Legal Software Integration: Scan Case Files Without Media Breaks

In law firms, scanning briefs, contracts and correspondence is part of daily business. The typical process: scan the document, save it to the desktop, open the correct case in the legal software, import the document and add metadata. This takes 3 to 5 minutes per document — in a firm with 40 incoming briefs per day, that adds up to over 2 hours of pure filing work.

Docuflair Justice eliminates this media break. Documents are scanned at the multifunction printer, the case number is entered on the display and the document lands directly in the electronic case file. No desktop detour, no manual import, no rework.

This article explains the workflow, presents the supported legal software systems and shows the concrete benefits for daily firm operations.

The Problem: Media Break Between Scanner and Case File

Why document filing in law firms is so time-intensive

Scan > Desktop > Legal Software

The classic workflow requires three separate systems: the scanner for digitisation, the file explorer for intermediate storage and the legal software for final filing. Each transition is a media break requiring manual intervention.

Manual Case Number Assignment

In the legal software, the correct case must be opened for each document. This requires entering or searching for the case number — an error-prone process with similar case numbers. Incorrect assignments are often only discovered days later.

Dependency on the Secretariat

In many firms, the secretariat handles scan post-processing. The lawyer hands over the document, the secretariat scans, names and assigns it. This creates a bottleneck: documents pile up, filing lags behind case work and important briefs are not immediately available in the case file.

Practical scenario: An incoming brief must be processed within a deadline. The lawyer hands the document to the secretariat for scanning. By the time the document is scanned, named and imported into the correct case, 20 minutes have passed. Only then can the lawyer digitally access the brief — and the deadline clock is ticking.

The Solution: Scan Directly Into the Electronic Case File

Enter case number at the MFP, scan, done

1. Enter Case Number

On the MFP display, the user enters the case number — via keyboard, search function or by scanning a barcode on the case cover. Docuflair matches the input against the case structure of the legal software and displays the matching case with client name and description.

2. Select Document Type

Optionally, the document type can be selected — such as "Brief", "Correspondence", "Contract" or "Invoice". This classification is passed as metadata to the legal software and enables structured filing within the case.

3. Scan and Transfer

The document is scanned, processed via OCR and transferred directly into the electronic case file. The brief is immediately available in the case — for the lawyer, the assistant and all authorised staff.

Supported Legal Software

Integration with leading systems for lawyers and notaries

Software	Target Group	Integration
RA-MICRO	Lawyers (DE)	Direct case filing, case number search at MFP
ADVOKAT	Lawyers (AT)	Client case file, correspondence assignment
Jurxpert	Lawyers, Notaries	Case structure, document classification
NotarXpert	Notaries	Notarial register, certifications
Paragraph	Lawyers, Notaries	Electronic case file, deadline management

Workflow for the Law Firm

From incoming post to the electronic case file in under 60 seconds

Review incoming post: Incoming briefs are reviewed and sorted by case
Scan at the MFP: Place the stack in the feeder, enter the case number, scan
Automatic assignment: Docuflair transfers the scan directly into the electronic case file
Immediately available: The lawyer finds the brief in their legal software — without waiting

For mixed incoming post (multiple cases in one stack), QR code control can be used: separator sheets with case number QR codes divide the stack, Docuflair reads the codes and assigns each section automatically to the correct case.

Benefit for lawyers: Lawyers can scan documents themselves at the MFP — without the detour via the secretariat. Enter the case number, scan, continue working. The document is in the case in seconds. For time-critical briefs, this is a decisive advantage.

Benefits for Firm Operations

Less filing work, faster access, better traceability

Time Savings

Manual post-processing is eliminated entirely. Documents are in the case immediately after scanning — instead of after 20 minutes of filing work. With 40 documents per day, a firm saves over 2 hours daily.

No Misassignments

The case number is verified against the legal software directly at the MFP. Incorrect assignments are caught before scanning — not days later during case work.

Relief for the Secretariat

The secretariat is freed from pure scan post-processing and can focus on higher-value tasks. Lawyers can scan themselves when needed, without waiting for the secretariat.

GDPR Compliance

Client documents are not temporarily stored on desktops or in intermediate folders. Direct transfer into the protected electronic case file ensures the protection of personal data.

Experience Legal Software Integration Live

See in 15 minutes how briefs travel directly from the scanner into your legal software — with case number assignment at the MFP.

Request Free Demo Discover Docuflair Scan

Frequently Asked Questions

Answers to the most important questions about legal software integration

Which legal software is supported?

Docuflair Justice integrates with RA-MICRO, ADVOKAT, Jurxpert, NotarXpert and Paragraph. Integration uses native interfaces, so documents are transferred directly into the electronic case file of the respective legal software.

How is the case number entered at the MFP?

The case number can be entered manually on the MFP display or found via a search function. Docuflair matches the input against the case structure of the legal software and displays matching results. Alternatively, a barcode or QR code on the case cover can be scanned.

Does the integration also work for notary offices?

Yes. In addition to law firms, Docuflair supports notary offices through integration with NotarXpert and Paragraph. Deeds, certifications and correspondence can be scanned directly into the respective notarial register or case file.