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Next Level Case Management: From file folder to central platform for legal proceedings
Success Story
September 11, 2025
The software based on cplace platform Case Management Tool Pro (CMTPro) enables the law firm Freshfields to centrally and flexibly manage a mandate with tens of thousands of simultaneous proceedings. With this innovation the classic analog file folder finally history.
The client: Freshfields
Freshfields is a global law firm with many years of expertise in the entire spectrum of commercial law and is one of the leading international law firms in this field.
Worldwide, more than 2,800 lawyers support the most important national and multinational companies, financial institutions and governments in making the right decisions in a rapidly changing world.
Freshfields relies on a mix of highly motivated and experienced legal experts, innovative technologies and efficient project management to solve its clients' complex and business-critical cases.
The initial situation: Tens of thousands of legal proceedings at the same time mean a lot of paperwork
Known for its successful handling of the most challenging cases, Freshfields' German office took on a mandate involving several tens of thousands of individual proceedings running in parallel.
In order to cope with the resulting mass of information, data and pleadings, the law firm was looking for a technical solution that would meet the very specific requirements of the mandate.
The most important requirement was to digitize the legal process, which had previously been mainly analogue. For example, the files containing all information and pleadings, which were previously kept in paper form, were to be created completely digitally and stored on a central platform for further processing and evaluation.
The most important requirement was to digitize the process, which was previously mainly analogue
To ensure that the platform could also be used by other partner law firms involved in the mandate, another important requirement was a sophisticated rights distribution system. The tool also had to be flexible enough to be able to adapt quickly to developments in ongoing proceedings. Adaptations had to be available immediately, sometimes on the same day, but regularly within a few days. Development cycles of several weeks to months were out of the question.
As the central point of contact for the mandate, the platform should digitally map the entire life cycle of legal proceedings: From pre-litigation measures to the filing of a lawsuit to the settlement and termination of the proceedings.
The solution: digitalization with an ongoing mandate
The project management platform cplace was chosen as the technological basis. Together with the platform manufacturer collaboration Factory, the CMTPro tool was initially developed with the most important basic functions according to the requirements in order to be quickly ready for use for the mandate.
All data and pleadings relevant to the individual proceedings could be digitally recorded, processed, managed and evaluated right from the start. In addition, the information can be accessed centrally on the platform by all employees involved in the mandate within the scope of their respective authorizations.
All relevant data could be digitally recorded, processed, managed and evaluated right from the start
What previously had to be done manually is now automated: The required documents and information are available at the touch of a button, pleadings are created automatically from the system and the ability to create different evaluations supports lawyers in making decisions and providing strategic advice.
With increasing complexity and growing data volumes during the ongoing mandate, Datacider's QuinScape was brought in as an IT service provider specializing in cplace for the further development of the platform. The focus was on optimizing the tool to meet the specific requirements of the business processes and taking the functionality and usability to a new level for the rapidly increasing number of users.
In agile collaboration with weekly releases, the system was continuously optimized to keep pace with the dynamic developments of the ongoing process. For example, it was made possible to use the tool not only for the German legal system, but also for international use. In addition, further improvements were made, such as integration with other internal and external systems, and automation, such as electronic deadline monitoring, was implemented.
The success: Next Level Case Management
Over the past six years, the CMTPro tool developed by collaboration Factory and Datacider's QuinScape has been used to digitally record and process tens of thousands of parallel legal proceedings for a single mandate. At peak times, the tool was used by up to 50 partner law firms with more than 800 daily users and over 5,000 individual users in total. In addition, several thousand pleadings were automatically generated from the system.
At peak times, the tool was used by up to 50 partner law firms with more than 800 daily users and over 5,000 individual users
This change from an analog process with thousands of files to a central, digital platform laid the foundation for next-level case management.
Dr. Dominik Flaig
Lawyer, Principal Associate, Freshfields
"Without the platform, this mandate would simply not have been manageable. Capturing the mass of data, maintaining an overview, sharing knowledge with over 5,000 participants at the same time, enabling different accesses, working together across law firm boundaries - none of this would have been possible with email and the like."
Dr. Dominik Flaig
Lawyer, Principal Associate, Freshfields
Dr. Stephan Hillenbrand
Attorney at Law, Counsel, Freshfields
"Together with Datacider's QuinScape, we have taken the entire system toa whole new level over the last five years . We are impressed by the team of consultants and developerswho understand our challenges precisely and were able to familiarize themselves with our business field incredibly quickly. The complexity with which we now manage processes via the platform hasincreased massively .It is only possible to manage this if we supporteach other as a team , learn from each other and seethe team members as people and not just as workers."
Dr. Stephan Hillenbrand
Attorney at Law, Counsel, Freshfields
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