CLM system themselves. 

     

    Signature Delegation Workflow

    Legal

    Description: Previously, signature delegations were only captured in email and there was no streamlined process of who the email was sent to. Company signatories were unaware of how to grant a delegation and the general delegation policy.

     

    Benefits:

    • With a centralized repository of all delegations, it is easier for Legal to keep track of routing contracts.
    • Groups outside of delegations, like procurement, are automatically notified too.
    • There is now a captured audit trail of delegation that justifies that whoever signs is authorized.

     

    Want to know more about the use case? Contact - Alaura Jacobs @ Mitratech

    Go Live Date: 11/30/2019

     

    Subsidiary Signature Workflow

    Autodesk - Legal

    Description: Corporate paralegal triages documents (Power of Attorney, Board Resolutions, etc) for signature through the standard DocuSign process or provides steps and processes to capture wet signatures.

    Previously, Legal Ops would download the relevant documents, upload to DocuSign to be routed and signed by the appropriate signatory, and after signature downloaded once more and emailed to appropriate parties. The complexity of the process created opportunities for error. 

    Benefits:

    • Automated process and tight integration with DocuSign means that after the request form is submitted, information smoothly moves from the requester to the appropriate place, whether straight to DocuSign or to a more in-depth wet-signature process
    • Fewer clicks are needed to get contract sent through DocuSign
    • Required fields, form pre-population, and form logic ensure that the requester submits accurate and appropriate information -- no more emails and questions back and forth between the requester and legal.
    • Auditable and trackable

     

    NDA Request

    Shaw Industries - Legal

     

    Benefits:

    • eCounsel integration improves matter management for agreements.
    • Fewer touchpoints.
    • Handling of documents due to an automated, streamlined process.

     

    Cool features: eSignature, integration with eCounsel

    Go Live Date: 11/15/2019

     

    RFP

    Gap Inc. - Legal

    Description: An RFP software solution was necessary to streamline and automate work to help maintain the increasing number of organizational RFP's. The tools that the team evaluated were too expensive, would take too long to implement, or had too many features. TAP was chosen as it contained the right amount of power and was simple to implement. 

     

    Benefits:

    • Took only 8 hours to go live with TAP - from preparing and white-boarding the process to sending out RFP requests.
    • Ensures instructions, agreements, evaluation forms, and any required fields are in the form for a lawyer to fill out. 
    • Automatically customized email text guarantees accurate information is sent to the law firm every time - and the law firs no longer question it.
    • Saves time training employees and law firms by using the TAP platform. 

     

    Cool features: Checkbox verification, automatic reminders, e-signatures, integration, audit trail, and reporting capabilities. 

     

    Instant SOC2

    Legal

    Description: Previously, when a SOC2 report was requested, the Legal Department would manually check to see if an NDA was in place and if it was not, send an NDA for signature before sending the report. With TAP, this process is automated. 

     

    Benefits:

    • Automated method for confirming whether an NDA is in place
    • If NDA is not in place, "Instant NDA" is automatically triggered
    • Public and Internal Forms are both available, so external users can request reports as well

     

    Cool Features: DocuSign, Anonymous Access (which enables non-employees to request reports through TAP)

    Approx Go-Live: 6/30/2019

    I wish I had known before building this workflow: Should have set up Anonymous Access simultaneously with Internal form given the rules about using separate fields, not having any overlapping conditions, etc. 

    Want to know more about the use case? Contact - Alaura Jacobs @ Mitratech

     

    Subsidiary Management Workflow

    IDEXX Laboratories   Legal Compliance

    Description: Streamlined portal of incoming subsidiary related requests.

     

    Benefits:

    • Visibility
    • Easy to assign work accordingly
    • Metrics and reporting
    • Eliminates group mailbox/outlook

     

    Cool Features: Complex routing, Slick triggering events that make a simple request incredibly detailed.

    Go Live Date: 9/1/2018

    Want to know more about the use case? Contact - Andy Cooper

     

    Conflict of Interest

    Legal Compliance

    Description: Captures an audit trail of Conflict of Interest (COI) approvals - Previously approvals/rejections were captured in long email threads. This workflow provides a summary form at the end and all the forms are automatically uploaded to a Box folder for easy access.

     

    Benefits:

    • Clear Audit Trail
    • Limit Access for Confidentiality
    • Summarized form auto-uploaded to Box
    • Time-saver

     

    Cool Features: Document Generation, Complex routing; Based on intake form criteria there are about 7 different paths the workflow can take. In addition, the workflow can be kicked back to the initial requester and potentially send through the process multiple times if additional info is required.

    Want to know more about the use case? Contact - Alaura Jacobs @ Mitratech

    Go Live Date: 11/7/2018

     

    Conflict of Interest Disclosure

    Autodesk  Legal Compliance

    Description: Compliance’s old process for evaluating conflict of interest disclosures was done entirely through email and logged manually in Smartsheet. This caused our Compliance attorneys to be bogged down with emails, especially since Autodesk’s approval process can require up to 9 levels of approval depending on the person’s grade level at the company. Results had to be input manually into the Smartsheet and documentation was saved ad hoc in OneDrive.

     

    Benefits:

    • Visibility into disclosure statuses in one place
    • Elimination of manual entry of final approval parameters
    • Automated reminders to approvers
    • Collection of approval documentation in dashboard
    • Saves valuable compliance hours

     

    Go Live Date: 09/01/2018

    Want to know more about the use case? Contact - Tamara Cook

     

    Pre-Clearance Stock Trading Form

    Legal Compliance

    Description: This workflow was created and rolled out in ONE DAY!

    Before the  Pre-Clearance Trading workflow was implemented, the General Counsel (GC) would send quarterly emails to the Board of Directors and VPs with information on blackout trading dates. This email could include a form to be printed, filled out, scanned, and then returned to the GC for approval. Once the GC approved, it was sent to a stock admin for final approval. 

    There were two possible approvers, and sometimes both would spend time reviewing the same request and there was no way for either approver sees the actions of the other.

    With TAP, the quarterly email includes a link to the request form where it is then filled out online, and automatically triggers a return to the GC and then to the admin for final approval. After final approval, an automatic email notification goes out to the recipient.

     

    Benefits:

    • Audit trail is captured in one place
    • Approvers do not duplicate efforts because there is visibility as to whether someone is already working on reviewing the request
    • There is no longer a need to print, sign, or scan documents

     

    Cool Features: eSignature

    Go-Live Date: 05/28/2019

     

    Vendor Onboarding with Privacy Reivew 

    KPL – Legal Compliance

    Challenge: Design and launch online forms and workflows vendors can easily complete in order to streamline onboarding and ensure compliance with any and all data privacy regulations. 

     

    Solution:

    • Create easy-to-use vendor onboarding form that tracks, triages, and automates vendor requests.
    • Workflows and forms can be easily created in TAP's drag-and-drop interface, specifying routing, stakeholders, and notifications in every stage. 
    • Ensure that your company's data governance standards are applied throughout the requests, from initial screening throughout the requests, from initial screening through audit trail capabilities. 
    • Modify or update on the fly - a crucial factor in staying compliant with ever-evolving rules and regulations. 

     

    Benefits:

    • Using a single database and environment brings standardization and centralization, with ready-made security and compliance.
    • Documents and files that are relevant to each collaboration are centralized in one repository, not scattered with poor version control. 
    • All collaborators involved at the correct time and in authoritative sequence.
    • Process repeat correctly every time, in a standardized way, no matter how complicated. 
    • Far higher security for sensitive process that cross-organized lines.
    • Central dashboard provides superior monitoring and governance of all sourcing process. 

     

    ROI:

    • Compliance: With TAP, documents are never lost or accidently mis-routed. IDC says workers waste 21% of their time searching for lost documents or handling other document-related issues and 7.5% of all company documents are lost completely. 
    • Time: Automating notifications with TAP can save serious money. If an employee paid $50/hr takes half an hour to write each of 5 notifications per workday, it adds up to $6,000 a year you're paying one worker for repetitive work. And this quickly adds up when more people are involved. 

     

    Want to know more about this use case? 

    • Keesal Propulsion Labs (KPL), a premier TAP Services Expert, and Mitratech, the provider behind TAP Workflow Automation, have been leaders in deploying workflow automation to solve the short- and long-term challenges of data privacy regulation like GDPR and CCPA for companies.
    • Ask Tarryn Puzsar a question or reach out to your Account Manager for more information about this use case.

     

    Data Inventory and Recertification Request 

    KPL - Legal Compliance

    Description: GDPR Article 30 requires companies to produce records of processing activities to prove compliance to regulators. With TAP Workflow Automation, it’s easy to compile this information through parallel workstreams that operate at automated and approved intervals. 

     

    Challenge:

    • Organize and orchestrate a process by which data from SMEs, legal review, and inquiry is tracked, compiled, and bundled, ensuring compliance with GDPR Article 30 and guaranteeing recertification.

     

    Solution:

    • Self-service online forms are easily deployed and contain embedded business logic that maps exactly to your business practice (or responds to the call for a new business practice).
    • Keep it on brand by employing a solution that can deliver styles straight from your brand guide, customize intake forms to automated emails and “thank you” notifications.
    • Process transparency can be enabled, if desired, to allow greater visibility and collaboration for all parties.
    • Centralization eliminates redundancies in documentation and data.
    • Ensure that your company’s data governance standards apply throughout the requests, from initial screening through audit trail capabilities.
    • Workflows can be modified or updated on the fly, a crucial factor in staying compliant with ever-evolving rules and regulations.

     

    Benefits:

    • Using a single database and environment brings standardization and centralization, with ready-made security and compliance.
    • Documents and files that are relevant to each collaboration are centralized in one repository, not scattered with poor version control.
    • All collaborators involved at the correct time and in authoritative sequence.
    • Far higher security for sensitive processes that cross organizational lines.
    • Central dashboard provides superior monitoring and governance of all sourcing processes.
    • Stylized and on-brand intake forms keep your customers in your brand experience at all times.

     

    ROI:

    • When working with compliance and data privacy regulations, ROI is calculated inversely in how-much-you-won’t-owe. Infractions and non-compliance with GDPR can cost a company 4% of their annual global revenue or €20 million – whichever is greater -- so this workflow’s ROI is a big sigh of relief.
    • Give your employees an extra day every week: according to one McKinsey survey, employees spend 19% of their time searching for information to do their jobs correctly.
      • Keep everything in one location with a full audit trail and automated responses, saving your employees a lot of time. 

     

    Want to know more about this use case?

    • Keesal Propulsion Labs (KPL), a premier TAP Services Expert, and Mitratech, the provider behind TAP Workflow Automation, have been leaders in deploying workflow automation to solve the short- and long-term challenges of data privacy regulation like GDPR and CCPA for companies.
    • Ask Tarryn Puzsar a question or reach out to your Account Manager for more information about this use case.

     

    Data Subject Access Requests

    KPL - Legal Compliance

    Challenge: 

    • Design and launch a single form that can handle any and every CCPA, or similarly mandated consumer request, simultaneously ensuring compliance through automation and auditability. 

     

    Solution:

    • Design and launch an easy to use customer facing form that tracks, triages, and automates consumer requests mandated by the upcoming regulations.
    • Keep it on brand by employing a solution that can deliver styles straight from your playbook, from intake forms to automated emails and “thank you” notifications.
    • Ensure timely follow up on your “follow ups.” If a request requires follow up within a specific time-frame, build in time-based escalations to keep yourself compliant and your customers satisfied.
    • Workflows and forms can be easily created in TAP’s drag-and-drop UI, specifying routing, stakeholders, and notifications at every stage.
    • Ensure that your company’s data governance standards are applied throughout the requests, from initial screening through audit trail capabilities.
    • Workflows can be modified or updated on the fly, a crucial factor in staying compliant with ever-evolving rules and regulations.

     

    Benefits:

    • Using a single database and environment brings standardization and centralization, with ready-made security and compliance.
    • Documents and files that are relevant to each collaboration are centralized in one repository, not scattered with poor version control.
    • Stylized and on-brand intake forms keep your customers in your company’s experience.
    • All collaborators involved at the correct time and in authoritative sequence.
    • Processes repeat correctly every time, no matter how complicated.
    • Far higher security for sensitive processes that cross-organizational lines.
    • Central dashboard provides superior monitoring and governance of all sourcing processes.

     

    ROI:

    • Automatic responses to large volumes of requests give your employees back valuable time, and show your consumers that you take their privacy seriously.
    • Leverage workflow to demonstrate compliance. If you’ve failed to delete a personal data record when requested, or it’s sold without the person’s permission, or leaked,the minimum fine is $2,500 per record. If it’s determined that a breach was due to a known issue ignored, the fine can automatically shoot up to its cap of $7,500 per record. Multiply this times the number of records that might be involved and you can see how noncompliance can get ruinously costly.

     

    Want to know more about this use case?

    • Keesal Propulsion Labs (KPL), a premier TAP Services Expert, and Mitratech, the provider behind TAP Workflow Automation, have been leaders in deploying workflow automation to solve the short- and long-term challenges of data privacy regulation like GDPR and CCPA for companies.
    • Ask Tarryn Puzsar a question or reach out to your Account Manager for more information about this use case.

     

    Instant Privacy Terms

    Legal Compliance

    Description: GDPR and CCPA regulations led to an increased volume of Data Processing Agreements (DPA), Business Associate Agreements (BAA), Controller-to-Controller, and California Consumer Privacty Act (CCPA) agreements being pushed through the Legal Department. This Instant Privacy Terms eliminates manual processing such as CLM record creation and signature processing of non-negotiated contracts. 

     

    Benefits:

    • Pushes our company's paper to limit custom contracts
    • Enforces company thresholds for other party paper review more easily
    • Eliminates manual processing (CLM record creation, signature processing) of non-negotiated agreements

     

    Approx Go-Live: 6/1/2019

    Cool Features: SFDC Integration, DocuSign

    Want to know more about the use case? Contact - Alaura Jacobs @ Mitratech

     

    Sales Offer Workflow

    Penumbra Inc. - Legal 

    Description: Before this workflow was implemented, it could take several days to obtain all the information and approvals needed to process a sales request and trigger a contract, but now most of these are processed (end to end) in less than a day, an 85% reduction in time. Depending on the sale, there can be 25 different variations of exhibits and offers to choose from (based on the offer type, products and pricing) each with their own path and offer language. 

     

    Benefits:

    • High volume process (about 200 requests per month) means that anywhere from 1,000-1,400 hours can be saved, allowing the Legal team to focus on higher value work. 
    • Visibility into the process and its metrics means that managers can determine how many sales are standard (currently about 65%) and drill down to encourage more sales reps to use the standard process. 
    • When the Sales rep fills out the request form, their information triggers back-end tables that then populate form fields and drop-downs with the rep’s relevant information. 
      • This is especially important in this process because the hospitals with which Penumbra contracts can have similar or identical names to other hospitals in different regions. Legal save hours and reps are guaranteed accuracy with their accounts. 
      • When the hospital name is pulled in, for example, the ERP number also populates, as does the hospital address.

    Cool Features: Pre-population of offers and Exhibits, DocuSign integration, automated emails to all interested parties, extensive backend data tables that pull in appropriate reviewers, etc. 

     

     

    Health Care Professional (HCP) Agreements and Invoicing

    Penumbra, Inc -- Legal

    Description: When physicians and other Health Care Professionals (HCPs) speak on behalf of Penumbra, a contract is needed and they may be compensated for their time, travel, and fees/expenses. It is important for this information to be fully managed and auditable as Penumbra depends on this information for annual reports regarding HCPs.

    Benefits:

    • Process is no longer managed manually through email but instead automated -- from the first request form to generate the contract to the DocuSign integration to sending the invoice to the HCP to complete to sending the approved invoice to AP for payment. 
    • Compliance team has full visibility into invoice lifecycles and can guarantee appropriate and timely follow-up if there are delays. 
    • Tagged documents and formulas to calculates total amounts mean that physicians no longer fill out invoices by hand nor manually calculate the total due - saving time and guaranteeing legibility. 

    Cool features: DocuSign integration, Document Builder automatically builds documents. 

     

    Insider Portal Lockouts

    Capital One

    Description: Before TAP, Capital One manually managed and tracked employee lockout notices. Workflow Automation enabled the legal operations team to easily partner with the Securities and other organizations to identify any associates or employees of the company with material knowledge and be able to control lockouts of accounts during key periods.

    Benefits:

    • Gather the right information across hundreds of employees in a completely auditable and trackable way
    • Easily create and manage lists of key employees for initial requests
    • Identify "downstream associates" with logic and automation
    • Eliminate manual tasks and give time back to employees (requesters and responders)

    Cool features: Complex routing, 3rd-party and API integrations

     

    Non-Revenue Transaction Portal Workflow

    Dolby  Legal Operations

    Description: The NRTS Portal provides a single portal for the business to determine whether or not a contract and/or purchase order is necessary, per the risk thresholds of the corporate policy. Users are routed through the contracting process, and then routed to the procurement/PO tool.

     

    Benefits:

    • Single location for all non-revenue/spend transactions and engagements
    • Enforces corporate policy in a manner that is mostly invisible to the user

     

    Cool Features: Integrations, Complex routing, Elegant User Interface, Customer dashboard with search function

    Go Live Date: 11/30/2017

    Want to know more about the use case? Contact - James O’Neil

     

    NDA Portal

    VMware - Legal Operations

    Description: Before TAP there was productivity loss, lack of document visibility, compliance issues.

     

    Productivity Loss:

    • Labor intensive manual signature process
    • Longer overall contract signature process cycle time
    • Frequent negotiations of NDAs
    • Various touch points for employees to access NDAs

     

    Document Traceability / Visibility:

    • No visibility of contract signature status
    • Lack of automated audit trail

     

    Error-Prone / Compliance:

    • Missing signatures/dates/pages
    • Risk of alteration during the signature process
    • No authentication of the signatory
    • Premature disclosure of confidential information

     

    Benefits:

    • Ease of Doing Business:
      • Nimble and agile process – capability to sign “anywhere/anytime”
      • Single touch point access for NDAs 
    • Time Efficiencies and Cost Avoidance:
      • Reduced steps for signers - shortened cycle time
      • Reduction in negotiations (pre-signed PDF of NDA perceived as non-negotiable)
      • Reduction in human error/tamper-proof documents
    • Real-Time Visibility / Audit History / Compliance:
      • Signature status tracked during the process
      • Automated email reminders to signatories
      • Complete audit trail of transactions
      • Decreased exposure due to premature disclosure of confidential information

     

    Cool Features: Integration with contracts repository, Developed in-house a mobile version of the NDA workflow

    Want to know more about the use case? Contact - Rahul Chaudhary

     

    Contract Automation Tool

    Gilead Sciences - Legal Operations

    Description: Contract generation has been automated through a TAP workflow that integrates directly with CLM system. Whenever anyone wishes to request a contract or new agreement, they fill out a TAP webform which immediately sends the captured data to the CLM system where the contract is generated and returned to the requester. If needed, TAP also determines the routing information and identifies who needs to be part of the approval. 

     

    Benefits:

    • Any straightforward agreement (CDA, MSA, NDA, etc) can be self-service

    • TAP interface is user-friendly and allows affiliates to interface with CLM without needing to be in that system.

    • Proprietary risk formula is embedded in TAP workflow and determines riskiness of contract and therefore the fastest and safest flow --whether it must be approved by legal, or can go straight for signatures.

    • Easy to clone the workflow for affiliate groups

     

    Cool features: Integrations with e-Signature, CLM, and Salesforce; risk evaluation formula, complex routing.

     

    Contract Management:

    Contract Request Workflow, Contract Approval and Signature Workflow, and Supplier Setup Request Workflow

    EA - Legal

    Description: EA's complex Contract Management process expands the limits of TAP: the enormously complex process relies upon a number of discrete and interconnected workflows (not just one) to get the job done. The process bundles 3 separate workflows together: the Contract Request Workflow, the Contract Approval and Signature Workflow, and the Supplier Setup Request Workflow. Each of these individual workflows is connected to the others through conditional logic and a TAP property called child workflows.

     

    Benefits:

    • Sets complex processes along conditionally automated work streams so that the workflow moves forward only when certain requirements are met.
    • The automatic workflow has the capacity to accommodate human error. If the wrong contract was uploaded or a delegate declines to sign, the workflow is "kicked back' to the business owner and re-sent after additional review. 
    • Eliminates manual data entry by passing relevant field information to future workflow fields, saving time and eliminating the need to go back to the requestor for the same information. 
    • TAP has a simple interface that is easy to use - if you can use Visio or other process mapping tools, you can easily learn TAP. 

     

    Cool features (Child Workflows explained): Although the process as a whole is unbelievably complex, child workflows allow this 3-part workflow to be broken down into smaller, manageable pieces. The Child Workflow feature enables information to be pushed between completely distinct workflows - not just between 2 stages in the same workflow. 

    For example, the Contract Request Workflow itself "kicks off" the Contract Approval and Signature Workflow, and in the baton-pass, the next workflow "inherits" previously submitted data. The process is broken into smaller workflow units, each workflow unit can easily handle new ideas, tweaks, testing, and troubleshooting. 

     

    Conflict Waiver Submission Tracker

    Capital One -- Legal Compliance

    Description: Before the Conflict Waiver Submission Tracker workflow was launched, it could take 35 days or more to turn around a conflict waiver approval for new engagements with law firms. The time-consuming back-and-forth frustrated law firms who wished to begin their engagements immediately. With a TAP workflow in place, the process was streamlined and each request is now completed in 3-4 days.

    Benefits:

    • Law firms now begin a request with a company-approved template, eliminating errors and additional reviews
    • Requests are automatically routed to appropriate practice areas for an efficient review
    • Condensed time-to-engagement in a critical process
    • Fast turnaround generates stronger relationships with engaged law firms

    Cool features: Form interfaces with external users (Anonymous Access feature), DocuSign integration

     

     

    Mitratech's Gold Standard Workflows

    Mitratech-engineered “Gold” workflows are easily downloaded – find one that fits your need, import it into your environment, and customize it to fit your company or department's needs.

    Legal Service Request Portal

    Click the workflow name to download the file to your computer!

    Workflow Name: Legal Service Request

    This workflow is used:  To provide different types of common legal requests. This particular workflow allows for looking up FAQs, submitting a legal advice and counsel question, submitting an Intellectual Property Matter, or submitting a Labor and Employment Matter.

    Challenge: Design and launch automated online forms and workflows for Legal Operations capable of efficiently managing legal services request intake.

    Solution: By building forms and associated workflows to manage legal services requests using TAP, Legal Ops teams can handle even high request volumes:

    • Individual online self-service forms can be easily designed and made available for submitting legal services requests
    • Once a request has been submitted, it's routed to the proper Legal Ops stakeholders and gatekeepers for review
    • Tracking and auditing of the request and fulfillment process is automated, allowing better governance and compliance
    • Notifications and alerts can be dispatched to process participants and stakeholders pre-designated points throughout the intake process
    • Service request intake workflows can easily integrate with other systems, such as eBilling and matter management process

     

    Benefits: 

    • Exceptionally faster execution with minimized errors, delays, and costs
    • Centralized tracking and reporting for real-time oversight and process optimization
    • Automatic Cloud archiving of workflows for secure storage and auditing
    • e-Signatures integration standardizes secure approvals; and greater efficiency, accountability, and superior user experience for users and stakeholders
    • Automated workflow archiving ensures auditability of workflows and assets
    • Drive greater efficiency, accountability, and superior user experience for the legal department and business partners
    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission

    Fill the form in as follows

    Form Field Name Value and Conditions
    What Legal Service are you requesting? First just show, talking to how a legal service request portal can be used for many different things in an organization, and that some of them they see are common ones we come across.
    What Legal Service are you requesting? Labor and Employment
    Name Pre-populated based on user
    Email address Pre-populated based on user
    Manager User search your own name
    Incident Category Choose any
    Priority Choose any
    Who was involved? User search other sales person
    External When did it happen? Pre-populated (leave as today's date)
    What happened? Any set of words to write out a partial description
    Upload any Supporting Documentation Upload a dummy file type (any file type is acceptable)
    Note: The forms are configurable to each client's needs. You will be able to change things like form fields, form layouts, the logo, and colors. 

     

    HR Manager Review
    • You will receive an email address as the HR Manager to review and approve the request.
    • None of the fields will be editable, but it is a good opportunity to speak to permissions in the system, and how each person can be able to edit previous answers if necessary.
    Form Field Name Value and Conditions
    Decision Send for Legal Sign-off
    Additional Supporting Documentation Can add if needed
    Comments Can add if needed

     

    Legal Review
    • You will receive an email address as Legal to review and approve the request.
    • None of the fields will be editable, but it is still a good opportunity to speak to permissions in the system, and how each person can be able to edit previous answers if necessary.
    Form Field Name Value and Conditions
    Legal Comments Can add if needed
    I verify that all information is accurate to the extent of my knowledge, and I am giving my final sign off Check off before submitting since it is mandatory

    Legal Vendor Continuity Tracker (COVID Response)

    Legal Operations, Legal

    Click the workflow name to download the file to your computer

    An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers

    Workflow Name: Legal Vendor Continuity

    Challenge: Times of crisis often create chaos and disruption; that holds for the third parties and vendors you've chosen to work with in legal services or support. Understanding their ability to continue the work will let you plan ahead and arrange for the work to continue.

    Initiate survey send through .tapw file, "Legal Vendor Continuity Tracker Initiative - COVID.tapw" and the survey runs with "Legal Vendor Continuity Tracker Survey - COVID.tapw." The first initiates the second.

    Solution:

    • Customize and send an outline smart form to third parties and legal vendors
    • The form asks key questions to determine if a vendor and its employees are still able to work in the given conditions, is still able to work on their assignments, has delays or dependencies, and/or other changes in business continuity
    • Legal vendors include, arbitrators, mediators, expert witnesses, ediscover firms, contract attorneys, and other orgs
    • The completed questionnaire is triaged to a specified party in Legal Ops who can then follow up or mark resolved once answers are sufficient
    • Optionally, the workflow can re-send the questionnaire after a month if the recipients respond "yes" to a question asking if the party anticipates any changes to answers in the upcoming month
    • Easy customization allows your Legal Ops team to create surveys and questions based on company policy
    • Automated follow-up notifications/reminders/escalations can be set up to ensure timely responses

     

     

    Benefits:

    • The workflow can provide a secure, confidential transaction between vendors and the company
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows Legal Ops to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing
    • The workflow is pre-built template but is completely customizable to capture context a company cares about

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of Request Date Select Table
    Name Fill-in as appropriate
    Email Fill-in as appropriate
    How many vendors would you like to contact? Drop-down
    Case Number Fill-in as appropriate
    Case Name Fill-in as appropriate
    Law Firm Name Fill-in as appropriate
    Law Firm Contact Name Fill-in as appropriate
    Law Firm Contact Email Fill-in as appropriate
    Legal Vendor Survey
    • Companies send survey to Legal Vendors and third parties by case and main point of contact
    • Survey to be completed to ensure case status
    Form Field Name Value and Conditions
    Name Auto-fill
    Email Auto-fill
    Case Number Auto-fill
    Case Name Auto-fill
    Law Firm Name Auto-fill
    Law Firm Contact Name Auto-fill
    Law Firm Contact Email Auto-fill
    Vendor Type Drop Down
    Has your company encountered any issues related to Covid-19 that have impacted your ability to complete work? Drop Down
    What percentage of your employees are currently available to work? Drop Down
    What percentage of your available employees are currently working remotely? Drop Down
    Has your company encountered any issues related to remote work? Drop Down
    Have you encountered any issues accessing data or other online systems? Drop Down
    Are any of our active assignments impacted by issues related to Covid-19 or remote work? Drop Down
    Does your company have a current business continuity plan in place? Drop Down
    Has your company been impacted by changes to any of your suppliers/business partners? Drop Down
    Is there anything else you would like to notify us about? Drop Down
    Do you anticipate any changes to how you answered these questions in the upcoming month? Drop Down

    Case Continuity Tracker (COVID Response)

    Legal Operations, Legal

    Click the workflow name to download the file to your computer

    An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers

    Workflow Name: Case Continuity

    Challenge: During periods of disruption, it's important to follow up on outstanding cases and matters. Many may need to reach court as tome point soon, so understanding delays and contingencies with outside counsel is critical.

    Initiate survey send through .tapw file, "Case Continuity Tracker Initiate - COVID.tapw" and the survey runs with "Case Continuity Tracker Survey - COVID.tapw." The first initiates the second.

    Solution:

    • Customize and send an outline smart form to outside counsel and law firms
    • The form asks key questions to determine if a case is still in progress, has delays or dependencies on vendors or staff, or changes in strategy, and can also query how the counter party is reacting to the case
    • Optionally, the workflow can re-send the questionnaire after a month if the recipients respond "yes" to a question asking if the counsel anticipates any changes to answers in the upcoming month
    • The completed questionnaire is triaged to a specified party in Legal Ops who can then follow up or mark resolved once answers are sufficient
    • Easy customization allows your Legal Ops team to create surveys and questions based on company policy
    • Automated follow-up notifications/reminders/escalations can be set up to ensure timely responses

    Benefits:

    • The workflow can provide a secure, confidential transaction between law firms and outside counsel and the company
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows Legal Ops to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing
    • The workflow is pre-built template but is completely customizable to capture context a company cares about

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of Request Date Select Table
    Name Fill-in as appropriate
    Email Fill-in as appropriate
    How many law firms would you like to contact? Drop-down
    Case Number Fill-in as appropriate
    Case Name Fill-in as appropriate
    Law Firm Name Fill-in as appropriate
    Law Firm Contact Name Fill-in as appropriate
    Law Firm Contact Email Fill-in as appropriate
    Outside Counsel Survey
    • Companies send survey to Law firms and outside counsel by case and main point of contact
    • Survey to be completed to ensure case status
    Form Field Name Value and Conditions
    Name Auto-fill
    Email Auto-fill
    Case Number Auto-fill
    Case Name Auto-fill
    Law Firm Name Auto-fill
    Law Firm Contact Name Auto-fill
    Law Firm Contact Email Auto-fill
    Has the progression of this case changed due to COVID-19? Drop Down
    Is court involvement required for this case? Drop Down
    Are all available documents and information required for this case? Drop Down
    Are changes in strategy for this case required? Drop Down
    Is there any impact to the vendors you are using for this case due to COVID-19? Drop Down
    Is there any impact to your staff due to COVID-19? Drop Down
    Has the responsiveness or interaction with the counterparty changed due to COVID-19? Drop Down
    Are there any other important updates you would like to provide for this matter? Drop Down
    Do you anticipate any changes to how you answered these questions in the upcoming months? Drop Down

    Business Continuity - Legal Firm Tracker (COVID Response)

    Legal Operations, Legal

    Click the workflow name to download the file to your computer

    An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers

    Workflow Name: Business Continuity - Legal Firms

    Challenge: Companies need to make quick transitions during this time of pandemic, so it's important to make sure your outside legal firms can still perform their jobs and maintain business-as-usual.

    Initiate survey send through .tapw file, "Law Firm Continuity Tracker Initiate.tapw" and the survey runs with "Law Firm Continuity Tracker Survey.tapw." The first initiates the second.

    Solution:

    • Customize and send an outline smart form to outside counsel and law firms
    • The form contains whatever questions you need to be answered in order to determine if a firm can still carry out their business functions
    • The questionnaire responses is triaged to a specified party in Legal Ops who then follows-up or marks resolved once answers are sufficient
    • Easy customization allows your Legal Ops team to create surveys and questions based on company policy
    • Automated follow-up notifications/reminders/escalations can be set up to ensure timely responses

    Benefits:

    • The workflow can provide a secure, confidential transaction between Law Firms and the company
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows Legal Ops to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing
    • The workflow is pre-built template but is completely customizable to capture context a company cares about

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of Request Date Select Table
    Name Fill-in as appropriate
    Email Fill-in as appropriate
    How many law firms would you like to contact? Drop-down
    Law Firm Name Fill-in as appropriate
    Law Firm Contact Name Fill-in as appropriate
    Law Firm Contact Email Fill-in as appropriate

    Onsite Visit Approval Form (COVID Response)

    HR, Legal

    Click the workflow name to download the file to your computer

    An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers

    Workflow Name: Onsite Request

    Challenge: Certain privileged access employees need to come back into the office to check on environments or employees may need items from the office to sustain their work-from-home situations. To ensure safety of employees and building staff, companies need a way to sign off and allow individuals to return, momentarily or for the long-term.

    Solution:

    • The workflow can provide a secure, confidential transaction between HR and the employee; managers or stakeholders can be added at HR's discretion
    • Form asks simple questions, if an answer is a "Yes" then a comment about the situation is required
      • Do you currently have a fever or have you had a fever at any point in the last 14 days?
      • Have you been in contact with anyone who has tested positive for or shown symptoms of having COVID-19 in the last 14 days?
      • Have you traveled by air at any point in the last 14 days?
    • Easy customizations allow HR to supply additional questions as they see necessary

    Benefits:

    • The workflow can provide a secure, confidential transaction between HR and the employee; managers or stakeholders can be added at HR's discretion
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows HR to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing
    • The workflow is pre-built template but is completely customizable by HR (or in-charge department) to capture context a company cares about

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

     

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of the Request Date Select Table
    Name Fill-in as appropriate
    Email Fill-in as appropriate
    Manager Name Fill-in as appropriate
    Manager Email Fill-in as appropriate
    Do you currently have a fever or have you had a fever at any point in the last 14 days? Drop-down
    Have you been in contact with anyone who has tested positive for or shown symptoms of having COVID-19 in the last 14 days? Drop-down
    Have you traveled by air at any point in the last 14 days? Drop-down
    Please provide additional information: Fill-in for any question where answer is "Yes"

    Self-Reporting Form (COVID Response)

    HR

    Click the workflow name to download the file to your computer

    Workflow Name: Self-Reporting

    Challenge: Publish a workflow allowing an employee to report to Human Resources if they've tested positive for COVID-19, been in contact with people who have tested positive, report other potential impacts such as recent travel to a high-risk location or shutdown of your children's school, or other risks.

    Solution:

    • An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers
    • The workflow is pre-built template but is completely customizable by HR to capture context a company cares about
    • The workflow can provide a secure, confidential transaction between HR and the employee; managers or stakeholders can be added at HR's discretion
    • The workflow allows all parties to see what countries are still affected by the outbreak in real-time
    • The TAP-based request form contains embedded business logic, dropdown fields and other features to capture what someone needs to report
      • All questions have options to add comments 

    Benefits:

    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows HR to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

     

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Employee Name Pre-populated based on user
    Employee Email Pre-populated based on user
    Select your manager Fill-in as appropriate
    What would you like to report Fill-in as appropriate
    Quarantine End Date Fill-in date
    Date school will be open again Fill-in as appropriate
    What country did you travel to? Fill-in as appropriate
    Comments/Provide more information Fill-in as appropriate

    Travel Request Policy (COVID Response)

    Legal, Legal Compliance, HR

    Click the workflow name to download the file to your computer

    Workflow Name: Travel Request Policy

    Challenge: Create a corporation-wide workflow that can be quickly deployed to manage travel requests, especially during extraordinary periods (like the COVID-19 outbreak). It must ensure ease-of-use for the end-user while keeping everything aligned and audited internally.

    Solution:

    • An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers.
    • The workflow is a pre-built template but is completely customizable by the client or their services provider.
    • The TAP-based request form contains embedded business logic, dropdown fields and other features to capture the following information:
      • The primary purpose of the meeting (including client name).
      • The date most recently confirmed by the client, office, or business leader as to when you’re needed onsite.
      • Location for departure location, destination(s), travel route, and method. Example: Departing by train from London’s St. Pancras station to Paris’s Gare du Nord station.
      • Travel dates.
      • Risk/impacts of not traveling such including negative impact on client/industry relationships, et cetera.
      • Alternative options such as teleconferencing, local or partner representation.
    • Once submitted, requests are automatically routed to proper stakeholders/managers for review.
    • Approval or denial notifications can be automatically generated and sent to requesters and managers.

    Benefits:

    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allows HR to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Employee Name Pre-populated based on user
    Employee Email Pre-populated based on user
    Select your manager Fill-in as appropriate
    Primary purpose of meeting (incl. client name) Fill-in as appropriate
    Departure from, destination(s), travel path(s), and method(s) Fill-in as appropriate
    Date the client/office/leader most recently re-confirmed they want you onsite Fill-in date
    Departure Date Fill-in date
    Return Date Fill-in date
    Risk of not traveling (impact to deal, project) Fill-in as appropriate
    Alternate options Fill-in as appropriate
     
    Manager Review
    • You will receive an email as the Manager to review
    • As the Manager you can:
      • Approve or Reject
      • Add a note
    Form Field Name Value and Conditions
    Approval Decision Approve - Decline
    Notes Fill-in as appropriate

    Remote Work Trackers (COVID Response)

    With and without Manager Approval steps

    Legal, Legal Compliance, HR

    Click the workflow name to download the file to your computer (both .tapw files included)

    Workflow Name: Remote Work Trackers

    Challenge: Deliver a quickly deployable workflow that helps HR managers track the status of employees who are working remotely, and the health/travel status of them and their close contacts during a public health crisis such as the COVID-19 outbreak. It must ensure ease-of-use for the end-user while keeping everything aligned and audited internally.

    Solution:

    Two different Remote Work workflows included in downloaded, one is a request from employee with possibilities to extend time and another has an extra manager approval step.

    • An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers
    • The workflow is a pre-built template but is completely customizable by the client or their services provider
    • In its first stage, the workflow allows the employee to request to work remotely by using a combination of entry fields and dropdowns to get data including:
      • Requested start and end dates
      • Why they are asking to work remotely
      • Will they be able to work remotely without distractions
      • Do they have high-speed internet
    • After the initial approved time period for working remotely passed, the workflow automatically emails once-a-week messages to employees that capture the following information:
      • Do they need to extend working remotely for another week
      • Was the employee able to work remotely successfully last week
      • If not, why (a conditional pull-down with answers such as: WiFi issues, phone service issues, physical location, fill-in box for "other)
      • Have you or anyone close to you traveled to any locations with elevated coronavirus warning levels (can link to a CDC monitoring page)
      • Have you or anyone close to you had contact with anyone who has tested positive for the coronavirus
      • Will you be able to successfully work remotely in the upcoming week

    Benefits:

    • Centralized tracking and reporting allows HR to have overview of all workflows in real-time
    • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing
    • eSignature integration standardizes secure approvals

    Any questions or want to implement this? Contact your Account Manager or contact us with a request.

    + Click here to view details such as Form Fields and Conditions for this workflow (without Manager Approval)
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of Request Pre-populated based on date
    Employee Name Pre-populated based on user
    Employee Email Pre-populated based on user
    Select your manager Fill-in as appropriate
    Do you have high speed internet? Drop-down
    In no, please explain Fill-in as appropriate
    Where will you work remote? Fill-in as appropriate
    What phone will you be using, phone or line, and number Drop-down
    Phone Number Fill-in as appropriate
    What will your working hours be? Fill-in as appropriate

     

    + Click here to view details such as Form Fields and Conditions for this workflow (with Manager Approval)
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Date of Request Pre-populated based on date
    Employee Name Pre-populated based on user
    Employee Email Pre-populated based on user
    Select your manager Fill-in as appropriate
    Do you have high speed internet? Drop-down
    In no, please explain Fill-in as appropriate
    Where will you work remote? Fill-in as appropriate
    What phone will you be using, phone or line, and number Drop-down
    Phone Number Fill-in as appropriate
    Start Date Fill-in date
    End Date Fill-in date
    What will your working hours be? Fill-in as appropriate
    Why are you requesting to work from home? Fill-in as appropriate
    Will you be fully able to work from home without distractions? Drop-down
    In no, please explain Fill-in as appropriate
     
    Manager Review
    • You will receive an email as the Manager to review
    • As the Manager you can:
      • Approve or Reject
      • Add a note
    Form Field Name Value and Conditions
    Approval Decision Approve - Decline
    Notes

    Fill-in as appropriate

     

    NDA Request

    Click the workflow name to download the file to your computer!

    Workflow Name: Self-service Contract Request

     

    This workflow is used:  To capture the details for an NDA; build the NDA based on a pre-approved template; send the NDA for approval and e-signature.

    Challenge: Design and launch a self-service NDA workflow to eliminate inefficiencies, improve compliance, and reduce costs.

     

    Solution:

    • By using a self-service NDA workflow, online portal and standardized forms, users can request and obtain error-free NDAs without any involvement by a lawyer.
    • Self-serivce NDAs can be custom-designed or use TAP's pre-formatted templates.
    • A full template repository warehouses NDA templates to meet any contingency.
    • Routing of requests to the right internal stakeholders, if needed, can be built into the NDA workflow.
    • Signature authority requirements are integrated into the workflow and can leverage secure e-signature tools.
    • Real-time status monitoring provides process oversight.
    • Stakeholders can collaborate in approval processes and more complex self-service NDAs via online commentary/notation.

     

    Benefits: 

    • Automated NDA workflows can be up to 7x faster and 15x more efficient than manual ones, with 100% compliance and 400% ROI.
    • Standardized NDAs can be obtained any time, in any location, and without costly internal reviews by legal personnel.
    • Automatic Cloud archiving of workflows for secure storage and auditing.
    • e-Signature integration standardizes secure approvals; and Enterprise users can manage NDA process at scale across global networks.

     

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission

    Fill the form in as follows

    Form Field Name Value and Conditions
    What would you like to do? Request an NDA
    Name Pre-populated based on user
    Manager Search for your own name - this list is based on registered users for the system
    Salesforce Account Name Thinksmart Inc - Partner Demo
    Company Name Pre-populated from Salesforce account details
    Phone Number Pre-populated from Salesforce account details
    External Company Address Google places lookup – 530 Jackson Street, SF
    Number and Street Pre-populated by Google places lookup
    City Pre-populated by Google places lookup
    State Pre-populated by Google places lookup
    Signer Name Your name
    Signer Email Address Your email address (has validation so it has to be a valid email address)
    Geography EMEA
    Effective Date Leave as default date
    Would you like to use a pre-approved NDA template? Yes  (Selecting no allows you to upload the third party's paper)
    Select clauses to include in contract Clauses 1, 4, & 7. This information will be used to build in the NDA

     

    Manager Review
    • You will receive an email as the Manager to review and approve the request.
    • You can approve or deny the request directly from the email if you have enough information, but view the request.
    • Permissions are used to determine what the Manager can see or do. (E.g. some fields are read-only, some fields are editable)
    • Discussion panel is used to collaborate and chat to others about the contract before sending for signature.
    Form Field Name Value and Conditions
    City Change from 'San Francisco' to 'Los Angeles'
    Manager Decision Approve
    Manager Comments OK to proceed (or something along these lines)
    • After clicking submit, say yes to say that you have finished collaborating on the contract and wish to continue.

     

    e-Signature
    • You will receive an Abode Sign email.
    • View the NDA, pointing out that information has been pulled in from the request, including the City change that the Manager made.
    • Sign the contract.

     

    TeamConnect Outside Counsel Matter Update

    Click the workflow name to download the file to your computer!

    Workflow Name: Outside Counsel Matter Update

     

    This workflow is used for: TeamConnect Users to request a quick update on a matter from their Outside Counsel firms.  Outside Counsel is easily directed to make specific updates onto a simple  webform; after the form is fully filled in, the information is pushed via API into TeamConnect. This workflow will need an API layer to be initiated directly from a matter in TeamConnect.  

    How to use it: This workflow relies upon an integration with TeamConnect. TeamConnect Admins can make a new, TAP-powered button to place on their matter. When users click the button, they can simply and easily request their Outside Counsel to update the matter. The TeamConnect user will never know that they are using TAP - everything will look like TeamConnect - but with a couple of easy integrations TAP makes TeamConnect even more powerful. After the Outside Counsel receives the request and fills out a response, his or her request should flow straight into Team Connect. You can learn how to set that integration up here.

    Please Note: This is an example, teams would still require setup within TeamConnect for complete integration.

     

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission Form
    • Complete this form from an employee point of view
    Form Field Name Value and Conditions
    Matter Number Pre-populated from TC API
    Matter Name Pre-populated from TC API
    Current Date Prep-populated
    Status Update Leave empty to be filled out by OC
    Outside Counsel Email Address Leave empty to be filled out by OC
    Document to Upload Upload any relevant documentation

    Once the form is submitted the person that initiated the matter will get an email notification the update has happened and the matter will be updated in TC.

    Coverage Opinions

    Click the workflow name to download the file to your computer!

    Workflow Name: Coverage Opinions

    This workflow is used for: To allow claims adjusters to quickly interact with team regarding a specific claim and have claim triaged to the correct attorney from the beginning. Please Note: This download includes an example source document to ensure proper triage happens and is aligned with the right resources.

    Challenge: Claims Adjusters need to get approval for the coverage opinion they draft or need additional approvals or material from the staff attorney. Remove the need for inefficient back and forth fact-finding interactions between your claims adjusters and legal.

    Solution: 

    • Capture type of request, relevant details, attachments, and comments
    • Conditional logic based on the line of business such as personal or commercial auto, motorcycle, homeowners, renters, or personal liability/umbrella
    • Send to manager for approvals before routing to staff attorney
    • Staff attorney makes recommendations on coverage opinion with ability to add comments or notes regarding their decision

    Benefits: 

    • Speed time-to-settlement, reducing litigation risk and exposure
    • The workflow can provide a secure, confidential transaction between staff counsel and claims
    • Set up automatic notifications, reminders, escalations to ensure steps move through the process at regular intervals
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allow teams to have real-time overview of workflows
    • Real-time visibility into workflows across departments, teams, or practice areas allows superior governance

     

    Gifts & Entertainment

    Click the workflow name to download the file to your computer!

    Workflow Name: Gifts & Entertainment Submission 

     

    This workflow is used for: Use this workflow to identify and record gifts & entertainment received by and given to employees. Make sure these requests are reviewed and approved by the correct department.

    Challenge: Workflow for processing requests for gifts and entertainment reimbursements for expenses incurred (e.g. taking a client out to dinner).

     

    Solution: 

    • Reimbursement request forms can be designed to meet any enterprise requirements, and made available online for user access.
    • Forms prompt users for complete expense information, and can accommodate attach/upload of receipts.
    • Upon form submission the workflow can be designed to route requests to the proper gatekeepers (such as a requester's supervisor and finance department).
    • Automated notifications and reminders move the process forward by prompting timely action from all participants.
    • Centralized dashboard permits oversight of all reimbursement workflows.

     

    Benefits: 

    • Automates mundane process by removing drudgery while accelerating the process. 
    • Automated efficiencies reduces costs and paperwork. 
    • Generates secure workflow audit records for transparency, governance, and compliance purposes.
    • Errors ar eliminated via workflow and survey form standardization.
    • Employee morale is improved thanks to expedited, headache-free process. 

     

    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission Form
    • Complete this form from an employee point of view
    Form Field Name Value and Conditions
    Name Pre-populated based on user 
    Email Pre-populated based on user 
    Manager Pre-populated based on user 
    Manager Email Pre-populated based on user 
    I have... "...received a gift"
    Type of Gift Gift - hover over field to see definitions
    Given to / Received from Salesforce lookup - Thinksmart Inc - Partner Demo
    Date Given or Received  Leave as default date
    Details Gift details of your choice
    Approximate value

    $150 - choose appropriate currency

    There are conditions based on this value

    • <=$25: auto-approved
    • $26-99: manager can approve/deny
    • $100-249: manager can deny or pass to compliance
    • =>$250: auto-rejected 
    Was the value pre-approved? No
    Explain why value was not pre-approved  Was not expecting the gift
    File upload No need to upload anything, but this field can be used to provide evidence 

     

    Manager Review
    • You will receive an email address as the Manager to review and approve the request.
    • Talk about how the manager can approve or deny the request directly from the email if they have enough information, but proceed to the request.
    • ‘Discussion’ panel can be used to discuss the request with others without them having to be a formal part of the process.
    Form Field Name Value and Conditions
    Review Outcome Send to Compliance
    Comments Please advise if gift can be accepted
    After clicking submit, say yes to say that you have finished discussing the request and wish to continue.

     

    Compliance Review
    • You will receive an email to review the request as Compliance.
    • You can capture the details of any meeting that was held to discuss the request.
    Form Field Name Value and Conditions
    Discussion Notes OK to accept gift
    Review Outcome Submit
    You will receive a final email as the requestor saying that the request has been approved.

     

    Conflicts of Interest

    Click the workflow name to download the file to your computer!

    Workflow Name: Conflict of Interest

    This workflow is used for: Used to identify and disclose potential conflicts of interest in order to properly manage them; ensure the requests are reviewed and approved by the correct departments. This is a standalone workflow that allows a user to disclose information to the organization that could potentially get flagged as a conflict of interest. Different paths in the workflow (aka different conditions) allow for different approvals to ensure there is proper coverage to decide of a conflict does/does not exist.

    Challenge: To securely and efficiently deliver and manually follow-up on conflict of interest waivers to the appropriate attorneys to mitigate the company's risk and ensure compliance.

    Solution: 

    • Works with mobile/remote devices; allowing remote/on-the-go signatures for conflict of interest waivers
    • Centralized control and auditing via TAP and automatic notifications allow managers/stakeholders to track and report conflict of interest
    • Automated notifications and alerts ensure timely participation from all concerned

    Benefits: 

    • Centralized dashboard allows monitoring and management of conflicts of interest at every stand of a workflow, including auditing and reporting
    • An automated processes that accelerates engagement and participation, while standardization reduces errors and saves valuable attorney time
    • Delivers significant time savings, cost savings, and ROI; and allows users to easily and efficiently manage and mitigate the risks surrounding conflicts of interest via a single, centralized source
    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Complete this form from an employee point of view
    Form Field Name Value and Conditions
    Name Pre-populated based on user
    Email Enter your email address (email validated field)
    Business Group Enter your department, e.g. Sales Consulting
    Manager Enter your Manager’s name
    What is the opportunity? Serving on a Board of Directors
    If you are requesting to be on a board or an adviser... No
    What specific tasks are you expected to form Provide guidance as NED
    Are you already engaged in this opportunity? No
    Is your manager aware of this opportunity? Yes
    Does this opportunity involve a Mitratech competitor, partner, vendor, or customer? No
    What is the time commitment of the opportunity on a weekly and monthly basis? 0-5 hours per week
    Will you receive compensation for this opportunity? Yes, thorough my income
    What is the duration of the opportunity? One year
    Do you see any potential conflicts between the opportunity and your current work duties at Mitratech? No
    Does the opportunity involve any of your co-workers at Mitratech? No
    Please include any other relevant information... You can leave this blank if not applicable
    I have completed this form to the best of my knowledge Tick to accept

     

    Legal Review
    • You will receive an email as a member of the Legal team to review the request
    Form Field Name Value and Conditions
    Decision  Assign to stakeholders for approval
    Select Stakeholder Search for Jim (Jim Montgomery)
    Comments Please advise

    After clicking Submit, two emails are sent:

    1. An update email to the employee to let them know that their submission has been sent to the appropriate stakeholder for review.
    2. An email is sent to the stakeholder asking them to review the submission.

     

    Stakeholder Review
    • You will receive an email as the Stakeholder to review the request
    Form Field Name Value and Conditions
    Decision Approve = OK to proceed with this opportunity
    Comments You are OK to proceed with this opportunity
    • You will receive a final email as the Requestor saying that the submission has been approved. 

     

    HR New Hire Onboarding

    HR

    Click the workflow name to get to the resource page with more details and downloadable template.

    Workflow Name: New Hire Onboarding

    This workflow is used: This universal, standalone workflow sets new employees up for success. New hires fill out required information, it is then routed to the hiring manager for approval, IT for set up, and HR for onboarding checklist.

    Challenge: To track each step of onboarding a new hire across multiple departments in a timely manner before an employee starts and for their first few days.

    Solutions:

    • Stages for HR, IT, and managers to complete and keep each department accountable
    • Feedback loops allow form updates that won't cancel in-progress records

    Benefits:

    • A centralized dashboard allows departments to manage the new hire process on time and so that employees are set up on their first day
    • An automated process accelerates engagement and participation
    • Delivers significant time and cost savings and ROI
    • Audit Trail shows that each step is completed for successfully
    • Automated notifications and alerts ensure timely participation

    For details on form fields and conditions, click this link.

    New Hire Onboarding - V1

    HR

    Click the workflow name to get to the resource page with more details and downloadable template

    Workflow Name: New Hire Onboarding

    This workflow is used: This universal, standalone workflow sets new employees up for success. New hires fill out required information, it is then routed to the hiring manager for approval, IT for set up, and HR for onboarding checklist.

    Challenge: To track each step of onboarding a new hire across multiple departments in a timely manner before an employee starts and for their first few days.

    Solutions:

    • Stages for HR, IT, and managers to complete and keep each department accountable
    • Feedback loops allow form updates that won't cancel in-progress records

    Benefits: 

    • A centralized dashboard allows departments to manage the new hire process on time and so that employees are set up on their first day
    • An automated process accelerates engagement and participation
    • Delivers significant time and cost savings and ROI
    • Audit Trail shows that each step is completed for successfully
    • Automated notifications and alerts ensure timely participation

    For details on form fields and conditions, click this link.

    HR Onboarding - V2

    HR

    Click the workflow name to get to the resource page with more details and downloadable template

    Workflow Name: HR Onboarding

    This workflow is used: HR is responsible for overseeing employees are set up for success upon acceptance. Recruiters and/or HR reps fill in the new hire data and post-HR approval is sent to relevant departments who have responsibilities setting up new hires in their departmental systems, for example, Finance, IT, Company Training, Legal, etc. Teams acknowledge that they've finished their onboarding requirements and process. Once all departments have submitted their acceptance HR is notified.

    Challenge: To track each step of onboarding a new hire across multiple departments in a timely manner before an employee starts and for their first few days.

    Benefits: 

     

    • Stages for various departments and managers to complete and keep stakeholders accountable
    • Centralized dashboard allows departments to manage the new hire process on time and so that employees are set up on their first day
    • An automated process accelerates engagement and participation
    • Delivers significant time and cost savings and ROI
    • Audit Trail shows that each step is completed for successfully
    • Automated notifications and alerts ensure timely participation

     

    Coverage Opinions

    Click the workflow name to download the file to your computer!

    Workflow Name: Coverage Opinions

    This workflow is used for: To allow claims adjusters to quickly interact with team regarding a specific claim and have claim triaged to the correct attorney from the beginning. Please Note: This download includes an example source document to ensure proper triage happens and is aligned with the right resources.

    Challenge: Claims Adjusters need to get approval for the coverage opinion they draft or need additional approvals or material from the staff attorney. Remove the need for inefficient back and forth fact-finding interactions between your claims adjusters and legal.

    Solution: 

    • Capture type of request, relevant details, attachments, and comments
    • Conditional logic based on the line of business such as personal or commercial auto, motorcycle, homeowners, renters, or personal liability/umbrella
    • Send to manager for approvals before routing to staff attorney
    • Staff attorney makes recommendations on coverage opinion with ability to add comments or notes regarding their decision

    Benefits: 

    • Speed time-to-settlement, reducing litigation risk and exposure
    • The workflow can provide a secure, confidential transaction between staff counsel and claims
    • Set up automatic notifications, reminders, escalations to ensure steps move through the process at regular intervals
    • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs
    • Centralized tracking and reporting allow teams to have real-time overview of workflows
    • Real-time visibility into workflows across departments, teams, or practice areas allows superior governance

    Policy Query

    Click the workflow name to download the file to your computer!

    Workflow Name: Policy Query

    This workflow is used: This simple, standalone workflow allows employees to submit a query and ask questions around a particular policy they have received and if it will apply to that employee.

    Challenge: To securely deliver and manually follow-up on conflict of interest waivers to the appropriate attorneys to mitigate the company's risk and ensure compliance.

    Solutions:

    • Works with mobile/remote devices, allowing remote/on-the-go signatures for conflict of interest waivers.
    • Centralized control and auditing via TAP and automatic notification allow manager/stakeholders to track and report conflict of interest.
    • Automated notifications and alerts ensure timely participation.

    Benefits: 

    • Centralized dashboard allows monitoring and management of conflicts of interest at every stage of a workflow, including auditing and reporting.
    • An automated process accelerates engagement and participation, all while standardization reduces errors and saves valuable attorney time.
    • Delivers significant time and cost savings and ROI; and easily and efficiently manage and mitigate the risks surrounding conflicts of interest via a single, centralized source. 
    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Name Pre-populated based on user
    Email Address Pre-populated based on user
    Manager Pre-populated based on user
    Manager Email Pre-populated based on user
    Policy Code of Conduct Policy
    Policy Owner Pre-populated  (conditional: based on chosen policy)
    What is the nature of the policy? I do not understand the section(s) of the policy
    Details of the query? I do not understand the bribes section
     
    Manager Review
    • You will receive an email address as the Manager to review the query and try to answer it
    • As the Manager, you can do the following:
      • Answer the query
      • Ask the requestor for more information
      • Pass the query to the relevant policy owner
    Form Field Name Value and Conditions
    Response Pass for Policy Owner review
    Comments Please answer this query
     
    Policy Owner Review
    • You will receive an email to review the query and answer it
    • As the policy owner, you can:
      • Answer the query
      • Ask the requestor for more information
    • Discussion panel is used to collaborate and chat to others about the contract before sending for signature
    Form Field Name Value and Conditions
    Response Query Answered
    Legal Action Notes It means you cannot accept something in return for completing an action

    After clicking submit, say yes to say that you have finished discussing the query and wish to continue.

    You will receive a final email as the requestor containing the policy owner’s response.  You can then confirm if the question has been answered to your satisfaction.

    Policy Exception

    Click the workflow name to download the file to your computer!

    Workflow Name: Policy Exception

    This workflow is used: to allow employees to submit an exception to a policy. The workflow routes to a Manager and Compliance team for approval, and if necessary invokes a risk assessment work stream.

    Challenge: Simply and effectively track and preserve all communications and documents around policy exceptions in order to maintain compliance and avoid risk.

    Solutions

    • Easy-to-use online self-service forms allow employees to submit policy exceptions for review and approval by the appropriate stakeholders.
    • Forms can be built in TAP with embedded business logic, dropdown fields and other features, to meet the required process.
    • Workflow, including specification of stakeholders and notifications, is completely configurable.
    • Ensure that when appropriate, a risk assessment is carried out before the policy exception is approved.
    • Track when a policy exception is due to expire and automatically follow up with the request to see if the exception still applies.
    • Once submitted, requests are automatically routed to proper stakeholders/managers for review.
    • Approval or denial notifications can be automatically generated and sent to requesters.

    Benefits: 

    • Far better visibility into policy exceptions across the organisation.
    • Centralizing exception activities in a single system results in enhanced reporting to key stakeholders across the organisation.
    • Increase visibility into policy-related risks through automated logging, process and resolution of exceptions and disclosures.
    • Automation of manual processes – including logging, processing and resolution of exceptions – drives significant ROI.
    • Workflow automation provides significant ROI by streamlining processes and reducing the manual labor required with typical exception processing, while also reducing the potential for costly human error.
    • Reporting dashboard and analysis features make it possible to quickly uncover high-risk behaviors, trends or problem employees.
    + Click here to view details such as Form Fields and Conditions for this workflow
    Initial Submission
    • Fill in the form as follows
    Form Field Name Value and Conditions
    Name Pre-populated based on user
    Email Address Pre-populated based on user
    Manager Pre-populated based on user
    Manager Email Pre-populated based on user
    Policy H&S Policy
    Policy Owner Pre-populated  (conditional: based on chosen policy)
    Nature of Noncompliance Footwear
    Why is the exception required? I need to wear open-toed shoes due to injured toe
    Valid From Today's Date
    Valid To:  A month From Today
    Please provide any additional information that is pertinent to your exception request Leave this blank
    Supporting Files No need to upload files
     
    Manager Review
    • You will receive an email as the Manager to review the exception.
    • As the Manager you can:
      • Approve and send the request to compliance for review
      • Reject the exception
    Form Field Name Value and Conditions
    Response Approve - Send to Compliance
    Comments Please review
     
    Compliance Review
    • You will receive an email as the Compliance Team to review the exception.
    • As Compliance you can:
      • Reject the exception
      • Send the request for a risk assessment
      • Accept the exception without a risk assessment
    Form Field Name Value and Conditions
    Response Pass for Risk Assessment
    Comments Please review


     
    Risk Review 
    • You will receive an email to carry out a risk assessment on the exception.
    • Discussion panel is used to collaborate and chat to others about the contract before sending for signature.
    • After clicking submit, say yes to say that you have finished discussing the query and wish to continue.
    Form Field Name Value and Conditions
    Potential Risks Further foot injury
    Plan to manage risk Avoid certain areas of the building


     
    Final Review
    • You will receive an email as the Compliance Team to complete a final review.
    • As Compliance you can:
      • Reject the exception
      • Send the request for a risk assessment
      • Accept the exception without a risk assessment
    Form Field Name Value and Conditions
    Response Approved
    Comments Please note risk assessment
     
    You will receive a final email as the requestor containing the results of the risk assessment.
     

     

    Before you go...

     

    Want to share your successful TAP Workflow? Want to collaborate with other TAP Users?

     

    SUBMIT YOUR WORKFLOW! 

     

    Every submission makes the community stronger and more collaborative.

     

    CHECK OUT THE FORUM! 

     

    Discuss and answer questions, create a poll, share information in a post, and ask questions of the entire TAP User Group.

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

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