In-house Legal Use Cases

Request For Information (RFI)

Save time on receiving and processing RFIs to focus on higher value work

The Challenges

Manual contract generation of critical documents like contracts, letters and reports, can become a bottleneck for progressing business deals. Document templates can be time-consuming to find and outdated – one that doesn’t accurately reflect the current position of the business or is not on brand. Business users will often turn to emails and phone calls to get a ‘quick response’ from the legal team. The legal team responds, but with the same questions each time: “Who is requesting this?”, “What is the purpose?”. Considering the hundreds of documents requested from the legal team, we realise the number of repetitive and tedious hours spent each year when higher impact work should be prioritised instead. Furthermore, after stakeholders have signed the completed document, finalised contracts may not be centralised in a single repository.

How Checkbox Solves Request For Information

Challenges How does Checkbox address it?

The triaging between eligible and ineligible requests is manual and can be a time-drain for the team. 

Checkbox’s no code platform uses complex rules and decision-tree logic to empower external parties to self-qualify their eligibility to request for information, without requiring the legal team’s input. 

The manual collection of information to process the RFI is time-consuming, often consisting of back-and-forth email chains and ad-hoc phone calls. 

Checkbox’s smart, dynamic forms provide a great user experience when capturing information from external parties whilst also creating a centralized place to collect and store information for future reference. 

RFIs are sent to business users of different teams where employees are unsure of who to receive approval from and what the procedure is to process the RFI. 

Automatically prioritize and determine the risk weighting of the RFI and use workflow automation to ensure the correct approver is assigned to review the request. 

The legal team has little visibility over what information is shared, exposing the business to unnecessary risk of data and privacy breaches.

All RFIs are recorded with full audit trails, and insights can be drawn over time, if relevant, with the Checkbox dashboard. Further, any uploaded data or files can be sent to store in other data repository systems, such as SharePoint, Google Drive or iManage. Alternatively, hyperlinked URLs can be accessed from Checkbox audit trails and notifications.

Key Features

Benefits

  • Improve Compliance

    Standardizing the process and centralizing all decisions made ensures the process is being followed with clear audit trails.

  • Allow the Legal Team to Focus on High Value Tasks

    Automatically triage ineligible RFIs and only spend time reviewing relevant requests that already have all the relevant information required to make an approval decision. Automatically send reminders to approvers who have not reviewed the request yet.

  • Improve Maintainability

    Through the no-code App builder, the solution can be easily built and modified for any policy change, without requiring the help of IT.

  • Oversee All Requests and the Information Shared

    Track the RFI across the approval stages through the Checkbox dashboard and gain visibility over the type of requests made, and information shared to external parties.

Integrations

How Does Checkbox Automate This?

1. External parties can initiate a Request for Information

A URL can be embedded on your company website or portal for users to intiate a request.

2. Automatically triage ineligible RFIs to only see requests that need to be actioned

Leverage complex decision-tree logic, built by drag-and-drop, that works effortlessly in the background to determine the eligibility of the RFI.

3. Automatically assess the level of risk of the RFI and notify the correct approver for review

Based on the type of RFI, approval level can be escalated to a more senior member of staff for their review before the information is shared. 

4. Upon approval and sharing of information, Checkbox can automatically send uploaded data or files to other third-party systems.

Centralize the information provided and decisions made in existing tools.

5. Track the end-to-end RFI process through the Checkbox dashboard

The real-time status of the RFI and any data or files uploaded can be viewed in a centralized place for auditing or analysis purposes. 

Get started with your digital transformation journey

See how Checkbox fits in with your organization by contacting us and requesting a free demo