INDUSTRY: LEGAL
Tags:
How Accelirate’s Automated Crash Report Retrieval Saves a Leading US Legal Firm Over 90% in Time and $41K Annually
117-134
Hours Saved
Per Week
$41,000+
Annual Savings
71%
Production Volume
Fully Automated
Client Overview
The client is a large US legal firm specializing in personal injury law. Their police report team had to manually retrieve crash reports from different portals, such as the Florida Highway Safety and Motor Vehicles (FLHSMV) website, Lexis Nexis and Crashdocs, requiring several individuals across multiple systems.
Key Takeaways
- Error reduction and improved compliance.
- Automation results in scalability to handle peak volumes across 13 states.
- Significant time and annual cost savings in operations.
- Increased employee productivity enabling auditors to focus on higher-value tasks.
The client faced challenges in retrieving crash reports efficiently across multiple portals. The manual process used by the Police Report team was labor-intensive and prone to errors, resulting in increased operational costs and delays. This highly repetitive process involved several complicated steps, such as data entry, payment handling, and document uploads, all of which required careful attention to detail. Each report took approximately 10 minutes to process, necessitating the allocation of substantial FTE resources. Additionally, the variety of portal formats and compliance requirements further complicated the workflow, requiring significant human intervention to ensure accuracy and quality control.
Optimizing Crash Report Retrieval and Management in Salesforce with Intelligent Automation
The client’s Police Report team was struggling with a manual crash report retrieval process, involving multiple portals and systems. This inefficient workflow required constant oversight to ensure data accuracy and compliance. The high volume of weekly reports, combined with strict timelines, made the manual process time-consuming and prone to errors. Additionally, delays in retrieving critical reports created gaps in data availability, impacting case progress and settlements.
To resolve these issues, Accelirate implemented an RPA solution to automate the crash report retrieval and management process. The automated system streamlined data collection, payment handling, and document uploads into Salesforce, delivering a faster, more accurate, and efficient workflow.
01- Automated Portal Logins
Bots were programmed to log in to crash report portals like FLHSMV, Lexis Nexis, and Crashdocs, automatically handling credentials to eliminate the need for manual intervention.
02 - Crash Report Retrieval Automation
The bots automated crash report retrieval by applying search parameters such as report numbers, dates, and other identifiers to ensure accurate and efficient searches across all portals.
03 - Automated Document Storage
Retrieved crash reports were securely stored in designated shared locations, allowing seamless access for processing and integration into Salesforce.
04 - Salesforce Integration for Document Upload
An “Upload Bot” automated the process of attaching crash reports to the appropriate Salesforce records under the relevant case folders, ensuring organized and traceable data.
05 - Handling Delayed Report Availability
Bots monitored portal updates and retried searches for unavailable reports until a defined threshold, ensuring reports were retrieved and processed as soon as they became available.
06 - Robust Error Management
The system featured consistent error handling, generating detailed alerts and reports for any retrieval issues, enabling quick resolution and minimal disruption to operations.
What Was Unique About Our Solution and How It Impacted the Client?
Accelirate’s tailored RPA solution for the client was designed to address the specific challenges of crash report retrieval and management. The solution automated the entire process, from data collection to report uploading, while integrating seamlessly with existing systems like Salesforce and JP Morgan PaymentNet. With the focus on the firm’s unique operational requirements, the solution delivered immediate time and cost savings while improving compliance and scalability. The automation also ensured consistent data accuracy and minimized manual intervention, enabling employees to focus on higher-value tasks. Here’s how their crash report retrieval process was optimized:
01 - Automated Data Collection
The crash report retrieval process began with bots capturing critical input data such as police report number, zip code, matter number, date of incident, and last name directly from Salesforce via Smarter Track. This eliminated the need for manual data entry, improving efficiency and reducing errors.
02 - Crash Report Retrieval Automation
Bots navigated portals like FLHSMV, Lexis Nexis, and Crashdocs, applying search parameters such as report numbers and names to retrieve crash reports. They validated results by cross-checking fields like crash date, location, case number, and reporting agency to ensure accuracy and consistency.
03 - Passcode Handling Automation
Bots generated passcodes by entering the required email address and retrieved passcodes from the inbox, automating what was previously a manual and time-consuming step.
04 - Payment Process Automation
Using JP Morgan PaymentNet, bots automated the generation of single-use credit card numbers, including capturing security details and submitting payments. ReCAPTCHA validations were also handled by the bots, ensuring secure and seamless transactions.
05 - Document Upload to Salesforce
Once reports were retrieved and processed, bots uploaded the crash report PDFs into Salesforce under the correct matter number and folder, ensuring proper categorization and easy traceability for the Police Report team.
06 - Proactive Report Monitoring
For unavailable reports, bots monitored portal updates daily and retried searches within a specified threshold, increasing the likelihood of timely retrieval without manual intervention.
07 - Assisted Manual Uploads
When retry thresholds were reached, business teams manually purchased reports and saved them in shared folders. Bots picked up these reports and uploaded them to Salesforce, minimizing additional workload on the team.
Driving Efficiency and Accuracy in Crash Report Management with Intelligent Automation
The client experienced a remarkable transformation through Accelirate’s customized RPA solution. The automation streamlined their crash report retrieval process, reduced errors, and ensured compliance while improving scalability and operational efficiency. By automating repetitive and time-consuming tasks, the solution enabled the client’s Police Report team to focus on higher-value activities, enhancing both productivity and resource utilization.
This integration of intelligent automation transformed the client’s operations into a scalable, accurate, and compliant system capable of effectively managing the high demands of crash report management. Here are the key results and benefits achieved:
01 - Time Savings
The automation reduced the manual processing time from 10 minutes per crash report to just a few seconds. With 700-800 reports processed weekly saving 117 to 134 hours per week, significantly increasing efficiency.
02 - Cost Savings
Automation saved the client over $41,000 annually in labour costs in Florida alone, with weekly cost reductions ranging from $807 to $920 for processing crash reports.
03 - Accuracy Improvement
By eliminating human intervention in repetitive tasks, the bots significantly reduced the risk of errors, ensuring accurate crash report retrieval and compliance with industry standards.
04 - Scalable Coverage
The solution automated 71% of the client’s crash report volume across 13 US states. The remaining 29% was managed with bot assistance for document uploads, ensuring seamless scalability.
05 - Enhanced Employee Productivity
The Police Report team could focus on higher-value tasks instead of manual work, improving overall productivity and resource utilization.
06 - Operational Efficiency
Automation streamlined end-to-end crash report retrieval and management, reducing repetitive tasks and enabling the team to meet client expectations with ease.
07 - Compliance and Consistency
The automation ensured consistent handling of sensitive data, reducing compliance risks and enhancing the reliability of the crash report process.
08 - Compliance and Consistency
The solution is capable of handling peak volumes and integrating additional portals seamlessly, ensuring adaptability to the client’s evolving needs.
Leverage Advanced Automation Technologies with Accelirate to Achieve Significant ROI Today!
This case study highlights how automation can drive impactful and sustainable improvements in operational workflows, especially in process-intensive industries like legal services. By leveraging the power of Robotic Process Automation and intelligent automation, the firm not only tackled the immediate challenges of crash report retrieval but also led to remarkable efficiency and precision, streamlining processes across their 13 states.
Accelirate’s tailored automation solution addressed the firm’s unique needs, from seamless portal integration to end-to-end document management. This project stands out for its ability to save time, reduce costs, enhance accuracy, and enable scalability. The result is a more productive workforce, improved compliance, and significant cost savings, empowering the firm to focus on higher-value activities and client satisfaction.
This case study highlights how intelligent automation isn’t just a solution—it opens doors to continuous innovation and operational excellence. Partnering with a trusted Automation partner can enable you to explore the true growth potential of automation in your organization. Connect with us today!
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