Task guide
File reviews
Each period the system draws a sample of every fee earner's matters for review by a partner or compliance against the firm's checklist, scores each file, sets follow-ups and actions, and shows each fee earner's trend.
The sample
Each File review period (quarterly as shipped) the system draws Files reviewed per fee earner (two) of each fee earner's matters active in the period, at random, leaving out matters reviewed in the current or the two periods before. A matter shared by two fee earners is reviewed once. Each review gets a reviewer who holds the review key, is never the matter's fee earner or responsible partner, is not walled from it, and has the fewest open reviews.
The draw runs every day, so a joiner is taken in during the period. Draw the sample under Compliance, People, File reviews runs it at once. Add file adds a matter beside the sample with the reason; on a review, Swap the matter puts another of the fee earner's matters in its place and Change the reviewer gives it to somebody else, each with the reason.
The checklist
Settings, Work management, File review checklists keeps one checklist per matter type or practice area and a default for every other matter. The default ships with the engagement letter, KYC, the conflict check, deadlines, client money, bills, file notes and undertakings, for the firm to change. A review keeps the points it was drawn with.
Review the file
On the review's page each point is Passed, Failed or Does not apply, with a note; a failed point needs one. Save answers keeps the work; Complete asks for the summary and scores the file: points passed over points that apply. At or above Satisfactory from (percent) (85) it is satisfactory, at or above Needs improvement from (percent) (60) it needs improvement, and below that it is unsatisfactory, which sets a follow-up review of the same file due in Follow-up review (days) (30).
Actions
A finding becomes an action with Add an action: what is to be done, who does it and when. The owner is told, reminded once it is overdue, and marks it done with a note. Compliance, People, File reviews, Actions lists them all; your own are under My standing.
Who sees what
A fee earner reads the reviews of their own files under My standing; the reviewer reads theirs; partners and compliance read them all. Each fee earner's trend over the year is on their File reviews tab in People, and the firm's under Compliance, People, File reviews, Trend.
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