Case Study: Automating Workflows for Campos Law Group

Client: Campos Law Group
Industry: Personal Injury Law
Services Provided: Filevine Automation & Workflow Customization
Consultant: Les Paul Lopez, Tacctful

Overview

Campos Law Group (CLG) was experiencing inefficiencies in how it tracked and responded to client interactions, such as missed calls and intake form submissions. Manual processes often led to missed follow-ups, inconsistent task assignment, and redundant administrative work. Tacctful was brought in to streamline these operations through a series of intelligent automations built in Filevine legal practice management software using Automations.io as the integration solution.

Solutions Implemented

1. Automatic Task Creation for Missed Calls

Challenge:
CLG uses an answering service which sends email notifications for missed calls. However, staff often missed or forgot to follow up on these emails.

Solution:
We built an automation that triggers when an email from the answering service is received. The system:

Extracts call details from the email.
Searches Filevine for the matching client/project using the caller’s phone number or name.
Creates a task with the caller’s reason and message, assigning the task to the case owner (or to a default routing group if no match is found).

Results:
All missed calls now generate a trackable task in Filevine within seconds of receipt, significantly improving follow-up reliability and accountability.

2. Daily Email Summaries of Missed Calls

Challenge:
Even with tasks being created, there was no centralized view of open or recent missed call tasks.

Solution:
We implemented a time-triggered automation that:

Runs twice daily (12 PM and 5 PM CST).
Pulls a list of newly created “Missed-Call” tasks and all incomplete ones.
Sends an email summary to the supervising attorney and office manager.

Results:
Management gains visibility into call handling performance, while staff receives timely reminders—reducing the likelihood of client neglect.

3. JotForm Intake Integration with Filevine

Challenge:
The new client intake process involved downloading JotForm online form builder submissions, manually creating folders in OneDrive online cloud storage, and duplicating data entry into Filevine—creating inefficiencies and risk of error.

Solution:
We built an automation that triggers when a new client submits the intake form. Upon submission, the system:

Creates the contact and project in Filevine, populating the intake details.
Posts a summary note in the project feed.
Creates a folder structure in OneDrive and uploads documents and images directly from JotForm to OneDrive.

Results:
Intake staff saved hours of manual data entry per week, reduced clerical errors, and ensured every new case is promptly documented and accessible.

4. Client Text Message Notifications for Case Status Updates

Challenge:
CLG wanted to improve communication transparency by notifying clients of case status changes via text message, and needed selective control over who receives updates.

Solution:
We created a Filevine trigger that sends a text message when a project status is updated to one of several predefined milestones such as Intake, Treating, Negotiation, etc.

An exclusion list feature ensures certain clients or sensitive cases can be opted out.

The system also delivers messages in the client’s spoken language by checking their contact profile in Filevine before sending the message.

Results:
Clients now stay informed without needing to call for updates—improving satisfaction and reducing phone traffic for staff.

5. Automated Birthday & Holiday Text Messages

Challenge:
CLG wanted a personalized way to maintain warm client relationships throughout the year.

Solution:
We implemented scheduled automations that:

Check daily for birthdays in Filevine.
Send predefined text message greetings for birthdays and national holidays in the client’s spoken language.

Results:
Clients receive thoughtful messages that reinforce trust and loyalty—without burdening the team with manual reminders.

Conclusion

Through a series of well-targeted automations, Campos Law Group has:

Streamlined communication workflows
Reduced administrative burden
Improved client engagement
Gained better oversight of critical follow-ups

These Filevine customizations continue to save time, increase follow-through, and elevate the firm’s client experience ultimately leading to more client referrals and faster case closings.