1C-Bitrix has built a digital lawyer's workplace for VkusVilla

2025: Lawyer's Digital Workplace

1C-Bitrix in March 2025 shared with TAdviser the results of a project to create a digital lawyer's workplace for VkusVill (a brand of natural products).

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Фото: "1C-Bitrix"

As reported, the unique management model - Beyond Taylor - helped to grow to such a scale of VkusVill. Its other name, reflecting the essence of the approach, is clientocracy. This is a structure in which employees work not to maintain management and achieve KPIs for the sake of the KPIs themselves, but to requests from an external client or an internal customer.

One of the basic principles of clientocracy is the desire to quickly launch a large number of experiments in order to eventually offer the client/customer the most suitable of the possible. Therefore, employees of the company are always looking for solutions to optimize their processes.

For example, the legal department once decided that working in signs and mail is already inconvenient - the amount of work increases and it becomes difficult to control the situation, the timing and quality of work. You need to find a platform where you can automate your processes. So began the history of the introduction of Bitrix24.

We just checked into Bitrix24 and tested it for a month. told about the start of the project employees of the legal department for retail management of VkusVill

It was necessary to understand whether it would be possible to automate the processes of contractual relations, litigation, inspections of government agencies, administrative proceedings and other legal functions on the platform. The task pool is huge, and I wanted to connect one platform so as not to burst into a bunch of different services.

The ability to "take a walk" on Bitrix24, independently get acquainted with the variety of tools and click on the buttons in the sections led the VkusVill employees to the conclusion that you can work here and you need to look for a partner to configure the platform.

We found an integrator CONSULT info, who got acquainted with the request and proposed to create a full-fledged digital workplace for a lawyer in Bitriks24, which will accommodate all processes.

The project resembled an adventure full of mysteries and unexpected twists. For those who were not lawyers, trying to understand all the stages that the contract or any other document went through became a real test. The process looked like a confusing maze with many levels, where a new instance was waiting around each corner, requiring its attention. It seemed that the documents were playing their own game, creating many stages at which information was to be pulled up from different parts of the information world. It was like trying to put together a puzzle where every piece is a small but important element of a big picture. And every time we thought that victory was close, another information block appeared that had to be solved! It was like a quest where every new step opened up uncharted horizons for us. Fortunately, consultants came to the rescue, as well as training materials on the Bitrix24 website and on the Internet - we literally immersed ourselves in them to speak the same language with the integrator and clearly explain our desires. VkusVill

The legal department is part of the structure that provides services to other departments, as an internal customer. It turns out such a law firm within the company. To work effectively, this company needs to adequately distribute incoming tasks among lawyers and bring the processes to the desired result in a shorter time.

In the context of modern business, the company needs not only to respond quickly to changes, but also to effectively manage internal processes. Our company lacks traditional reporting forms, making the collection of data and workflow statistics particularly important. This allows you to analyze the situation in a timely manner and make informed decisions. The ability to upload different types of data to Bitrix24 helps to quickly and easily translate the results of work into clear numbers, demonstrating the effectiveness of lawyers. This, in turn, makes it possible to reasonably justify, for example, the need to increase resources or optimize any processes. This approach allows the company to be flexible and challenge-ready, enabling sustainable development and growth. VkusVill

The company's lawyer's digital workplace includes task automation, which optimizes the execution of routine operations. Employees can not only monitor their projects, but also receive data analytics about the work of the department. This allows not only to increase personal efficiency, but also provides a deeper understanding of the overall picture of the department's work. This approach contributes to timely decision-making and improved workflows in general.

Each legal process has standardized stages, they are initially present in the system, so a lawyer will not be able to accidentally miss something. About 15 legal processes have been implemented on the platform and task templates have been developed for each with the stages of their implementation to the final result.

When a lawyer receives an incoming appeal, he starts a task in Bitriks24: creates a card, makes a detailed description, sets a deadline, adds a leader to observers, etc. Then the task moves through the execution stages until it is completed.

For example, the process of complaint work. The user enters this section and sees that this direction in the interface is divided into two blocks: operation (everything related to retail outlets) and the second block for the rest of the claim work. There are many operational complaints, so these tasks are grouped in a separate block:

If you open any operation task, you can see all the information: which lawyer is conducting this process, who is the sender of the claim and what is its essence, when the process began and when it was or will be completed. The entire chronology of events on the work of a lawyer is reflected in the task card.

Another example: work on inspections of state bodies. Such a check can have serious consequences, so it is taken over by the legal department from the very beginning. Information on the entire cycle of life of the audit is conveniently organized, and includes: general information about the inspection, administrative proceedings, judicial proceedings and appeals against the judicial act, enforcement proceedings - if any.

If the manager opens a case at the cassation stage, he can trace the entire history of the case both in the first instance and in the appeal (second instance), and receive full information about the beginning and completion of the legal case.

Every day, custom refinement provides the legal department of retail management with a valuable summary of its activities. This eliminates the need for the team to spend time searching for specific tasks completed by individual lawyers in a day. The information on the dashboard is neatly structured by the company's areas of activity, within which legal processes are conducted.

If the Leader (manager) has questions about any task, the system allows you to go from the data summary to the task card and receive detailed information about the progress of work. This approach not only saves time, but also ensures transparency and efficiency in managing legal processes.

The created standardized system of setting and processing tasks by lawyers in Bitrix24 helps to see a picture of all the processes of the work of the legal department in one window. This allows the Leader to competently manage resources, transfer the pool of work of one lawyer to another without loss, if you need to replace the employee for some reason.

Previously, work organized through tables created a feeling of a constant aural caused by a lack of consistency and transparency of processes. However, with the introduction of Bitrix24, the situation has changed dramatically. The system not only made it possible to optimize work processes, but also provided an opportunity to accurately assess the load on lawyers. We can now reasonably analyze the data and make decisions about the real need to expand the staff. This ensures that all tasks are completed on time, and workflow management is more efficient. VkusVill

As a result, we managed to achieve the following:

• There was a clear understanding of the workload of each lawyer - the processes became 100% transparent;
• The quality of employees' work was optimized;
• The collection of data on the results of the department has become more efficient - time has decreased by an average of 2 times;
• We were able to enter metrics on the time of processing legal appeals and now they are successfully observed.

Previously, in the context of a significant amount of work, tracking the timing of tasks was a serious difficulty. However, with the introduction of Bitrix24, the situation has changed dramatically. The system now allows you to effectively track all processes and ensure the optimal level of compliance with deadlines. VkusVill

The employees of the legal department do not stop there. For March 2025, they are working on improving the system for uploading a wide range of data. The immediate plans also include expanding the use of the platform in other departments of the company.