LAW FIRMS & LITIGATION

AI Orchestration for Complex Litigation and Case Operations

Move matters from qualified lead through records, assignment, scheduling and closeout across your case system, Outlook, DocuSign and DMS—with attorneys keeping representation, legal judgment, settlement and money decisions.
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The case system knows the matter. The firm still has to move it.

Your case management system holds the intake record, stages, checklists, deadlines and documents. The expensive work begins where the record stops: an attorney has to accept, a provider has to respond, several calendars have to agree, or a settled matter still waits on liens and signatures—and someone has to gather the people, evidence and approval before the matter can move.
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A prospective client clears screening, but becoming a retained matter needs an attorney to accept, a conflict check to clear, an investigator to be dispatched and confirmed, a retainer to go out and come back signed, and onboarding documents to arrive. Each handoff lives in a different place: the intake record, a voicemail, Outlook, DocuSign, an investigator's text. The intake specialist chases all of it by hand while the lead ages, the prospective client calls another firm, and the Intake Director cannot see which step is actually holding the case.
PNCqualified leadconflict clearattorney acceptanceinvestigator dispatchretainersigningretained

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INTAKE & ASSIGNMENT

Get the qualified lead accepted, signed and onboarded—without the intake team chasing five systems.

A prospective client clears screening, but becoming a retained matter requires several handoffs: complete the first-contact record, reach the attorney for an acceptance decision, dispatch and confirm an investigator where the case needs one, send the retainer, chase the signature and onboarding documents, and return the final state to the case system.

INTAKE & ASSIGNMENTIntake-to-Retainer Coordination Blueprint
01Context

Assemble the intake case around the prospective client

Pull the intake record, conflict result, attorney response, investigator status and signing state into one matter-aware case.

Intake form & call notesIncident, injuries and first-contact record in the case management system
Contact attempts & client repliesCall, SMS and email history with the prospective client
Conflict check resultCleared, pending or flagged in the conflicts system
Case type, venue & languagePractice area, county and client language
Attorney acceptance statusWho was asked to accept and whether they answered
Investigator dispatch statusRequest sent, accepted, scene visit scheduled
Retainer & e-signature stateSent, viewed, signed or expired in DocuSign
Onboarding documentsPolice report, photos, HIPAA release, insurance information
02Workflow

From qualified lead to retained matter

The intake attorney decides representation and conflicts; Orcaworks coordinates every handoff in between and writes the retained state back.

  1. Qualified lead awaits acceptance
  2. Gather missing intake facts
  3. Intake attorney accepts or declines
  4. Dispatch & confirm investigator
  5. Send retainer via DocuSign
  6. Chase signature & onboarding documents
  7. Verify onboarding complete
  8. Write retained case to the case system
  9. Close with decision record
03Interaction

Intake decides; the case system records the retained matter

Work appears in the intake queue with the missing item, the pending attorney decision and the signing state for each lead.

People
Intake SpecialistWorks the lead; chases client, attorney and investigator
Intake AttorneyAccepts or declines representation; owns conflict clearance
Intake DirectorOwns qualified-to-retained aging and conversion
Collaborates through
Systems & Surfaces
Case management systemIntake record, case stage, attorney field
Telephony / SMS & OutlookClient, attorney and investigator follow-up
DocuSignRetainer and HIPAA signature state
Investigator / vendor toolsDispatch status and scene evidence
Talk to us about this workflow →

Built around the case system, DMS and Microsoft estate your firm already runs.

Orcaworks treats your case-management system, document management system, Microsoft 365, e-signature, telephony, docketing, accounting and ticketing platforms as the authoritative sources—and writes back only through permitted, configured interfaces inside matter-level permissions. Read and write access is confirmed per system during discovery, not assumed.

ADP
Anthropic
Assistly
Azure AI
Ceipal
Freshdesk
Google Gemini
HubSpot
Intercom
Microsoft Dynamics 365
Microsoft Teams
MuleSoft
OpenAI
Oracle
Outreach
Salesforce
SAP
ServiceNow
Slack
Workato
Workday
Zapier
Zendesk
Zoom
HOW ORCAWORKS FITS

Complete the work around the case record the case system leaves open.

Orcaworks is not another case-management system, DMS, docketing engine, conflicts tool or legal research assistant. It sits above the installed estate and does the coordination work that remains when a matter is visible in the system but still cannot move.
YOUR SYSTEMS STAY AUTHORITATIVE

Your case system, DMS and docketing remain the records of truth.

The case system owns the matter, the DMS the documents, docketing the deadlines. Orcaworks works the case around them and writes back only the authorized change—a retained state, an assignment, a closed status.

A CASE AROUND THE MATTER

Every lead, records request, stale case and settlement gets its evidence in one place.

The provider’s reply beside the records request. The investigator’s text beside the intake record. Orcaworks retrieves only what the user is permitted to see, links facts to their source and requests what is missing.

NAMED DECISION OWNERS

Attorneys, partners and accounting keep the consequential calls.

Orcaworks compares, requests and recommends within the firm’s rules. The intake attorney accepts representation, the supervising attorney approves the next step, the responsible attorney approves closure, accounting authorizes disbursement.

AUDIT THE RESOLUTION

Every closed case keeps its evidence, decision and write-back.

Evidence used, request sent, rule applied, who approved, what changed in the case system—retained per matter so partners, compliance and IT can see why a status, assignment or permission moved.

INDUSTRY RESOURCES

Go deeper on litigation case operations.

A two-page brief for the managing partner or COO and a detailed guide for the intake, records, case-operations, settlement and IT leads who own the queues.
Legal — Executive Brief
2-PAGE VERTICAL BRIEF

Legal — Executive Brief

Why matters stall after the case system is in place; the four highest-priority workflows from intake-to-retainer to stalled-case progression; and how to baseline the first queue before setting a target.
Legal — Use-Case Guide
USE-CASE GUIDE

Legal — Use-Case Guide

All eight applications in operating detail: trigger, evidence, decision owner, permitted system action, incumbent boundary and workflow metric for intake, records, assignment, stalled-case, closeout, scheduling, support-queue and legal IT cases.
GET STARTED

Bring us one queue. Unsigned retainers or aged records requests are the usual first.

Start with the qualified leads waiting on acceptance and signature, or the records requests aging past your follow-up window. We’ll baseline the queue and show you how Orcaworks turns it into a governed workflow with a clear end state.
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