Legal RM: SharePoint Case Management


3 Minute Read

SharePoint is an obvious records management solution for law firms and legal departments.  But  an important aspect  of legal RM is case management, which is currently not available using SharePoint... or is it? This post will cover how you can take  further enhance SharePoint capabilities to include case management by pairing it with Collabware CLM. How? Read on to learn more.


Case Management in SharePoint

Collabware offers the only solution available that enhances SharePoint to execute event-based case management:

task_check_icon Fully supports case files as an aggregation of documents and records

task_check_iconBoth 'retention rules' and 'disposition approvals' can be associated to or completed as a case level, avoiding individual document level approvals on large case files

task_check_iconContent can be associated to a case from anywhere in your SharePoint environment, regardless of how the original content is classified, what departments are working on them, or what site or library they are in

task_check_iconBy approving the case disposition, all of the associated documents can also be approved automatically, providing time savings for reviewers

task_check_iconCase files do not have to be co-located within a single container (site, document library, folder, document set):

  • i.e. multiple departments may be working on records within their own SharePoint sites that are part of a larger case file and would be managed as a case file together for records management purposes

task_check_iconFiles can be associated to a case either manually, or through automated content rules

  • i.e. rules can be defined to match any documents with an Employee ID Metadata column to the appropriate case with the same Employee ID


Case Management Examples

Legal case, employee files, project and procurement   are perfect examples of where Collabware CLM's  aggregate features can shine.

Example #1

Below shows a case with associated content from different locations. Most  of the content is from the project team site, but the section highlighted in red shows documents in the Legal Department site are also associated to this case.

Example #2

Below  is a case file disposition. In the shaded area are the cases that are up for disposition review. "Matter 3" has been selected and we can see the multiple documents within the legal matter. The approvers only need to act on the case level.


Setup & Configuration

Administrators can:

task_check_iconDefine case types in the Collabware CLM configuration pages

task_check_iconIdentify the case-related metadata

task_check_iconSpecify how that metadata should be pushed down to document's associated to the case

task_check_iconLink the case type to a site template (if required) and define the default security access for case users.


And those are just a few examples! Would you like to learn more on enhancing capabilities and ensuring legal & regulatory compliance for your firm's records management? Contact us with your questions, or book a demonstration to learn if there is fit in your organization. For more information on Collabware CLM, download our free brochure:


Access CLM Brochure

Want to read more?  Check out our post on SharePoint + Case Management, or e-Discovery 101 for Records Managers!


Tagged: SharePoint, Collabware CLM, Records Management, Discovery, Office 365

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