 We are so excited to be here today to talk to you about using Justice Server and Salesforce for cloud-based client management. Next you get to see our smiling faces at you. Brian wins the award for the coolest picture. If my name or my face happens to look familiar to you, that is because I got my start in legal and technology with ABA free legal answers. If your state happens to use that site, you may have seen me present or speak on that topic a few times at legal service conferences or even on a webinar. I'm so happy to be with TechBridge right now and I'll take this time to tell you a little bit about what TechBridge does next. TechBridge is actually a non-profit and one of the ... Oh, you know what? That's a good idea. Before we even jump into that, let's talk about our webinar takeaways today. First, we're going to talk about understanding the key benefits and advantages of Salesforce.com as a platform. I'm curious and I'm not sure how polling works, but I'd love to know how many of you have heard of it or have heard of the Non-Profit Success Pack, one of the greatest interventions in technology for nonprofits in my personal opinion. We'll also focus on insight into Justice Server for case management. It is an application that we built on top of Salesforce Non-Profit Success Pack. We want to give you an overview of how its volunteer portal can actually help you grow your pro bono attorney involvement because we know everyone wants everything digital right. And then we want to hear from Brian about the Volunteer Legal Services Project and how they've been able to use that platform, not only for data management, but for also the way that they work with their volunteer attorney portal. Now, how about we hear a little bit more about TechBridge now that you know why we're here today. So TechBridge is a nonprofit serving nonprofit. If you had any business experience, you might have heard the phrase B2B, business to business. Well, we're actually end to end nonprofits and nonprofit. And the short phrase I like to use to describe what we do is we help other nonprofits do good better. It's as simple as that. You guys are out there on the front lines making change happen for the most vulnerable populations. And we want you all to be able to use technology to do that for you as easily as possible and to help make a bigger impact from that. So next I'd like to talk about how we think that technology can actually transform nonprofits. You know what, I'm looking at something a little bit different than Rick is looking at here. So I'll go ahead and jump into this one. It is what we deliver and what we deliver are strategies and solutions to help nonprofits, as I just mentioned, being more impactful. Our kind of route with that impact is that we offer these services that you're seeing on the screen here to help do outreach. And we know to do outreach that leads to getting intake and that's the intake of the client. Then you're serving. So how can technology help you serve clients more effectively, more efficiently? From that service, you're actually doing a performance, right? So when you think about that performance, how can you use technology either to make it easier or to demonstrate those outcomes that you've done to help other groups scale it? And we know that's huge in the legal services arena where LSC, for example, always wants to know is something you've done replicable. Well, to know that something's replicable or has important outcomes, you have to be able to measure that performance. And then when you can talk about how amazing the services that you're offering and the impact you're making, you can then use that information to fundraise. So when you have an executive director, excuse me, or a development director coming to you and saying, how many cases did you win? What was that economic impact? They're turning around and taking that information to fundraise. And we think that technology has a route to help nonprofits be more impactful through that. So you see on the screen here, effective outcomes require streamlined and automated operations with the ability to share and analyze data from across the organization. And I want to challenge that and push it further to say that systemic change requires the ability to share and analyze data from multiple organizations to determine necessary services for escaping poverty. And by that, I mean, we're not going to see changes in the things that lead people to being vulnerable, things like eviction or loss of a job, et cetera, until we start analyzing what the things are at that base population level that lead to these items. And once we do, we think that using this route that you're seeing on the screen, we can then start to make systemic change targeting rather than on population of one specific need, say people who are in need of housing, but rather we can start doing population level change to say in this community, by offering these services as nonprofits, we can help people take building blocks out of poverty. All right, I'd like to keep going and talk a little bit more. Can I wait for the screen to catch up with me? There we go. About specifically how we're able to use just a server to help legal nonprofits do that. And before I hand it right over to Brian to tell us specifically about how his volunteer legal services project in Reverend County did that, I just want to mention that besides the items I mentioned about hoping to do systemic change, we'd love to also make sure that nonprofits are ready to do operational readiness. And what I mean by that is that we want nonprofits not only to be able to sustain their own operations, but we want them to use technology to help grow and to help innovate. And we think that what we were able to do for Brian in the Volunteer Legal Services Project is a perfect example of that. Brian, you want to take away? Absolutely. For those of you that don't know me, my name is Brian Babcock, and I am the Technology Director here at Volunteer Legal Services. I am going to talk a bit about our agency, and then later on in the presentation, I will be showing you our actual instance of Salesforce and walking you through some of the awesome things that it does. So our organization is here in Rochester. We are the Pro Bono Agency in the area, and we do only Pro Bono cases. We have a panel of about 1,600 attorneys that we push cases out to, and it's incredibly robust. So we exist in a co-located building with other legal service providers. It's kind of a unique model here in the area. We engaged with TechBridge three or four years ago when Rick talks, he may have the actual date. We were using a system called Time that I know probably some of you listening have either heard of or no agencies that have used it. And we were also using another database for all of our donor management. We wanted a database that was going to be able to be our case management system, be our volunteer management system, and be our donor database as well. Many of our Pro Bono attorneys are also our donors, so we wanted to be able to see all of their information in one consolidated database. And after a great deal of time and thought put into migration, we did successfully migrate into Salesforce, and we have integrated it into our Google Docs and Google Calendar and email systems. So it's been more than just the integration of those multiple databases that we had, but it's now integrated into most of our workflow. So a few outcomes that we've got here, you can see on the screen, I hope that we had a little over 4,000 individuals benefit from our legal representation that we offered. We have a breakdown there of the extended representation outcomes. Over 10,000 people benefited in the last fiscal year. This is some great information that I know some of you would be interested in what we're able to do here at VLSP with. We have a staff of about 15 full-time people, and everything else comes from our Pro Bono volunteers, and over 6,000 hours we're donated last fiscal year. So that's all being tracked through our system. Much of it now is being tracked automatically with the attorneys that are signed up on our Pro Bono portal, which we will show and talk about shortly. So a quick question. What was the transfer cost moving over from those different systems into this one unified system? Ah, sure. So total cost I think would be difficult. Probably something that we could get some numbers from TechBridge. But one of the greatest things about Salesforce as a platform is that if you are a non-profit, Salesforce offers you 10 free licenses. So using the Salesforce platform with the non-profit starter pack, or, and they may have a different name for that now, is completely free for your first 10 licenses, and additional licenses come at an 80% discount. I'm not exactly sure on the specific price of that, but I'm sure Rick will be able to give us that information. And it's, the robustness of the database platform is, I mean it's supported worldwide, and so the resources, both help resources, but also apps that are written to go on top of the platform, and integrations are just countless. So the fact that the Salesforce, Salesforce.org is providing that as a donation to 501c3 is a huge benefit of this, and was one of the deciding factors in us switching to this platform because we had such limited funding. A few of the challenges here that we were looking to overcome, I think I may have spoken about some of this, but producing reports and and having the ability to have our staff attorneys and paralegals have at a glance reports and up-to-date information was something that was really needed in the organization, and has since we've been able to do it changed a lot of our workflows. With the, let's see, we had very limited, limited ability to customize the nice thing about this widely used database platform is it's extremely customizable. And this is kind of a plus and minus, I've heard of feedback from a lot of people that, you know, if you don't have somebody on staff that can become familiar with customizing that might be, you know, kind of a detriment. However, Salesforce has so many guides and walkthroughs and information online that getting somebody on staff to become your on-team expert is becoming easier and easier as the platform set up and customizations become easier and easier to use. So yeah, the integration into external systems is really second to none. Some of the things that we've been able to do are completely unexpected and just kind of came about as a result of, you know, I wonder if we could do this and somebody Googles it and finds out, hey, yeah, you can do that with Salesforce. So we have a lot of automated processes happening, so it's we've been able to overcome a lot of our challenges that way. We can go to the next slide here. There we go. All right, I'll turn it over to Rick. Okay, there we go. So I just want to go through an overview before we jump in about what Justice Server is and what it can do. So first just to kind of clarify what, you know, Justice Server versus Salesforce, we're talking about both. You can think of Salesforce as a platform and we've built Justice Server as an app, so it does a lot of things out of the box for legal case management that can be installed and then it can be customized on top of that. So the things that Brian talked about, you know, you can do that on top of the Salesforce platform. We've also got a lot built into the Justice Server specific items that are very customizable and flexible. Just kind of an overview of the architecture. So you have Salesforce itself as the core with Justice Server, so you do your case management within Salesforce. Your staff would live within Salesforce. Optionally we can do online web forms for intake and sometimes that is like an initial client inquiry where they're going to submit a request and then somebody can follow up with them or those forms have also been used like on site at a clinic for intake. Somebody shows up, you hand them an iPad, they get started on filling certain information out that can go directly into the system. So you're producing those client cases in Salesforce and those can then be pushed out. We have a portal component as well for engaging pro bono attorneys and so these cases can be pushed out to this central portal. And what we've tried to do is create something that encourages collaboration and cross-organization. So this is really a nationwide portal that within your area, if there are multiple organizations, you could have volunteers that are taking cases from multiple organizations. Their single point of entrance is that central portal. So the attorneys create their account there. There is an approval so they can't just if they request to work with your organization, you get to see who they are and approve them before they can do that. Then if they're going to get to the details of a case, they're going to be redirected through single sign-on. So from the attorney's perspective they don't really realize it's happening but they're moving from that central portal to a local portal that has direct access to your Salesforce instance. So there's a separation there between all the case details. It's only the very high-level information that ever hits that central portal. So that is both for security as well as real-time updates. So there's not like a sync of data that has to happen once they get to the local portal. If they add notes, if they change things or your staff do, everybody sees in real-time what's happening there. And then there's all sorts of plugins that can be added on top of that. So if you use MailChimp or something, you can have that feed out of Salesforce. You can do electronic signature with DocuSign. You can generate templates with Conga Composer. There's all of these things out there on the App Exchange that can be plugged in to work on top of this and to extend your platform. Some background about Justice Server. So at the beginning it kind of came out of several separate solutions. So in Virginia there were three legal service organizations that had, that's where the name Justice Server came from. They had collaborated together and they were in one Salesforce instances. They had a lot of challenges and weren't quite reaching the vision that they had originally hoped for. At the same time TechBridge had worked with a number of organizations building custom solutions on Salesforce. We then worked with Brian and a couple other organizations to kind of compare notes and create something. And we all kind of converged together to take the best of, create an app out of that that could be installed. Funding for that came from from LSE, from the local organizations. There was a Salesforce grant. TechBridge helped fund. So there's many sources that contributed to this to what we have now. And we continue to improve this. So TechBridge, we are a non-profit as well and our mission is to serve other non-profits. So when we have a project that somebody has an idea to improve Justice Server and we can build that out and then return that back to the community where we just have to cover our time and that's subsidized by our rates. So there's not any license fees that we're charging on top of Salesforce to use Justice Server. Some of the key functionality that's included, client intake, eligibility. There's various wizards and things to step through. Your income, your citizenship, doing conflict check, handling referrals, the case management component. So the, you know, all the things that you would expect around case notes and everything, managing households and problem codes, your outcomes, tracking time, tying back to grants and funding codes. And we also have a clinic component. So you can set up clinics to do scheduling. This ties in with the portal as well so that volunteers could find shifts and sign up and get reminders and things like that. The volunteer attorney portal that handles their registration. They can search cases. They can do their conflict check. There's some functionality for, specifically for pro bono coordinators. If you work with organizations that a pro bono coordinator goes and selects cases and then redistributes them to their attorneys, it can handle that. You know, they have their case management functions and their clinic functions. Some of the reasons why to use Justice Server. You know, we've already mentioned some of these benefits about the Salesforce platform. You know, we worked with a lot of LSC organizations to meet the requirements of of an LSC organization. There's the discounts of Salesforce. Down towards the bottom. So one of the big things that we we see is the reporting. So you can build your own reports without having to go to a developer and pull the data out. So you know, you bring everything together. The no data silos we mentioned there as well. You can do things like, you know, track donors, volunteers, clients all in one place. So I could target maybe attorneys who have volunteered their time, but they've never given money or keep track of those who have done both things, things like that. And with that, I'm going to pass presenter to Brian so he can show you a bit of their Salesforce instance. Great. All right. Now this is really cool. This is something I'm excited to show off because it's not often you get to actually see someone's actual instance. Usually you're looking at a demo data. This is real live data, no client information. So you will see some attorney info, which we have permission to use. So hopefully you can see my screen here. Can everybody see that? Definitely. All right. So this is our main dashboard here and what we have is a is kind of an always up to date system that shows people at a glance intakes. We have this integrated with an intake system so people can go to our website, do an online intake. They're automatically forwarded on to our intake staff and all of the data is sent directly to this dashboard as well so people can kind of get an eyeball on where they're at. We're able to see, you know, cases that are referred for the month, cases that are referred for the fiscal year, our stale cases, cases that have been open a long time, our current pro bono hours. This is all information that is mostly created for the purpose of grant reporting. So it's kind of an ever-changing landscape of what our funders need, who our funders are. So it also helps us track any sort of missing data. So we have a lot of processes running in the background that will alert our staff as to, oh, you forgot to fill in this field. We try to keep our data really clean. So there's a lot of things you can do to make that happen as well. And we have a number of dashboards. So this is our main one. I wanted to show off a little bit our pro bono portal dashboard, which will show us all of the current available cases, the cases that are all currently assigned. So right now we have 36 cases being worked on simultaneously on the pro bono portal. And that number changes probably by the hour on weekdays. The available cases is actually public, actually may not be, I better not go into that one, information. So clicking on any of these will bring you into the actual report that gives you all the details. And again all of that is extremely customizable. So that's a kind of a brief showoff of our dashboards. We're able to do a lot of management of our cases, our donors. We even now track our laptops that are being borrowed by employees and taken off premises. So we we do some of that, what else was I going to show off here, Rick? So we have a number, like I said, a number of dashboards, all of our campaign information. So we've talked about some of our donor management. We're able to see pledges, payments, credit card payments, recurring donations. And again once this is all set up, we really have automated a lot of this. So payments that go through our website come directly into Salesforce. They first try to match up the donor with a current donor in the database. And if not, then they're put in as a new contact and we're able to track things and keep things up to date without really any staff effort. And as you see some of this, a lot of this has come as necessity. Just because of our small staff, we've been able to do a lot more leveraging a platform that gives us the ability to customize and automate. And I think Rick, correct me if I'm wrong, you were going to show some of the actual interface of the pro bono side of the, what the pro bono attorney volunteers are actually seeing. That's right, I can check. But yeah, so this is, I guess in a nutshell, this is what it looks like. All of these tabs at the top are customizable. You can swap out, change what objects you want to see up there. And you can do that by users. So we have, on the user level, we have user groups and we have specific users. They only need to see certain aspects of the organization. And there's all sorts of permission sets you can build around user access. So it's really highly customizable. I'll leave it there unless somebody has some questions or somebody would like to see something specifically. So a quick question on kind of security and on data destruction. Is there the ability to remove cases or remove files or things like that upon a client's request? Or if data has aged out, if you've had it for years, it's no longer relevant? Absolutely. Yeah, there are a number of automatic purging. We keep data in here. I want to say we keep 10 years even though we're only required to keep seven. But yeah, so there's an automatic purging that can be set up or everything can be kept. We're not even close to running out of any sort of storage. Security-wise, everything is two-factor authentication. We have all of our users use two-factor for the sole purpose of security. Although we do have a number of employees, I shouldn't say number. We have a couple employees who don't have a cell phone. And so we have their ability IP address restricted so they can only sign into Salesforce from our IP address or an IP address that we have given access to. So there are a lot of great security features like that. Excellent. The two-factor authentication should really be a standard across the field. And this is one of the only case management systems I know that has that fully implemented. Excellent. Thank you. Yes, and their two-factor authentication uses, it is not like here we're going to text you a code, though they do have that option to set up. They use an authenticator app which is a bit more secure than the text code. So it's really great. And like I said, there are a few workarounds if you don't want to use that. Like the IP address locks. So yeah, we find it to be phenomenal. You can even restrict based on times a day that they can log in and you can create flows or if they need to log in after hours that they have restricted permissions at that point. There's just infinite flexibility around that. Yeah, absolutely. Yeah, it's been wonderful. Excellent. Thanks. Brian, did you want to make me present her? Yeah. There we go. Okay, so I'm going to walk through some of the workflow here. So starting with intake, we have a wizard that will walk you through and you can kind of configure which steps would be relevant to you. But the idea is this is something that somebody doing intake on a phone. They could step through these pieces and this first screen would get the high level details. So you know whatever key contact information you want. And this is also the information that would go into conflict check, categorizing the problem code. So if they're calling about an issue that you don't even support, then they could be immediately disqualified then or they're in an area that you don't serve. At any of these steps we could immediately reject for those reasons. I'll show you what that looks like in a bit. And then we can enter any adverse or related. Those could be people or organizations. We could add as many or as few of those as we want. This will all go into conflict check. And what we've done is tied into Salesforce has the ability to set your own matching and duplicate rules. And this will tie into that so that you can control what you want to consider in the conflict check. So you can make it more broad if you have a smaller database or more specific if you want. But it's going to come back and then you configure what fields do you see in the results here as well as it will return what match types there are. So there's a list of things that it could be a client if they have a case. They could be an adverse. They could be a family member. There's a whole list of match types that could return here. And then we can see in cases instances where there's a case. We can also configure fields from that case to be visible. And then this being browser-based you can also open these things up in a different tab or hover over. I can see additional information as well. So this is kind of two purposes here. It may be that there's a conflict. It may also be that it just is the same person. And so I don't want to create a duplicate. I want to use the person who's already in the system. So I can mark that, yeah, that's the same person. And no, there's not a conflict. Now, yeah, this always happens in a demo, doesn't it? So the next step, let me jump into another record. The next step is citizenship, which is relevant usually just for LSE funded organizations. And we can configure the different, so you know, there could be a U.S. citizen or there can be an eligible non-citizen and we can record what information is required. And I'll just start here. Okay, so if you're not LSE funded, you can skip this screen entirely and then you can choose based on these eligibility categories if there's certain documentation that is required. So in the case of U.S. citizen, if we need to receive citizenship attestation, then we can mark that's our qualifying document and has it been verified by who, what document number, if there's any comments to some qualifying categories might require that you type in an explanation, you can do that. If there's a physical document you want to attach here, you can go ahead and do that. And, you know, Salesforce has the ability to do validation rules as well. So, you know, we're doing an implementation where we ask, you know, is this a phone intake or an in-person intake? And then based on that, we can require that it be verified if it's in-person and, you know, throw an error if not, or different things like that if we want to make sure that certain scenarios have been hit. The next step is the... Okay, we've got a few quick questions here. One of them is with regards to client files. Can you upload documents there? And if so, when they're uploaded, do clients have a secure way to access it or is it just the attorney of record? Good question. So, right now we just have the attorney portal. You could do, you could do a portal for clients. We haven't created anything specifically for that right now. We've done a lot of, you know, the one-way push where it's like an intake form. They could attach a document to push it in. But yeah, the attorneys can definitely access any notes and documents that you attach. Nothing specific for the client yet. Okay, so it is possible to build that out but it is not in the core feature set that you're using. That's right. Okay, on the important dates, so some people want to specifically require that you think about this and say yes or no and some people take this off and it doesn't care but you can put in, you know, there may be an upcoming hearing or something that would impact the time frame in which you need to respond to a case. But the financial piece is what's relevant to pretty much everybody. So, I can put in different sources of income here and it will total that up into annual amount and tell me where that puts them within the poverty level and then as I change how many household members that would also impact the poverty calculation here. So, you can configure and obviously those numbers change every year so that can be adjusted for the latest poverty calculation. You can also indicate like what your cutoff is. So it's not automatically qualifying, it's giving you the information here to know, okay, based on what you've put in so far, it looks like they're qualified, you know, maybe scenarios where even when they're slightly over you might still be able to proceed. You can see we got sections you could add some additional help text but you know, if you've got someone who is a little bit over and you want to put in deductions then you'll end up with poverty level with and without those deductions. Assets, you can also set the asset limit and an additional amount for that asset limit per household member and this can be required if you're preloaded here so if I want to make sure we ask about any cash assets then I will tell me where I'm at as a percentage of my organization's asset limit or if it's tested by government means then you know you don't need the details. So those are those steps are part of the the justice server wizard and now we're looking at a kind of a standard Salesforce layout. So based on the information that you enter often there might be different follow-up questions that are required based on the type of case that it is and you can kind of tailor to your preference what you want the layout to look like so there's all sorts of useful things in Salesforce like you know on the side here I can I can go log a call or add a task if I want to assign somebody to follow up and get missing documentation or whatever that might be I can I can manage that within Salesforce or you know any notes that I put in that's going to go into the activity history here so if you've got multiple individuals working on this they can go back you kind of see a bit of a history of what's happened so far there's even the ability to do kind of some branching logic through like if you wanted to create a call script then you could set up in the back end it's but it's kind of like creating a flow chart where you would walk them through a series of questions and based on your answers it would prevent present different information so there's not much to this one but just an example that these could be any questions and it could have as many branches as you want to have there and it could be questions or it could be text so if you want to guide the person on the phone to say okay if it's this type of case please read this off to them and so forth on the intake record at this point we we're still trying to qualify this individual so the terminology here people call this different thing so this tab could be eligibility screening intake lead whatever you want to call it at this point we're trying to determine can we help this person or not so we're going to either go down a road of accepting or rejecting so let me just show you the reject first so if we reject and on that wizard at any step if i had hit reject it would immediately take me to the screen and i would say why so you know maybe they're outside our service area but i was able to refer them to some other provider or one or more providers i can record those referrals some people also have other services that they like to record here if you want to split out you know brief advice or you invited them to a workshop or something that could be configured here as well and i see a question the price of npsp and the price of justice server so the nonprofit success pack is available free you can go out and you can sign up for a trial and take a look at that you might you may or may not need assistance from a consultant to help set that up so tech bridge we have a standard process that we work through we look at you know it's a six week process each week looking at a different area like grants donations contacts and it's a combination of training and looking making sure you know all the functionality that's there and some tweaks that you would want you know putting together your acknowledgements justice server ranges so if everything out of the box worked for you you know we do have some standard pricing around that typically there's you know everybody's process is a little different we might go through like a small requirements to give you exact pricing what you want and we could you know we could talk to you about all of that something that we didn't demonstrate yeah so as as as mentioned we this is something that's kind of grown out of requests from the legal service organization community and if there's something that's not available now so for example the client portal we could work with you to figure out what it would take to build that out and then if that gets built out and included then that becomes available for current justice server clients or future clients to take advantage of that as well so everything that that we're charging is is for just for our time to to build things out so first i'm going to unmute brian here so that he can add anything that he's got there and we've also got an additional question which is if you do a note and there's an important upcoming date does that create some type of a flag or an alert for the attorney when they get the case and as a follow-up to that someone else has a added question about text message integration and getting notifications out to clients is that something that's currently available or possible it is there's a number of text message integrations twillio has a good one so we don't we haven't built something custom into justice server because there's a number of them already out there so we would you know use one of those that works best for you so for example with twillio you would pay based on the number of messages that you're sending out so that could be configured that you know if you want to send them their referral details or the dates they've been scheduled for a clinic or anything then you could send that out by sms the important dates are definitely visible to the attorney and that could be yeah it could also be highlighted in the number of ways so that there could be a reminder a certain number of days before that it goes by email or if you know you just want to highlight it visually there's those are things Salesforce is flexible on yeah we've we've done some creative things here around that too like we use google voice and for all of our text messaging and so our our advocates have created google voice numbers and anyone that's used that knows that integrates right into a google mail account and then we have that integrated directly into our Salesforce and the the google integration has no additional costs so i can actually show off a screen showing this if you want to pass the presenter share it to me so here you're seeing me as a client in our system we have we have some some other alerts built in you know you're seeing here at the we have a client over the asset limit so when they're over the limit this auto pops up so somebody is searching for this client and as soon as they come up they're seeing that alert we have other things like that built in but you're seeing over here on the right under tasks some emails we have a company email address that's through a google mail account that people any one of our advocates can send emails to a client and they both the sent and received messages are sewing up as part of this client's record so you'll also see them like in the email history here you'll see who it's who is actually from even though it was a advocate using our company body email address you'll be able to see who did that in the Salesforce system so it's it's really it's really powerful in that way we use that a lot and because this was me you probably saw some emails from Sartor whoever whoever else has sent me an email lately so but I put this in just today so as a me as a client record so that you could kind of get an idea of some of the ease of integration here so another two questions on the integration one of those is is there integration with office 365 calendaring and outlook or with google calendars either absolutely is yeah so you have the option in the main two integrations here are with google apps and and with office 365 and in outlook and you can do out the calendar google calendar and then here's a here's a more difficult one how does email integration work if you've got a client that has multiple cases does that email show up on all cases or what what happens there so right now we have it set up so that all of the correspondence with the client is part of the client record all of the cases for the client earn a related list for that client now you can put emails specific to a case in the case record we haven't had the need for that but it can be set up that way so so your task and email list here you'd be able to have that attached to the case we've only attached it to the client record and unpermanent information will throw into the case notes but the communication back and forth this is in our client record and like I said that can that can go either or both ways so currently you could manually attach it over to a case instead of to a client record if the case number or some other identifier was in the subject line could that be automatically forwarded over or there is a yeah I believe you can do that yeah yeah there is an identifier so like if you originate an email from Salesforce like Brian's showing here it would include that identifier so if it's configured so they respond to an email connected with Salesforce it would automatically go back into this case the app that that lives in Outlook or Gmail as well sits on the side and it goes to try to find a match based on you know the name and email so it would return any any matches so you could just manually click to record that email out of you know directly to the contact or directly to the case you'd see a list of any cases that that person has okay so you can put a unique identifier in the email that if somebody responds to that and that is in the text then it would reattach to that case is that what you're saying that's right yeah there's also a generic email you can use that kind of forwards everything into a holding place in Salesforce that you can then go back from within Salesforce and drag them over to the right case from there okay yeah Brian's definitely the Google integration king so anybody who's doing anything with Google Brian's the guy um there was a question could you go over keeping time and how that works um what that functionality looks like sure uh let's see Brian do you want to pass it back to me okay so we we were on the last step to get to a case record so just real quick the accept client does another check to see if there's any matches so i could either do this as a new client or reopen an existing case uh the time records you can keep your time against the case or it can you know we can see we've got a tab up here for hours so they they don't necessarily have to be associated with a case so in here you know if you have ways that you want to categorize you can configure that even with subcategories as well and that could be either with a certain number of hours or the start and end times uh it's there are hourly rates as well so you could have like a system default for what the the rate would be and then it would um pick that up at the at the user level and you could override that to say some attorneys bill at different rates uh or you know even at the task level as you're recording you could override that to not that you're billing you know if it's pro bono but so that you can show like the equivalent value that was provided um on the case there's a couple of ways you can you know you can originate an hours record here and it would be pre populated with the case or there there is a stopwatch function as well so when you start and stop the time that it records that against the case and asks you a couple of follow-up questions uh when i get to the volunteer portal they have the same ability to log their time or to to use a stopwatch here so yeah that's one of the core things once you once we get to the case record here is the the time management as well as you know going in and and adding notes so the notes function and sales force will open up in the corner here so you can continue to browse and keep your notes and when you save it it goes into that list so it's going to automatically be associated with the case and you can do rich text you can see the the history of the notes that have been added um you might also have additional people on the on the case so there's the case team here would show um you know if you want to indicate who was the the supervisor or who there's a intake worker or there's um the the pro bono worker that various people could be listed in here um you know we've got the the client so so you've got a separation between there's a contact record and the case record so one one client could be a repeat to have multiple cases whereas you know in a lot of systems you end up with kind of duplicates because there's not really a separation there as well as the household so there could be additional contacts within the household if you need to record their children or spouse or whatever it might be in in the household um all those financial records that we may have entered that or any notes at the intake all of that transfers over and is available at the case record as well um and then you know you can put in various case outcomes um so you know we've got a closed screen that kind of lets you bring that all into focus to say uh what was the outcome so you know these are just some common ones that we might put in here but you you might have some additional things that grants require you to track and those fields can be indicated as well as having these other benefits that were provided so it could be something that is uh can be quantified monetarily and you know there was a judgment of a certain amount it was one time or it was it's a monthly amount um or non-monetary outcomes just you know how many times did we resolve a credit reporting error um there could be multiple things and you can record these as you go as well it doesn't have to be only at the the closed screen but this you know reminds you to collect all of this information at the end here um the other thing i want to show is the the portal aspect so we've got uh this is a sandbox version of of the justice server portal so if you go to justiceerver.org you'd see something that looks like this i'm not logged in here so if i go look at the case listing it would just be super high level uh type of case location and there's a public description that people can enter that wouldn't have any identifiable andifiable information as soon as i try to go any farther i have to be logged in i have to be approved with that organization and i have to proceed through conflict check to get anything more uh but they they can filter so if they're interested in cases in a particular area or particular type of case they can filter that down they can even save reminders so that if a case is added that meets certain criteria that they would they would get a notice of that so once i log in as an attorney then i have uh i have my dashboard so i've got a bunch of cases in here already that if i go back uh and in the way that these would get to the portal uh the case can be pushed from Salesforce so you probably have someone who'd be in charge of making sure that the information is ready that there's a uh appropriate description and the the key the problem code the location information is there and then you can push it out to the portal um you can also configure some default so based on the problem code there might be just a default description that pastes into there and you can kind of start from that so it could either be pushed to that listing or it could be assigned to a particular volunteer and it becomes you know a private case it doesn't it's not listed but the attorney can get to it through the pro bono portal so when i express interest um there's a time limit that it's going to be taken off of the list so it gives me time to do the conflict check before it would return back to the listing and each organization gets to choose how long that would be and at this point they would get the name and contact for anyone and i didn't really put enough information in here there would normally be an address and so you know i've got the client and then any you know here i had a an adverse party that i entered so if there was a name and a contact or if i had indicated what the relationship to the client was it would it would list that information here um so you know this is another the next step i'd either say no conflict or you know reject i'm i'm not interested but if i do not have a conflict then it would go on to to pending acceptance and from pending acceptance into your your active cases so the at this point they're redirected to that local version of the portal that i mentioned so that through single sign-on it's redirected and then you can kind of control the information that they see at this point so based on the type of case that it is you can set which fields that they would see here and you can have some fields read only some fields editable if there were any case notes here then they can see those notes or they can come in and add their own notes attach their own files that information is visible to within sales force as well anything that the the volunteer enters in they can see the case team so if you know it's possible you could have multiple volunteers or um they need to see you know who the the lead staff attorney is so that they can you know interface with that person they could see that here any related parties any financial information uh the important dates or if they're aware of a date then they can they can go in add that information in uh hours just like we looked at so they have stopwatch as well or they can you know just add their hours the the hours would sink for the the volunteer as well so if they're working across multiple cases even multiple organizations then they would see a roll-up of how many volunteer hours that they have contributed there could be resources so based on the type of type of case again links or sample documents or things that might be useful to them could be provided here uh there's a there's a built-in stale case function so we can configure that if we say if it's been two weeks and we haven't heard anything there's no updates no notes send an email reminder to the volunteer and that would prompt them to either do like a one button click that says don't everything's good remind me again in a week or click through to access the screen and enter their their information when they finish then they have their own kind of closing screen as well so you know they would indicate why they're closing it they can give any comments you can configure so each organization kind of has a different preference usually on this as to whether this is kept very brief and then the staff follows up or you you get as much information as possible from the volunteer so here they're seeing the same outcome fields and the ability to to put in these benefits but this could be hidden and just kept to the the comments when a case closes the the lead staff person would be notified the case would be flagged so that they can confirm that it is in fact completed and then you can close that out so you know here you can see the different statuses this is stuff that you would customize so you know whatever statuses are you need to work through that's things you can report on or build triggers on I'll stop any other questions at this point have you done migration from other platforms outside of it sounds like this one was done from time right um we have we've looked at time we've looked at camps and pika a lot of times just people working in spreadsheets so yeah we definitely do data migrations as well okay is legal server one of those that you've done we've worked with doing some integration with legal server i'm not sure if we've migrated anybody off of legal server yet but uh yeah i mean we you can import data so as long as you can dump it out into spreadsheets or whatever you can you can get that data migrated into sales force okay um and are there easy ways to add additional fields yeah and actually let me just be of interest to see kind of what the back end looks like so this is you know again one of the benefits to sales forces that they like to talk about clicks not code now you know you've got to learn where to go and it can get as deep as you want but at the basic level doing things like adding fields or changing layouts you don't have to be technical you just have to have the rights to come in here and do this and you can make modifications so i'm looking at a case object here and i can see all the fields that are on the case so if i took something that was like a pick list field then i can go see what the current options are and you know go add a new option or remove or edit those i could add in create new fields and it'll just step me through and then on my layouts it's just a visual drag and drop to move things around or take fields on take them off make them required i can just drag things around here on the page layout the report builder is the other item that's probably of interest and i i should just say while he's putting that up the reporting is phenomenal and building reports is so easy we have a lot of our staff that like you know they just they want to see a report on something so they create it and it's really a drag and drop situation i'm sure rick's about to show you so this is going to start just kind of looking like a spreadsheet i'm reporting on cases so i could i could group things so maybe i want to know based on problem code and then if i have any fields that are dollar amounts or numbers or like let's say total hours well rick does that i'll mention that here at techbridge we will use reporting and send out for example you know if we bring in new projects in a week we will have an automatic email that notifies us all of that so that at our monday morning meeting we can talk about those without anyone having to go in and do the manual work to get it to us so i see that is certainly a benefit if you're trying to do discussions about new casework or whatever the item maybe maybe it's old casework yeah so i can i can just take this and easily create a grouping summarize make a chart out of that i can change what fields i see here and then um yeah save that you know brian showed all the dashboards that they have um you can you know export this if you want to manipulate it further um you can you can even subscribe to these so if you want to see case statuses come to you every monday morning then then you can set that up and you can get more advanced for you know building filters or buckets like you know every grant wants you to report different age groups or different categories of of ethnicity breakdown so you know you can take your um date of birth and have it group and say okay for this report i want a group you know 18 to 25 but in this other one i want you know 20 to 30 right right the other really neat thing and so they they they update sales force like but regularly four times a year um and one of the new features that came out in the summer release was um line level um formulas on reports so you can you can run formulas right within sales force um on the reports if you want to see like the date case closed minus the date the case opened how many days each of the cases were open if it can do that formula right within the report without creating a new field and then you know um you can always make a a field that is a formula field as well but it's really handy having that that ability within reports um and then i can i can go in and hide so if i just i don't want to see all the the detail i just want to see a total then you know i hide that and i see here okay for each problem code here's exactly how many cases i have and how many hours that have been worked on those so here's another one back on the security side of things um so are you able to limit fields and cases um to specific users or user groups yeah there's a there's a lot of flexibility on permissions so it can be field level object level um so maybe i can see contacts but not cases um it can be record level so um i can maybe only see my own cases uh or you know everything could be hidden by default so for example with the way that we handle the the volunteers everything is hidden from them by default and then specific rules will share it back to them so if they have been assigned to a case that specific case would be assigned to them if you wanted you know a team that worked with a particular type of case then if it had that type it could be shared with them um and and yeah there's definitely um profiles people could be grouped into different profiles uh that have base permissions um or you know groupings of permission sets so that you know maybe i i hold roll a and roll b so i assign both of those but i don't have roll c there is a there is an api natively for sales force as well um and we've got an api to the pro bono portal so for example in in virginia kempz has an integration so um you know they have a statewide mandate in virginia to to try to collaborate more so justice server and kempz organizations are able to use the same justice server pro bono portal um with uh the health consumer alliance in california um they are needing to you know there's about 10 organizations that need to share outcomes on health related matters and so um using justice server to report those health related items so with with an api the health cases can be submitted and and then there's a data warehouse to roll up across the organizations anonymized the the data across those organizations or you know we're about to to launch with another eviction group in california so that instead of referrals between um organization to pro bono attorney it's going to be referral between between organizations and an algorithm that allows them to enter like what their qualifications are but then also um rank so it runs the algorithm and ranks where a particular case should go yeah and i i should actually add to that that um we are working um slowly but we're working on using the api integration to um collaborate with our partners here in our building and exchange information seamlessly with legal server so if we're taking a a pause on um other questions i'd like to throw one out from myself samantha to brian um brian how did you um become such an expert in uh sales force and justice server was it you know previous experience that did it for you did you just find it easy to navigate in what made it so easy for you to become sort of the champion of the project and then help it move forward yeah sure i'm actually gonna blame rick for most of this because going through the migration process with rick i before before that i had zero experience in sales force and so getting up to speed and navigating it started there uh and then it was really just joining some of the online communities that are available there's a sales force community called power of us um asking questions you get responses from hundreds of different people uh in that uh online forum and uh and then i i work uh i actually have three different sales force instances that i'm using now so i do some work for another local nonprofit and then we run a small nonprofit that uses it so um i've kind of become immersed in it uh every day and um and really it's something that anybody could pick up and dive pretty deep into pretty easily yeah thanks for that and if you listening don't maybe feel as um like you're ever going to be as deep a diver as brian as um techbridge does offer um buckets of support once uh our products are deployed so it may be something where you have a brian and they can do you know 90 of what you need but uh you have had experience and you said oh you know what if we had this report that is a little more challenging or if we had this item running that we don't know how to do then um techbridge actually does buckets of 10 hours used in 15 minute increments where uh you could have us go in and and make that change or that fix for you so um the options there you're not once this goes out you're not one and done with it but you have the ability to keep us involved in helping as needed excellent so we're down to about five minutes here if anybody else from the audience has questions uh please let us know um as we get close to wrap up what is uh the best way to contact or to to follow up for information about um about uh all of the things that we've looked at here today absolutely so at the end of our presentation we have our um email addresses that we're able to feel free to contact any of us um you know ask brian about how he got so skilled um asking me about how to get started with justice server or um what other things techbridge might be able to do for you an example is that um besides justice server techbridge has also started really doing um comprehensive technology assessments within legal service organizations and we've actually been working closely with lsc to sort of make sure that legal service organizations are sort of meeting their standards so if you're lsc funded for example um feel free to reach out to me about you know engaging in one of those assessments or any of the products that you saw earlier today i'm happy to to tell you how we can make those beneficial for legal and then of course if you have more justice server questions rick rose is the man as brian said he can certainly get you down to those minute details and um also engage in another demo just for you to maybe address the things about your program that you would be interested in hearing about so um please feel free to email us at any of the things you see on screen there um with with regards to the kind of um tech assessment and getting organizations up to um where they um need to be especially with regards to security safety case management systems that type of stuff we would be happy to host a future webinar or something else kind of directed at kind of the basics of that um as i know a lot of the organizations that we deal with have very limited in-house tech staff and aren't aware of what kind of pieces they're missing especially beyond the lsc kind of baselines so that is definitely a great resource yeah absolutely one program that we don't end up talking about as much but tech bridge loves to offer it is a cio on-demand program so um exactly addressing what you're talking about um sorry we can go in and not only address your current situation but also give recommendations on where you can be going and that may or may not you know include where justice server fits but um regardless what it does is allow you to have that you know high level executive thinking about not only your current state but your future state um helping with things like writing job descriptions or um planning out your move from an on-site server to the cloud whatever it is and um you get that person you know just for the hour not for the annual salary plus benefits so um that's a program we love to engage with our comprehensive assessment because not only again your current state but you know let's get you set up for the future as well