Enquiries from the website and Outlook wait until someone reads them, checks for a conflict of interest and replies. The agent collects the facts, runs the conflict check in Clio, creates an unconfirmed matter record and hands it to a lawyer. It gives the client no legal advice.
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A new enquiry reaches the firm in three ways: through the website form, by email to a shared Outlook mailbox, or by a phone call after which the receptionist writes an email. It is often a long story without dates and with photos attached. The receptionist reads it, tries to work out which practice area it belongs to, asks for the client's company registration number, checks Clio to make sure the firm does not represent the opposing party, and only then forwards it to a lawyer. If a colleague is on holiday, the enquiry waits for days, and the client writes to another firm in the meantime. Worse happens too: a conflict of interest is noticed only after the first meeting.
The agent takes over the first step. From the website form or the Outlook email it collects the facts: who is contacting the firm, who the opposing party is, the substance of the dispute, amounts, deadlines and which documents are attached. If something is missing, it asks the client in a single structured email. It checks the parties and related persons against the client and opposing-party list in Clio, and verifies company details against an extract from the business register. Then it creates an unconfirmed matter record in Clio with a summary of the facts, the conflict check result and the attached documents, and notifies the responsible lawyer in Teams. To the client, the agent says only that the enquiry was received and when to expect an answer from a lawyer. It does not explain the law, even if the client asks directly. We build the agent in Copilot Studio in your Microsoft 365 tenant, and the email text with the matter facts is processed by a model in MDP CLOUD's private GPU cloud in Lithuania (EU) or by Claude through Amazon Bedrock in an EU region, with no training on your data and with a log in line with GDPR.
Four steps from input to a record in your system, with human approval wherever there is risk.
The agent monitors website form submissions and the firm's shared Outlook mailbox. It separates new enquiries from supplier emails, court notices and correspondence with existing clients, which stays with the lawyers. Attached PDFs and photos are converted to text.
The agent extracts the parties, the substance of the dispute, amounts and deadlines, and asks the client for missing facts in one email. It checks the parties against the client and opposing-party list in Clio and the company against an extract from the business register, and flags a possible conflict or its absence.
The agent creates an unconfirmed matter record in Clio with a summary, the conflict check result and the documents, and notifies the responsible lawyer in Teams according to practice area and workload. The lawyer confirms the record, hands it to a colleague or rejects it, and only then does the matter become real.
If a possible conflict is found, a deadline is counted in days or the client asks for advice in the email, the agent does not create a record and instead passes the enquiry to a partner with an explanation. Every month we review the log, the rejected records and refine the routing rules.
A Copilot Studio agent in your Microsoft 365 tenant, connected to the website form, the Outlook mailbox and Teams, with the least privileges it needs.
Parties and related persons are checked in Clio through an API or an export, and company data comes from the business register. The result is recorded in the matter record with the time of the check.
A matter record in Clio with a summary of the facts, documents and questions for the client, which the lawyer confirms, hands over or rejects in one action.
Every enquiry, reply to the client and check is logged. Training for receptionists and lawyers and support during the first month are part of the implementation.
Copilot Studio agent + Outlook, Teams + Clio API. We choose the platform by the task and by where your data may be located. For more on this service and its limits, see the service page.
No. The agent writes to the client only a confirmation that the enquiry was received, questions about missing facts and the time by which a lawyer will reply. If the client asks whether they will win the case, the agent replies that a lawyer will assess this and marks the enquiry as urgent.
The agent compares the parties and related persons in the enquiry with the client, opposing-party and matter records in Clio, and verifies the company name and registration number against business register data. The result is recorded in the matter record, and the final decision on a conflict is made by a partner. The agent only prepares the check.
Emails stay in your Microsoft 365 tenant in an EU region, and the facts are extracted by a model in MDP CLOUD's private GPU cloud in Lithuania (EU) or by Claude through Amazon Bedrock in an EU region, with no training on your data. The agent has only the access to Clio that the check and the matter record require, and you keep the log yourselves, in line with GDPR.
The contract the client sent is read from the top, and the checklist is kept in the lawyer's head.
A response to a claim starts from a blank Word page or a copy of an old matter, with the facts retyped from Clio.
At the end of the month lawyers reconstruct from the Outlook calendar and from memory how many hours went to each matter, and some of the work…
A similar matter is searched for in Clio, SharePoint folders and Westlaw, and the ruling a colleague cited last year takes half a day to find.
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