Billable Capacity
Administrative work may reduce the time available for legal work.
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Law Firms
More Billable Hours While Protecting Client Information
Your attorneys need time to focus on cases, advise clients, and apply their legal expertise. Instead of chasing documents, handling intake, answering the same questions, and dealing with IT issues that can eat into productivity.
Legal Client Journey
01Prospective Client Inquiry
02Intake
03Qualification
04Conflict or Review Step
05Consultation
06Matter Opening
07Document Collection
08Client Communication
Executive Priority
Attorney Time Should Be Spent Practicing Law
A law firm depends on attorneys and skilled staff using their time where professional judgment creates the most value. Intake, follow up, document requests, status questions, system problems, and administrative coordination may limit professional capacity.
Professional capacity is the resource the firm is trying to protect.
Illustrative example of time allocation · Total: 100%
Less
administrative
work.
More impact.
administrative
work.
More impact.
Client Responsiveness
Slow intake and inconsistent communication may affect the client experience before or during a matter.
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Client Trust
Confidential information, system reliability, and communication practices contribute to confidence in the firm.
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Professional capacity is the resource the firm is trying to protect.
Client Work
Legal Strategy
Matter Management
Business Development
Administrative Friction
Billable Capacity
Administrative work may reduce the time available for legal work.
Client Responsiveness
Slow intake and inconsistent communication may affect the client experience before or during a matter.
Client Trust
Confidential information, system reliability, and communication practices contribute to confidence in the firm.
Recognizable Operating Problems
Hourly Billing Capacity Limitations May Not Always Look Like Technology Problems
Manual Intake
Prospective clients may be contacted, qualified, scheduled, and routed through repetitive employee effort.
Repetitive Client Communication
Employees repeatedly answer routine questions about appointments, documents, matter status, and next steps.
Document Collection
Employees may manually track information or files and ask clients for missing items several times.
Disconnected Systems
Information may move between email, forms, documents, case systems, spreadsheets, and individual employee knowledge.
Confidentiality and Security Risk
Sensitive client information may be exposed through weak access practices, email risk, unmanaged sharing, or inappropriate AI use.
Attorney Time Spent on Nonlegal Work
Attorneys may become involved in administrative coordination, technology problems, or routine communication that a better process could support.
Manual Intake
Prospective clients may be contacted, qualified, scheduled, and routed through repetitive employee effort.
Repetitive Client Communication
Employees repeatedly answer routine questions about appointments, documents, matter status, and next steps.
Document Collection
Employees may manually track information or files and ask clients for missing items several times.
Disconnected Systems
Information may move between email, forms, documents, case systems, spreadsheets, and individual employee knowledge.
Confidentiality and Security Risk
Sensitive client information may be exposed through weak access practices, email risk, unmanaged sharing, or inappropriate AI use.
Attorney Time Spent on Nonlegal Work
Attorneys may become involved in administrative coordination, technology problems, or routine communication that a better process could support.
SHAREPOINT & CLIENT FILES
Give the Right People Access to the Right Client Files
Your team needs quick access to its work. Your firm needs control over who can open, edit, and share sensitive documents. KeenPlex Technologies builds SharePoint file systems around your matters, teams, and responsibilities.
Permissions that follow the work.
Give attorneys, paralegals, and support staff access based on their roles and assigned matters.
Clear rules for outside sharing.
Control which documents clients and outside counsel can access, and review permissions as needs change.
Documents that stay with the firm.
Keep shared work in firm-managed libraries, with version history to recover earlier versions when needed.
📁 Example matter / 014
Matters › Example matter / 014
NameModifiedAccess
📁 PleadingsOct 12, 2026Assigned team
📁 DiscoveryOct 10, 2026Legal team
📁 Client CorrespondenceOct 08, 2026Restricted
▤ Engagement Letter.docxOct 06, 2026Client access
▤ Court Filing.pdfOct 05, 2026Assigned team
▤ Billing Summary.xlsxOct 02, 2026Billing only
Illustrative permissions. Access is configured for each firm.
Why SharePoint over Google Drive or Dropbox?
For firms already using Microsoft 365, SharePoint brings files, Outlook, Office, Teams, and work accounts into one connected environment. That makes collaboration and employee access easier to manage together. Google Drive and Dropbox also offer business security controls; SharePoint’s advantage here is the Microsoft integration and the way KeenPlex configures it for your firm.
Clearer permissions. Easier collaboration. Client files under your firm’s control.Explore More →
REMOTE EMPLOYEES & DEVICE CONTROL
Keep Your Firm in Control When Your Team Works Remotely
KeenPlex Technologies configures Microsoft 365 Business Premium and enrolled, firm-owned Windows Pro computers so security, employee access, and device administration can be managed centrally.
Manage security and recovery.
Apply encryption, updates, and access policies. Establish protected administrator access and recovery procedures so control does not depend on one employee’s password.
See employee activity.
Add optional productivity monitoring for application use and activity trends, aligned with your firm’s disclosed employee policy.
Restrict unauthorized data extraction.
Use available controls to restrict sensitive downloads, personal cloud uploads, copying, printing, and USB transfers on covered devices and applications.
A CLEARER EXIT PROCESS
When someone leaves, their access should leave too.
Block sign-in
Revoke supported sessions.
Preserve the work
Retain email and firm records.
Transfer access
Reassign files and responsibilities.
Recover the device
Remove managed access and prepare reuse.
EMAIL, ENDPOINT & BROWSER SECURITY
Protect Client Communications From Inbox to Browser
A convincing email can put client files, passwords, and payment information at risk. KeenPlex Technologies uses complementary security layers to inspect messages, protect the click, monitor the computer, and secure sensitive information you send.
INCOMING EMAIL
Check the message.
Screen for phishing, impersonation, malicious links, and harmful attachments. Multiple checks help catch threats before they reach your team.
Sender checks · Link analysis · Attachment scanning
BROWSER SECURITY
Protect the next click.
KeenPlex Technologies browser security helps block phishing pages, risky downloads, and attempts to capture passwords. Policies can restrict selected uploads, downloads, copying, and printing.
Malicious-site protection · Credential protection · Data controls
ENDPOINT SECURITY
Watch the computer.
Monitor managed computers for suspicious activity and respond to detected threats, including isolating an affected device when supported and appropriate.
Device monitoring · Threat detection · Response
OUTGOING EMAIL
Send with more control.
Use email encryption to help protect confidential messages and supported attachments. Apply recipient access and forwarding restrictions where available.
Encrypted delivery · Recipient access · Sharing rules
Protection around the message, the browser, the device, and the information you send.Explore More →
KEENPLEX AI SHIELD
Keep Client Details Out of AI Prompts
A pasted client identifier or document can disclose information your firm never intended to share. KeenPlex Technologies adds controls that detect configured sensitive information and can block covered AI submissions before they are sent.
Recognize sensitive information.
Check supported prompts for personally identifiable information (PII), such as Social Security numbers, account numbers, and other configured identifiers.
Apply your firm’s rules.
Set approved AI tools and permitted uses. Warn users or block detected policy violations in covered prompts and uploads.
Make safer habits easier.
Review available policy events and guide employees on what to remove before using an approved AI tool.
Protection is configured and tested for the browsers, applications, data patterns, and users included in your deployment.
✦ AI PROMPT / ILLUSTRATIVE EXAMPLEPolicy check
A team member prepares a prompt
Summarize this client document.
Client identifier: [protected information]
!
Sensitive information detected
Submission blocked by firm policy. Remove the protected details before continuing.
Review the prompt. Keep client details inside the firm.
Example of a configured policy response in a supported AI interaction.
Give employees a clear path to using AI while protecting client confidentiality.Explore More →
AI EMPLOYEE & CLIENT INTAKE
Answer the Call,
Start the Intake
When your team is with a client or the office is closed, a potential client can still take the next step. A KeenPlex Technologies AI Employee can answer calls, follow your approved screening questions, and text a link to an intake form connected to your compatible case management system.
Respond during busy periods and after hours.
Give callers a helpful first response and route inquiries using your firm’s instructions.
Send the intake link while interest is fresh.
With the caller’s permission, send a link to your approved form so they can complete it on their own device.
Give your team an organized handoff.
Bring submitted details into the connected intake workflow and notify the right person, reducing repeated data entry and follow-up.
♙ May I text you a link to our intake form?
Yes, that would be great.
Client intake♙ Protected form
♙ Contact details
▤ Type of legal assistance
▣ Information for your team’s review
Connected intake workflow
Call answered→
Intake link sent→
Form completed→
Team reviewsIntegration depends on your case management platform and intake setup. Your firm retains responsibility for conflict checks, legal advice, and accepting clients.
Fewer inquiries left waiting. Less repeated entry. A clearer path from first call to follow-up.Explore More →
Document and Matter Workflow
Document Collection Should Not Depend on Repeated Manual Follow Up
Document Request
Request the required documents from the client.
Client Submission
Client uploads or provides the requested documents.
Confirmation
Client receives confirmation of their submission.
Review
Documents are reviewed for completeness and accuracy.
Missing Item Reminder
Reminders are sent for any missing items.
Matter Update
Files are organized and the matter is updated in the system.
Document Request
Client Submission
Confirmation
Review
Missing Item Reminder
Matter Update
Document requestsRemindersNotificationsInternal approvalsInformation routingStatus updatesSystem updates
Current Approach
The Status Quo Often Depends on People Holding the Process Together
Common Current Approach
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Resulting Operating Pressure
Common Current Approach
- Repetitive email
- Manual intake steps
- Individual employee follow up
- Manual document requests
- Spreadsheets
- Disconnected applications
- Individual staff knowledge
- Reactive technology support
Resulting Operating Pressure
- Employees repeatedly chase information
- Intake quality varies
- Client communication depends on individual availability
- Attorneys are pulled into administrative matters
- Reporting is difficult
- Technology problems interrupt matter work
- Security responsibility becomes fragmented
KeenPlex Operating Model
We Begin With the Firm’s Business Objective, Not the Technology
Understand the Executive Priority
Clarify whether leadership is protecting billable capacity, intake, responsiveness, resilience, or confidential information.
Identify the Operational Constraint
Examine the workflow, communication, system, or risk condition preventing the desired result.
Validate the Business Consequence
Determine how the condition may affect attorney time, client experience, capacity, confidentiality, or resilience.
Design the Improvement
Connect appropriate communication, automation, managed technology, collaboration, and security capabilities.
Measure What Matters
Evaluate operating evidence and refine priorities.
Recommended Solutions
Connected Capabilities Built Around Law Firm Operations
Improve Client Intake and Response
Support routine inquiries, information collection, qualification, scheduling, and appropriate employee escalation.
Remove Repetitive Administrative Work
Improve requests, reminders, notifications, approvals, information movement, and routine client communication.
Reduce Technology Friction
Improve reliability, employee support, device management, network operations, cloud systems, and executive visibility.
Improve Secure Collaboration
Support email, identity, Teams, SharePoint, document management, external sharing, and user administration.
Protect Client Information and Operations
Strengthen identity, endpoints, email, monitoring, employee practices, and response capability.
Enable More Controlled AI Use
Improve visibility and governance around employee AI use involving sensitive information.
Validate Real Attack Paths
Provide evidence about whether an attacker can reach important systems and help prioritize remediation.
Expected Business Outcomes
Technology Should Protect Professional Capacity, Not Create More Work
More time available for legal work
More consistent intake
Reduced repetitive administrative work
Improved client communication
Stronger secure collaboration
Better visibility into technology and risk
A more consistent intake process can help protect employee and attorney capacity. Connected systems create the ability to improve information movement and visibility. Security improvements support client trust and operational resilience.
Secondary Assessment Paths
Workflow Review
For repetitive communication, intake steps, document collection, approvals, and administrative handoffs.
Cybersecurity Assessment
For client information, identity, email, endpoint, Microsoft 365, and security visibility concerns.
AI Readiness Assessment
For employee AI use, confidential information, governance, technical controls, and priority use cases.
Law Firm Resources
Practical Guidance for Law Firm Operations
Featured InsightWhy Law Firms Lose Billable Hours to Technology FrictionGuideOperational Technology Guide for Law FirmsClient IntakeHow Can Law Firms Improve Client Intake?AI GovernanceWhat Should Law Firms Know About Employee AI Use?Microsoft 365How Can Law Firms Protect Confidential Information?CybersecurityCybersecurity and Attack Path Assurance
Frequently Asked Questions
Law Firm Technology and Operations Questions
How can technology help protect attorney billable capacity?
Technology can make intake, communication, document movement, and support more consistent. That may reduce repetitive administrative effort and protect more attorney time for legal work.
Can intake be automated without removing human review?
Yes. Routine information collection, qualification, scheduling, and notifications can be supported while attorneys and skilled employees retain professional judgment and final review.
How can a law firm reduce repetitive client communication?
Workflow automation can support confirmations, reminders, status messages, and information requests while routing exceptions to the appropriate employee.
Can KeenPlex work with our existing practice management systems?
KeenPlex begins by reviewing the current workflow and systems. The recommended approach depends on available integrations, security requirements, and the operating outcome the firm is trying to improve.
How can Microsoft 365 support secure client collaboration?
Microsoft 365 can support identity, email, Teams, SharePoint, document management, external sharing, and user administration when configured around the firm’s requirements.
What should law firms consider before employees use AI?
Leadership should understand the tools employees use, the information involved, approved use cases, responsibilities, governance expectations, and appropriate technical controls.
How does AI Shield help with sensitive information?
AI Shield can improve visibility into employee AI use, help identify where sensitive information may enter AI workflows, and support practical governance and control decisions.
What is Attack Path Assurance?
Attack Path Assurance evaluates whether a meaningful attack path can reach important systems and provides evidence that can help leadership prioritize remediation.
Which assessment should a law firm start with?
The Law Firm Revenue Capture Assessment is the primary starting point when intake, responsiveness, or professional capacity may be limiting profitable case acquisition.
Can KeenPlex support firms with multiple offices?
Yes. The review can consider shared workflows, collaboration, identity, network operations, user support, security, and visibility across locations.
Begin With the Operating Condition
What Is Limiting Your Firm’s Billable Capacity, Client Experience, or Resilience?
KeenPlex Technologies can help identify where intake, communication, administrative work, technology, or risk may be limiting performance before recommending the appropriate solution.