Create, Automate, Generate 

Those words describe an ideal pattern of steps in between manual document creation and having a streamlined process. This is a topic that is at the forefront of conversations in law firms of all sizes. 

Document automation is a technology that has long been the key to turning tedious work into automated bliss. Traditional software required server-based applications and specialized programming skills. Now, thanks to massive innovations in document automation technology, solo and small firms are able to build a process that feels comfortable for both their clients and their staff. 

Think of your intake process. The answers to your questions can be transitioned seamlessly into a document that you can use to represent your client, or you can deliver the document to your client as a completed work product. 

Introducing Documate 

Founded by attorney, Dorna Moini, Documate was created to connect pro bono clients with the lawyers who could deliver the documents, forms or work product they needed to help them through their legal situation. As anyone who has volunteered to work on pro bono cases knows, the challenge of time management is substantial. 

Interview Driven Documents: How Documate Works 

Dorna Moini set out to provide attorneys with a simple, interview-driven document automation platform that was also easy to use for consumers. 

Where to Begin: Law Firm User Walkthrough  

The simplest way to approach creating your documents and interviews with Documate is to outline your initial consultation or intake process. By writing out the questions and answers needed to proceed with casework or representation-building, your ‘interview’ becomes much easier. 

After you have a list of the questions and answers required to move forward with a new client or case, you can begin to build your interview. Create ‘variable names’ which are similar to custom fields that map your document. Next, add questions with requirements of certain data types such as date and also add help text to ensure that the client understands what they need to enter. 

<Documate Interview Screenshot>

As you work through the interview-building phase, select ‘show if’ or ‘hide if’ for certain conditions if they are met, such as ‘marital status’ or ‘multiple children.’ For questions with clients in a personal interview, enhance their experience by adding their name to the top of the interview: 

Hi <client name>, 

Please complete the questions below to begin your paperwork. 

Lastly, map the answers into your document as Tag. Documate’s cloud-based automation engine allows you to map tags (answers) into PDFs or Word documents directly into the platform. For intermediate coding directly in Microsoft Word, Documate’s Add-In works with Office 365 and your local version of Word, even for Mac users. 

You can use bracketed tags to create templates and save them to your Documate account, and you can then associate tags with your corresponding interview questions. 

<Word Add In Screenshot>

Clauses and Calculations 

Add clauses, such as nondisclosure or nonproliferation, by checking a box. Run calculations within the document from the answers to interview questions that will produce a numeric value, currency or other value. 

<Calculations screenshot  | Clauses screenshot >

Post-Interview Workflow 

One of the most common concerns about document automation is the review of the work product before use. Documate will automatically send the completed document to the attorney or associate for review. You can choose the output in PDF or Word or you can save the interview for later completion. 

Document Styling 

You can preserve document styles, format capitalization, numbering and more in Word, Google Documents and PDF formats. 

Ideal Use Cases 

Imagine any case type, project or practice area that relies on the collection of information from a client or runs at a thin margin because work is done on a flat-fee rate scale. 

Documate’s most popular areas of adoption to date are: 

  • Estate Planning
    • Wills 
    • Trusts 
    • Healthcare Directives 
  • Business Law
    • New Business Formation 
    • Standard Contracts and Agreements 
  • Family Law
    • Adoption
    • Fertility 
    • Divorce (Uncontested and full service representation)
      • Hello Divorce is Powered by Documate 
  • Real Estate Law
    • FreshLease.org uses Documate to create Residential Leases for their clients. 
  • Landlord / Tenant 
  • DIY/Pro Bono Services
    • Used to increase the number of clients served while preserving profitability. Read more about Documate’s work with Legal Aid organizations to create free tools for the public here: (link to Pro Bono Group in LA – Name and Gender Change for Transgender clients, where the platform is used at clinics or available online.)  

Everyday Process Improvement 

Documate interviews also serve as internal questionnaires that can be assigned as tasks. Identify any repetitive forms, documents or work your team is doing and automate them. 

Documate Onboarding 

The team at Documate realizes that firms aren’t always able to dive in and create interviews right away. They will help set up your first set of documents and are available for ongoing support.  

Upcoming Releases and Integrations 

A robust integration with Google Sheets is on the horizon. A first for online document automation providers, the release will connect a Documate interview with a specific Google Sheet and then reference a row in the sheet and enter in all of the client’s information. The integration will also allow you to export your list into Excel, and convert that into a Google Sheet. 

Clio integration makes intake and client or case information available for document generation. This is a highly-requested feature as many Documate users have been anxiously awaiting the capability to leverage their Clio data. 

For larger firms, Documate’s robust API is a great fit for specialty solutions and is especially attractive to firms or pro bono organizations. 

To learn more about Documate or request a demo visit them at Documate.com. 

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