If history has shown us anything in the legal tech space, it’s that law firms adopt new technology slowly. But what we’re seeing now is a significant shift in how firms think about cloud migration. It’s no longer a question of whether they’ll move to the cloud but when and how they’ll make that transition work for their specific needs.

Understanding the Current Landscape

Let me break this down and give you a bit of context. Elite Technology, one of the major players in legal tech, has placed significant emphasis on cloud adoption. The short version is that firms face more pressure than ever to move their Practice Management Systems (PMS) to the cloud. But here’s the thing: when it comes to templates and document generation, the cloud handles all of this in a much different way than on-premise, especially around distribution.

The Cloud Reality Check

It’s sort of like building a house; you need to understand your foundation before you start construction. In a cloud environment, templates are solely used to create an output, not distribute it. The challenge we’re seeing is that firms often don’t realize this until they’re halfway through their migration. Here’s what actually changes:

• Document generation is virtually the same, but post-generation handling is limited
• The traditional methods of document distribution are a thing of the past
• Integration capabilities are different
• Customization options are more limited

Where Microsoft Power Automate Comes In

This is where things get interesting. Power Automate has become the bridge between cloud limitations and what firms actually need. We’ve found that it can help solve many of the challenges firms face when moving templates to the cloud. Here’s what that looks like in practice:

1. Document Routing

• Create custom workflows for managing document distribution
• Automate file saving to network locations
• Set up conditional routing based on document types
• Providing the capability for document approvals

2. Integration Capabilities

• Connect with on-premise systems
• Enable custom API integrations
• Maintain existing workflow automation

Real Solutions for Real Problems

Here’s a specific example: We recently worked with a firm whose on-premise solution inserts custom images into their invoices post-generation. This isn’t currently supported in the cloud version of their PMS. We developed a solution that leveraged our own custom code and Power Automate to support this in the cloud. Our solution included:

1. Capturing the generated document in Power Automate
2. From there, calling a custom on-premise API to handle the imaging requirement
3. Routing the final document to the right location
4. Maintaining all security and audit requirements

This innovative approach shows how we can work around cloud limitations while still giving firms the functionality they need.

Making the Migration Work

From what we’ve seen working with firms, here’s what makes for a successful template migration to the cloud:

Start with In-Depth Requirements Gathering

• Document your current template formatting and distribution requirements
• Review opportunities for template consolidation
• Identify must-have functionality
• Map out integration requirements
• Understand your document distribution needs

Plan Your Approach

• Focus on primary functionality, with “nice-to-haves” for a later phase
• Start with a pilot group
• Build in sufficient time for testing and refinement
• Plan for user training and adoption

Think About the Future

• Consider scalability requirements
• Build in flexibility where possible
• Keep security and compliance in mind

Common Pitfalls to Watch For

I’ve seen a few patterns emerge in cloud migrations that firms should watch out for:

1. Misunderstanding Cloud Document Generation

• Familiarize yourself with how cloud documents operate
• Be prepared to revisit your traditional distribution paths
• Consider the limitations of data provided to Power Automate from your PMS

2. Integration Challenges

• Identify all integration dependencies
• Test integrations thoroughly
• Plan for PMS API limitations

3. User Adoption

• Provide adequate training on cloud differences
• Communicate changes clearly
• Get user feedback early and often

Making It All Work Together

The reality is that cloud migration is complex, but it’s manageable with the right approach. What we’ve found working with firms is that success comes down to three main things:

1. Understanding how the cloud differs from on-premise
2. Having solutions ready for the expected limitations you’ll encounter
3. Taking a methodical approach to implementation

Looking Ahead

From what we’re seeing in the industry, cloud adoption will only increase. The key is to approach it realistically and have solutions ready for the challenges you’ll face. While templates in the cloud work differently than on-premise, we’ve found ways to maintain all the critical functionality firms need through the creative use of modern tools like Power Automate.

Remember, the goal isn’t just to move to the cloud; it’s to ensure that your template system continues to effectively serve your firm’s needs in a cloud environment. Proper planning and the right technical solutions can make that a reality.

Take the Next Step in Optimizing Your Template Strategy

Is your firm’s template system supporting efficiency and revenue growth or holding you back?

Start by:

1. Assessing your current template environment and identifying key pain points
2. Documenting requirements across offices and practice areas
3. Reviewing billing processes and efficiency metrics
4. Evaluating cloud readiness for your template system
5. Conducting a pilot program to test modern solutions

Why Work With Us?

• The world’s largest and most experienced 3E Templates consulting team
• Industry-leading DocuDraft implementation expertise
• Decades of combined template development experience
• Proven success with firms of all sizes

Let’s discuss how we can help turn templates into a strategic advantage, whether you’re using 3E or Aderant.

Contact us or start the conversation with Greg:

Greg MacInnis
Director, Sales & Business Development
Email: [email protected]
Phone: 1 (506) 889-0351