SmartForms: A practical response to workflow friction in legal services – VSiD
Legal workflows are under constant pressure from increasing volumes, rising compliance expectations, and clients who now expect digital-first interactions as standard. Yet many conveyancing and claims processes still rely on static PDFs, email chains, and manual re-keying of data, introducing delay, inconsistency, and avoidable risk.
VSiD SmartForms address this gap by rethinking how information is captured, analysed, decided upon and moved through a legal workflow.
From static forms to adaptive data capture
Dynamic SmartForms are web-based forms that respond in real time to user input. Rather than presenting every possible question upfront, they use conditional logic to surface only what is relevant, reducing completion time and improving data quality.
For legal teams, this means:
- Fewer incomplete or incorrectly completed forms
- Cleaner data at the point of entry
- Less back-and-forth with clients to clarify missing information
By validating data as it is entered, SmartForms shift quality control to the start of the process, where it has the greatest impact.
Embedding verification into the workflow
Client onboarding and document execution are no longer just administrative steps; they are risk-critical moments. SmartForms can incorporate identity verification, credential checks, and signing within a single guided journey, reducing reliance on disconnected tools or manual checks.
This integrated approach helps firms:
- Verify signatories more consistently
- Maintain a clear audit trail
- Reduce delays between instruction, verification, and execution
The result is a smoother experience for clients and a more defensible process for the firm.
Improving client responsiveness without increasing follow-up
One of the most common bottlenecks in conveyancing and claims work is waiting – waiting for forms to be completed, signed, or returned. SmartForms are designed to be mobile-friendly and accessible on any internet-enabled device, making it easier for clients to engage without technical friction.
Progress tracking and automated reminders reduce the need for manual chasing, while completed forms can be securely finalised as tamper-proof PDFs. This shifts fee earners and support staff away from administrative follow-up and back toward higher-value work.
Data that flows into your systems, not around them
Capturing better data is only useful if it moves efficiently into the systems that teams already rely on. SmartForms can return structured data in formats such as XML or JSON, allowing it to feed directly into PMS, DMS, or case management platforms via APIs or custom integrations.
For legal operations, this means:
- Less duplicate data entry
- Greater consistency across systems
- Improved reporting and visibility
Over time, these efficiencies compound, reducing error rates and freeing up capacity across the firm.
Configurability without compromising control
No two legal processes are identical. SmartForms are designed to be configurable: layouts, validations, conditional logic, and user access can all be tailored to reflect specific workflows and branding requirements.
This flexibility allows firms to standardise how work is done without forcing teams into rigid templates that don’t reflect reality.
Security and compliance as a baseline, not an add-on
In legal services, data security and regulatory compliance are non-negotiable. SmartForms are built with enterprise-grade security features such as encryption, authentication, and audit trails, supporting compliance with regulations including GDPR and other sector-specific requirements.
Importantly, these controls are embedded into the workflow itself, supporting compliance through process design, rather than relying solely on policy.
A broader shift in how legal work is delivered
SmartForms are not just a digital alternative to paper forms. They represent a shift toward more intelligent, connected, and resilient legal workflows, where data is captured once, verified early, and reused confidently across the lifecycle of a matter.
For conveyancers and legal claims firms navigating growing demand and tighter margins, that shift is becoming less of a nice-to-have and more of an operational necessity.
