CASE STUDY · CUSTOM BUSINESS SOFTWARE
A whole working day. One connected system.
SmartLawyer brings case information, scheduling, and administrative workflows into a more organized digital environment, helping legal teams manage their day-to-day responsibilities.
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THE BUSINESS CHALLENGE
When essential information lives in different places.
The office already had a way of working. The problem was that information lived in separate places, making coordination harder as the workload grew.
Court days needed coordination
Lawyers needed a clear view of their hearings, while the office needed to spot appointments with nobody assigned.
Deadlines needed an owner
Important dates lived in handwritten diaries and individual memory. The team needed a shared way to see what was due and what was overdue.
Records needed to be findable
Different ways of writing court numbers and client names made finding the right case harder during a call.
Shared work needed accountability
Several people worked on the same cases. Changes needed clear ownership and a recoverable record.
WHAT CHANGED
Bringing everyday legal work into one connected workflow.
Instead of forcing the office into a generic task manager, we connected the jobs that already made up a lawyer’s day.
01Daily priorities
Check diaries, messages and colleagues.
A personal today view brings hearings, deadlines and tasks together.
02Case records
Search separate records and inconsistent names.
Search across cases; open one case page for its hearings, deadlines, tasks and notes.
03Hearing coordination
Coordinate assignments across paper lists and chats.
Use a shared calendar, assigned lawyers and printable lists grouped by court.
04Deadlines
Rely on individual diaries and memory.
See upcoming and overdue dates, record completion and turn follow-up into a task.
05Team tasks
Repeat instructions and follow up in group chats.
Assign colleagues, use checklists, comments, templates and in-app notifications.
06Management reporting
Ask around to understand workload and gaps.
Review workload, upcoming hearings, unassigned appointments and late deadlines.
HOW WE WORKED
Built around the office. Improved with the people using it.
- 01
Understand the working day
We worked with the office to map real cases, hearings and responsibilities before shaping the system.
- 02
Start with the essentials
Cases and the court calendar came first. Further workflows were added in response to day-to-day needs.
- 03
Test changes before release
Updates run on a separate test copy before reaching the live system, with a way to roll back releases.
- 04
Stay involved
Hosting, updates and support remain part of the engagement. The office can speak with the people who built the system.
BUILT FOR EVERYDAY RELIANCE
Practical controls behind the working day.
Separate office data
Each office has its own database, keeping records separate between organisations.
Access by responsibility
Permissions can be set per person, including personal or office-wide visibility.
Recoverable mistakes
Deleted items go to a recycle bin, and the server is backed up daily.
Recorded changes
Edits are recorded with who made them and when, helping the team investigate changes.
Controlled updates
Changes are checked in a test environment before release; office-specific database changes are checked before they run.
Continued support
The system continues to evolve with the offices using it, supported by the people who built it.
THE RESULT
A working system that grew beyond the first office.
SmartLawyer now supports four law offices. The workflow spans case records, hearing coordination, deadlines, tasks and reporting, with 7,000+ cases tracked and about 1,000 hearings scheduled each month. The practical outcome is a shared place for the work that previously lived across diaries, spreadsheets and group chats.
SmartLawyer in use
- Law offices using the system
- 4
- Cases tracked
- 7,000+
- Hearings scheduled monthly
- ~1,000
THE CLIENT’S PERSPECTIVE
What I particularly value about working with Stamen Solutions is their ability to understand our needs and turn them into concrete, practical solutions. From the very beginning, they listened carefully to our suggestions and understood how a law office works. The result is SmartLawyer, a system developed together with us that is now an important part of our everyday work.
Jovica Sokolović
Lawyer · Professional oversight of the SmartLawyer project
WHAT THIS MEANS FOR YOUR BUSINESS
Different industry. Familiar operational problems.
Your records may be orders, customers or projects rather than legal cases. The underlying need is similar: one clear view of the work, the next deadline and the person responsible.
- A daily view of priorities for each person.
- Shared records that the team can find and work from.
- Deadlines with clear ownership.
- Tasks and checklists for repeatable processes.
- Reports that expose workload and bottlenecks.
- Appropriate access, recorded changes and recovery options.