Use case · Legal
Five people are waiting for the same information, and none of them has it
An office of four notaries handles around 1,100 files a year, 600 of them property sales. Each sale brings together a seller, a buyer, two agents and a bank — five parties who all call the same clerk to ask where the file stands, and get five approximate answers.
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The starting point
The delay is not legal, it is logistical
A sale rarely waits on the law. It waits on a bank statement, a certificate, a planning document, a reply from a managing agent. The clerk knows which document is missing; they still know the following week, because there was no time to chase. Three weeks pass on a request that takes two minutes to write.
- Document chasing done by hand, when time allows
- Five parties calling for the same information
- No average turnaround measured, so no promise worth making
- Signature appointments arranged by phone, across five diaries
What gets deployed
Chase without thinking about it, inform without picking up
- 01
The file knows its documents
A type of deed carries the list of expected documents and who must provide them. When the file opens, each party receives their own list — not the others'.
- 02
Chasing goes out without a decision
Document not received by D+7, a reminder. At D+14, a reminder copied to the clerk. At D+21, an alert. The document that used to block for three weeks blocks for one.
- 03
All five parties follow the same thread
Each step reached triggers an update to whoever you decide. The agent knows the loan is approved without calling; the buyer knows the council has replied. Progress-check calls collapse because they have no object.
- 04
The signature books online
The notary's real slots, chosen by the parties, with a reminder the day before. The eight calls to find a Tuesday morning disappear.
What it moves
What the setup targets
- 3 wks → 1 wk
- average wait on a missing document
- 5
- parties informed without a call
- 0
- document chased by hand
- 1
- average turnaround, finally measured
Go further
The building blocks used
Custom objects
Your business applications, with no development: properties, case files, contracts, with segments and automations.
DiscoverWeb forms
Forms on your site that feed directly into the CRM.
DiscoverAutomation workflows
A trigger, conditions, actions — across every hub at once.
DiscoverBooking page
Your availability bookable online, in your colors, on your domain.
DiscoverDocuments & AI document management
Online PDF editor and AI enrichment: OCR, summary, filing.
DiscoverFAQ
Frequently asked questions
Do the parties see the file?
They see what you decide to show them, party by party: progress, the documents they must provide, the signature date. Never the others' documents, never the substance.
Do you replace our drafting software?
No. Drafting, taxation, formalities and office accounting stay with your specialist publisher. We take collection, updates and appointments, and the two talk through the API.
How is data retention handled?
Periods are configurable per type of data, and purging is automatic. Retention obligations specific to the profession remain yours to define; the tool applies them.
How do we know which document is missing, and who to ask?
Each file is a custom object with its parties and its expected documents. What is missing shows on the file, and the reminder goes to the right person — seller, buyer, bank, managing agent — without anyone keeping the list.
Do all five parties get the same information?
No, and that is the point: each receives what concerns them, in their own channel. The sale that lost three weeks was waiting on a document nobody had asked for, because nobody knew whose it was.
Another question? Write to us — a human will answer.
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Comparisons
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