Gravis created a web-based form that automatically generates an approved engagement letter to be sent to the client for signature (the Engagement Letter Tool / the “ELT”). The ELT allows the user to customize certain elements of the engagement letter (e.g., billing type, scope of engagement, etc.) while automatically including required information applicable to all engagement letters. The goal was to create an ‘uncomplicated’ experience for Gravis’ attorneys/legal support staff as well as the client.

1. Access the ELT from the Company Bookmarks.
   
1. 
   
2. There are four steps to complete: (1) Case Information; (2) Representing Attorney; (3) Client; and (4) Engagement Letter Options. Each step requires you to enter certain information and/or make default selections.
   
3. Case Information
1. Clever Case Matter ID: Enter the Clever Case Matter ID number
2. Practice Area: Select Family Law, SSD, Estate Planning, or Other (everything except Family Law, SSD, or Estate Planning)
4. Click 
5. Representing Attorney: Click the icon to the right of the “Attorney” field which pulls up a list of all attorneys. Once you select the attorney by clicking on the name, the fields will automatically populate with that attorney’s default information. The information can also be manually updated in the fields --- e.g. if you want to adjust your hourly billing rate for this specific matter.
6. Click 
7. Client: Click the “Add Client” icon  and enter the relevant information. Click the “Confirm” icon , or click the “Confirm and add next…” icon  if there is more than one client.
8. Click 
9. Engagement Letter Options
1. Legal Insurance: select whether there is a legal insurance plan, if so, indicate which one.
2. Format: select whether you want a letter or memo format.
   
3. Scope of Representation: enter the detailed scope of the representation.
4. Tax Advice: select “yes” or “no” as applicable
5. Issues Expressly Excluded from the Scope of Representation: describe any specific issue(s) that are expressly excluded from the scope of the representation, if any.
6. Fee Type: select Hourly, Flat Fee, or Contingency.
7. Additional Billing/Fee Agreement: if applicable, select (1) Hyperlink for Client to Make Payment through LawPay, (2) Advanced Fee Payment, (3) Retainer Agreement, (4) Trial/Mediation Retainer, (5) Third Party Payor, and/or (6) Recurring Payment Form.
8. Click “Assemble” .
9. Click the document link to download the Engagement Letter. The Engagement Letter opens in Microsoft Word and you can confirm the accuracy of the information. If an option was selected and the user did not input all necessary information, the missing field will be highlighted in yellow and can be manually corrected before finalizing the document and sending to the client for signature.