Minerva updates

Update 23/09/2024

I wanted to let you know that there will be an update to the client portal next Friday 27^th Sept.

After many months of development to enhance the client portal and subsequent testing to the client portal, an update will be applied on the 27^th Sept that will bring improved User Interface/Experience (UI/UX) to your clients when navigating tasks and the general use of portal itself. 

Most of you will not have day-to-day use of the client portal (this is what your clients see/use!) but this update is looking to help their use and in turn will help your delivery of solutions to your clients.

With this in mind, the client portal update brings the following new and updated functionality.

Mark and all the team at Minerva. 

Mark Hemmings | Operations Director
mark.h@lawfirmservices.co.uk

Updates to client portal

• Badges to show the number of outstanding tasks (per case and overall) so that an Icon will appear to show how many tasks remain not completed by Case/Overall to make for easier identification of what remains to be done.
  
  
• If you use the Payment solution any Rejected Payment will now ask the client to retry again or re-attempt with correct details and/or a new card rather than just end the process with no monies taken.
  
  
• The Show/hide completed tasks function is now much more noticeable as a toggle so client can see their whole list of activity.
  
  
• There is an improved UI for clients who wish to see their tasks as a Group where they have multiple matters.
  
  
• There is a Notifications alert (top right – see bell symbol) that updates as and when tasks are received and submitted in similar keeping with other web applications/apps. This gives quicker access and an audit to the clients of what they have done/received.
  
  
• If a client happens to be logged into the client portal when a new Task is submitted, then the system will now auto-refresh without need for a “manual/F5” refresh.
  
  
• The Document/Task Submitted function is more obvious after you have seen a Summary Document and Submitted rather than just Save/Save & Next. Hopefully, this will prove a more intuitive process for clients when completing, reviewing and submitting tasks back to you.
  
  
• The Web application UI is now full page without white space to left and right and renders on a mobile device in an easier way.
  
  
• You can now add a people’s page/URL to your fee earners and this is then displayed on the business card layout when your client clicks Case Worker. You’ll need to add the URL into the User List to make this happen.
  
  
• We have now implemented a Lose Quote routine so that the prospect is prompted for a reason if they choose to Decline your Quote. Please note we cannot enforce an answer as the prospect could just choose to close the browser with no reason given.
  
  
• Each Section of a form is now navigable use the Next/Previous Section buttons. Between each section an autosave of the form data occurs ensuring that a clients input is maintained should they have an outage or wish to return to the form at any time in the future and picking up where they left off!
  
  
• Where you use Milestones as case updates, an improved layout for mobile experience (word wrapping etc) is now supported.

These client portal updates will enhance your use of Minerva further and continue to deliver you and your clients an award winning/market leading solution. If you would like help with this functionality or have a general run through with the team then please do get in touch with me on mark.h@lawfirmservices.co.uk

We will also be speaking to you directly regarding new functionality in the Minerva system to aid cross selling of legal services/using follow up routines in amongst a few other ideas.

We always welcome your feedback so anything you require then please get in touch.

Thanks

Mark and all the team at Minerva.

Mark Hemmings | Operations Director
mark.h@lawfirmservices.co.uk

Update 12/06/2024

I wanted to let you know that there are several new features within our FORMS that can help you maximise clients completing the forms (tasks). 

Additionally, we are concluding a trial for Credas Connect and can outline plans for the switch from the existing Credas Core platform to this new Credas Connect platform.

Mark and all the team at Minerva. 

Mark Hemmings | Operations Director
mark.h@lawfirmservices.co.uk

1. Credas Connect

Our trial for the Credas Connect platform has been with 4 x clients (thank you to these clients) and the feedback in the main is positive.  Once this trial has concluded, we are looking to deploy the new Credas Connect platform across the remainder of the customer base.  We have default settings for the Credas Connect “journey” which will be deployed as follows:-

Additional Datasets

In addition to a search against PEP and Sanctions, there is an option to also search against Adverse Media, Disqualified Directors (“DD”) and Law Enforcement (“LE”).  The default setting will be Adverse Media only. If you would also like DD and LE then please let us know.

Year of Birth matching for PEP, Sanction, Adverse Media

The default setting will be Year of Birth match which means a match will only be returned where the Year of Birth matches and/or the match has no year of birth in the originating dataset.  This will therefore remove false-positives where a year of birth is known but different to that or the person being ID’ed.

Fuzzy v Exact Name searching

You can elect to search against a Fuzzy logic or Exact name. Our default will be Fuzzy.  If you would like an Exact name match, then please let us know.

Ongoing Monitoring

As part of your fee, we are now including an ongoing monitoring service from 1 year starting from when the ID has been performed.  If you would like this extending to 2, 3 more years then please let us know but do note that a fee applies to each subsequent year.  Where a OGM status changes an email alert will be sent to you.

Consideration:-

By Searching against additional databases and/or using Fuzzy logic the number of matches you will return are increased.  Therefore please consider your options carefully.

You will not need training on the Connect platform from an ordering perspective as this remains the same as does the process that your client performs.  The difference to you, is the way in which the PDF results are laid out.  You will also have new processes for managing the refers and the remediation of these items.  Our early adopter group have adapted to the new layout/PDF.

All old ID checks and those that are waiting to be performed are not affected.  They will proceed on the existing Credas Core platform.  The update will apply to anything new from that date/time onwards.

We are also able to announce that our FORMS LIBRARY has been improved and extended to permit the following:-

2. Form Reminders

The auto-reminder system has been available for some time but this was limited to ID, Payments on Account and the Quote.  This feature has now been extended so that all forms can have a reminder attached to it.  The auto-reminders and sent by email and/or SMS.  If you do not use auto-reminders then we would recommend this process and with this added functionality, all clients will receive their reminders.  SMS’s are chargeable if you wish to use this feature but again, a text prompt usually serves as a more effective reminder than just another email.

3. Document Uploaded

We have extended our forms library with a number of forms but a favourite is the Document Upload form.  Not to be confused Document Acknowledge, the Document Upload form will be sent to your client when you require them to upload a specific item.  The reminder could ask for multiple uploads or just the single item, (ie something that was marked as “To Follow” on say a TA6.

4. Client Satisfaction Form

We have an example Client Satisfaction form that is proving to be popular to obtain feedback from your client regarding their case.  The scoring values are also available to you via a dataset so if integrated with Minerva, your integration partner can design a solution to present the scores and %.  This form also has suggestions to the client to “Leave a review on Trust pilot” or “Would you like to join our Marketing Group, if so which categories”, “Would you like to know more about our Will writing services” and of course, links to follow us on Twitter/X, LinkedIn etc.  If you would like to see a copy of this form and how it might work for you then please do let us know.

Next steps

These updates, we hope, will enhance your use of Minerva further.  If you would like to proceed with any of the forms and also introduce reminders (with/out SMS) then please get in touch.  We would also like to hear from you regarding Credas Connect.

Thank you for your time and let’s hope we get to see some sun this summer quite frankly, I don’t need any more rain!

Mark and all the team at Minerva.

Mark Hemmings | Operations Director
mark.h@lawfirmservices.co.uk

Revisions to Law Society TA6 and TA7 

As of 25th March 2024, The Law Society has announced revisions to the TA6 and TA7. 

As you know, Law Firm Services (Minerva) is an official licensee of these forms as part of the Minerva solution.  We have been preparing the new forms for Minerva so the forms can be made available to you and your clients.  The current form is valid until 25th June 2024 after which the new forms must be used. 

Please note this page which explains the forms provided by third-party suppliers:- https://www.lawsociety.org.uk/topics/property/transaction-forms

If you also supply TA forms to your clients not using Minerva, (ie as a PDF or Word document) then these forms will be supplied by your Forms provider (typically Oyez, Laserforms, FormEvo). 

For your digital Minerva versions, we anticipate completing the forms, with all the testing, so that they will be ready for use through Minerva by mid-April.

Many thanks

Mark and all the team at Minerva. 

Mark Hemmings | Operations Director
mark.h@lawfirmservices.co.uk

System Update

We carried out a major update of the portal data structure at the start of April and, whilst that should have gone unnoticed to you all, I hope that there has been an improved performance in terms of data rendering to your systems.

Many factors affect the performance of the system such as your own internet connectivity, are you on WiFi or cabled, number of users at any given time across all of our clients and the processing of thousands of data requests.

With the improved data structure, there should be little “lag” but happy to field queries form you should there be a slow-down – just book a ticket at help@minervaportal.com

This new data structure has enabled us to push updates to the Minerva system for you to use.  Some of these are immediately available and some will require your Customer Account Manager (CAM) to discuss and setup for you.  The enhancements are:-

1. Credas

Credas have designed a new platform “Connect” that eventually will replace the original/current platform “Core”.  We will be speaking with each client to switch you over to the new platform.  The new platform provides for additional warnings and, if you wish, you can opt for Ongoing Monitoring (OGM) for your ID/AML checks. 

An OGM will last for 12 months and will alert you when the original OGM result has a change of status (positively or negatively).  The OGM is carried out every 3 days form the original date – so in effect, your client is rechecked 120 times for the 1^st year.  You can choose whether to extend that period when the anniversary is coming up!

2. Source of Funds questionnaire (SOF)

We have an improved SOF questionnaire that will total up the monies required for the transaction and the sums being received from the various sources.  The balance will then display as Shortfall or Surplus in these colours to highlight the results for you.

The SOF will then suggest the use of Armalytix or for the client to upload their evidenced information as PDF.  Armalytix is active and integrated with Minerva and is proving very well with our clients.  We would recommend that you look to this solution to help automate the process for you and your client.  More information can be found here:- https://www.minervaportal.com/solution/source-of-funds/ but why not grab a 30 mins demonstration with our team and Armalytix.

3. Upfront Buyer Information / Key Material Information = Property Information Questionnaire (PIQ)

The estate agency sector is becoming more aware of the need to provide a PIQ when a property is listed for sale.  As a conveyancer, you can help with this process by sharing the OC1, ID and producing a PIQ.  The PIQ is auto-created with no extra effort from you as this is a form produced using the Sale and TA6 content (not all). 

By using this technology, you can add value to your referrer relationship at NO EXTRA COST or EFFORT to what you already do by using the Minerva portal.  This is an exciting opportunity to drive new business and help estate agents meet their Trading Standards obligations. If you would like more details then please contact us.

4. E-Signatures & SMS

E-signing via Yoti
A reminder that the e-signing solution is available for all and helps you have completed questionnaires signed where there are multiple parties to a transaction and especially important where the parties are not on “speaking terms!”  If you would like to find out more then please contact us at sales@lawfirmservices.co.uk

SMS
SMS’s are now enabled to text an alert that a quotes, ID has been issued together with adhoc texts that can also be sent. If you use the auto-reminder solution, texts can also be sent along with your reminder emails.  Each text attracts a fee of £0.08.  If you would like to find out more then please contact us at sales@lawfirmservices.co.uk

5. Non-Conveyancing Work Types

The portal is being used for non-conveyancing works by several clients and in particular the Family and Private Client teams.  Quotes can be generated for other work types (or they can be uploaded as a PDF!) which then means your clients Accepts a Quote, Complete their Client Questionnaire (followed by ID) and then the questionnaire for that work type.  If you use Pay360, you can also receive monies on account before you start the work. 

By doing so, ALL of your clients for ALL your business are onboarded with :-

• Agreeing your T&Cs
• Agreeing and accepting your fee
• Being correctly ID’d for your COLP/COFA
• Paying you monies on account

The information is accurate and secure – not via email and this makes for consistency in your business operation and a secure./modern way to provide an improved consumer experience.

6. CMS Integrations

We are working hard with all our CMS integrated solutions to make all the features available in the website available through the API.  If you are integrated, then the API will soon be updated to allow SMS/Armalytix to feed into your CMS.

If you are not integrated with your CMS, then why not see if we can help supply an integrated solution with your CMS> We already have solutions for most of the known CMSs but we are always looking to support your goals and have a well documented/functional API to help that work.

7. Dashboards

If you use the Pay360 (Payments on account) option, there is a new Dashboard that helps you see what payments have been processed in a date range – rather than the existing dashboard that was based on when it was 1^st requested.  Take a look at MF03a and try this out.

8. SQL Reporting Services (SSRS)

Did you know that all of the Dashboards are also available by SSRS.  SSRS is a scheduler that will deliver a report to your mailbox as XLS/PDF at a schedule time/interval.  If you wish to receive a report every Saturday at 10am (by example) then why not have that as a fixed process?  If you would like us to schedule a report for you then please get in touch with our help desk.

If you would prefer a self-serve approach together with drillable components then the best route is using the Dashboard functionality in the browser.  Both the SSRS and Dashboards are the same dataset – just graphically different.