Smarter Week

AI and automation by role

How Paralegals / legal operations can use AI and automation

Below are 14 common tasks for Paralegals / legal operations, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Paralegal, Legal Assistant, Legal Operations Specialist, Legal Ops Manager, Corporate Paralegal, Legal Secretary

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, every day

Track where every contract is in review and signing

Software featureBest fix

Track contracts through a CLM workflow with a live status view

A contract lifecycle tool shows each contract's stage, owner and what it is waiting on, so status questions answer themselves.

Typically saves about 55% of the time8 h to set up
  1. 1Choose a CLM sized for you: Ironclad, DocuSign CLM, Juro, SpotDraft, Concord or Agiloft.
  2. 2Set stages (requested, drafting, negotiating, approvals, signing, signed).
  3. 3Connect it to your CRM so sales can see status on the deal.
  4. 4Share the status dashboard instead of answering "where is my contract?".

Tools: Ironclad · DocuSign CLM · Juro · SpotDraft · Concord · Agiloft

One more way to fix it
Software feature

Put one front door on legal requests

A single intake form or legal queue, with the questions you always ask, replaces requests by email, chat and hallway, and shows what is waiting.

Typically saves about 35% of the time2 h to set up
  1. 1List your request types (NDA, contract review, quick question, dispute).
  2. 2Build an intake form in your CLM (Ironclad, Juro), Jira Service Management, a Slack or Teams workflow, or Microsoft Forms.
  3. 3Ask for the basics up front: counterparty, value, deadline, contract attached.
  4. 4Publish turnaround times by request type.

Tools: Ironclad or Juro intake · Jira Service Management · Slack Workflow Builder or Microsoft Forms · Checkbox or Tonkean

How to automate this task

Task 2 · typically 15 min, every day

Prepare contracts for signature and chase signers

Software featureBest fix

Use e-signature templates with signing order, reminders and auto-filing

DocuSign, Adobe Acrobat Sign and Dropbox Sign can set the signing order, remind signers automatically and file the signed copy where it belongs.

Typically saves about 60% of the time1 h to set up
  1. 1Save templates with signature fields placed for your standard contracts.
  2. 2Set signing order and automatic reminders every two days.
  3. 3Connect it to SharePoint, Google Drive, your CLM or CRM so signed copies file themselves.
  4. 4Check signers have authority; keep a signing authority list.

Tools: DocuSign · Adobe Acrobat Sign · Dropbox Sign

How to automate this task

Task 3 · typically 20 min, every day

Find signed contracts and specific clauses

Software featureBest fix

Put signed contracts in a repository that reads them for you

AI contract repositories pull out parties, dates, renewal terms and key clauses so you can search "which contracts auto-renew in Q1?" instead of opening PDFs.

Typically saves about 60% of the time8 h to set up
  1. 1Gather signed contracts into one place.
  2. 2Load them into DocuSign Navigator, Ironclad, Juro, SpotDraft, Concord or Workday Contract Intelligence (formerly Evisort).
  3. 3Check the extracted data for your top 50 contracts.
  4. 4If you have none of these, ask Microsoft Copilot or Gemini over a single contracts folder.

Tools: DocuSign Navigator · Ironclad · Juro · SpotDraft · Workday Contract Intelligence · Microsoft Copilot

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 4 · typically 60 min, a few times a week

Draft contracts and amendments from templates

Software featureBest fix

Generate contracts from a questionnaire in your CLM

Ironclad, DocuSign CLM, Juro, Agiloft, Icertis and similar tools build the draft from a few answers (party, term, price, options), so the right clauses go in every time.

Typically saves about 55% of the time8 h to set up
  1. 1Pick your three highest-volume contract types.
  2. 2Turn each into a template with conditional clauses in your CLM.
  3. 3Let sales or procurement fill in the questionnaire themselves.
  4. 4Route only non-standard requests to legal.

Tools: Ironclad · DocuSign CLM · Juro · Agiloft · Icertis · Conga

One more way to fix it
AI

Have AI draft the amendment or side letter from the deal terms

Give AI the original clause, the agreed change and your template; it drafts the amendment for you to review.

Typically saves about 45% of the time5 min to set up
  1. 1Use an AI tool approved for confidential documents.
  2. 2Paste the relevant original clauses, the agreed changes and your amendment template.
  3. 3Use the prompt below.
  4. 4Review definitions and cross-references carefully before sending.
Prompt to copy
Draft an amendment to the [AGREEMENT NAME] dated [DATE] between [PARTY A] and [PARTY B], using our template below. Agreed changes: [LIST]. Original clauses affected: [PASTE]. Keep defined terms consistent with the original, update cross-references, and add a standard "all other terms remain in effect" clause. Mark anything ambiguous with [CHECK].

Template:
[PASTE]

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data) · Spellbook · Copilot in Word

How to automate this task

Task 5 · typically 90 min, once a month

Keep board consents, minutes and entity records up to date

Software featureBest fix

Keep entity records and board consents in an entity management tool

Entity tools track officers, filings, registered agents and consents, and remind you of annual reports, so records stay current without a spreadsheet hunt.

Typically saves about 40% of the time6 h to set up
  1. 1List every entity with officers, directors, registered agent and filing dates.
  2. 2Load into Diligent Entities, Athennian, CSC, or your cap table tool (Carta) for smaller companies.
  3. 3Turn on filing deadline reminders.
  4. 4Use e-signature for written consents and file them automatically.

Tools: Diligent Entities · Athennian · CSC · Carta · DocuSign

One more way to fix it
AI

Have AI draft board consents and resolutions from your templates

Give AI the action being approved and a past consent; it drafts the resolution language for counsel to check.

Typically saves about 45% of the time5 min to set up
  1. 1Use an AI tool approved for confidential documents.
  2. 2Paste a past consent of the same type and the facts of the new action.
  3. 3Use the prompt below.
  4. 4Check entity names, dates and authority against your records.
Prompt to copy
Draft a unanimous written consent of the [BOARD OF DIRECTORS / MANAGERS] of [ENTITY NAME], a [STATE] [ENTITY TYPE], approving: [ACTION AND KEY TERMS]. Follow the format of the example below. Include recitals, resolutions, and general authorizing resolutions. Mark anything you are unsure of with [CHECK].

Example:
[PASTE]

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

How to automate this task

Task 6 · typically 30 min, once a week

Track contract renewals, notice dates and obligations

AutomationBest fix

Get automatic alerts before renewal and notice dates

Reminders 90, 60 and 30 days before each notice date go to the contract owner, so nothing auto-renews by accident.

Typically saves about 60% of the time2 h to set up
  1. 1Get renewal and notice dates into one place (your CLM, or a tracker with an owner per contract).
  2. 2Turn on CLM reminders, or build a Power Automate, Zapier or Make flow from the tracker to email, Teams or Slack.
  3. 3Send alerts to the business owner and copy procurement or legal.
  4. 4Review upcoming renewals monthly.

Tools: CLM reminders · Power Automate, Zapier or Make · Microsoft Lists or Smartsheet

One more way to fix it
Software feature

Put signed contracts in a repository that reads them for you

AI contract repositories pull out parties, dates, renewal terms and key clauses so you can search "which contracts auto-renew in Q1?" instead of opening PDFs.

Typically saves about 60% of the time8 h to set up
  1. 1Gather signed contracts into one place.
  2. 2Load them into DocuSign Navigator, Ironclad, Juro, SpotDraft, Concord or Workday Contract Intelligence (formerly Evisort).
  3. 3Check the extracted data for your top 50 contracts.
  4. 4If you have none of these, ask Microsoft Copilot or Gemini over a single contracts folder.

Tools: DocuSign Navigator · Ironclad · Juro · SpotDraft · Workday Contract Intelligence · Microsoft Copilot

How to automate this task

Task 7 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 9 · typically 30 min, every day

Review NDAs and other standard agreements

Process fixBest fix

Let the business send the standard NDA themselves

A pre-approved NDA the business can send through e-signature without legal means you only see the ones where the other side wants changes.

Typically saves about 60% of the time2 h to set up
  1. 1Approve one mutual NDA template (and a one-way version if needed).
  2. 2Set it up as a self-serve template in DocuSign, Ironclad, Juro or your CLM with fixed text and fill-in fields.
  3. 3Publish clear rules: send as-is; any change comes to legal.
  4. 4Use AI first-pass review for counterparty paper.

Tools: DocuSign templates · Ironclad · Juro · SpotDraft

One more way to fix it
AI

Have AI do a first pass against your playbook, then a lawyer decides

Contract AI (Spellbook, LegalOn, Ironclad AI, Harvey, Legora, Copilot in Word) flags clauses that differ from your positions and suggests redlines. A qualified reviewer accepts or rejects every change; use only tools approved for confidential documents.

Typically saves about 40% of the time2 h to set up
  1. 1Write your playbook: for the 10 to 15 clauses that matter, your standard position, acceptable fallback and walk-away.
  2. 2Use a contract AI tool or an enterprise AI account your company has approved for client and counterparty data.
  3. 3Run the contract with the prompt below (or load the playbook into the tool).
  4. 4Review every flag and suggested redline yourself; do not send AI redlines unread.
  5. 5Add new positions to the playbook as you negotiate.
Prompt to copy
You are assisting an in-house lawyer. Review the attached [CONTRACT TYPE] from the perspective of [OUR COMPANY] as [CUSTOMER / VENDOR]. Compare it against our playbook below. For each clause that differs, give: clause reference, what it says, our position, risk level (high/medium/low), and a suggested redline in tracked-change style. Then list any missing clauses we normally require. Do not give a final recommendation to sign; quote the contract exactly.

Playbook:
[PASTE POSITIONS]

Tools: Spellbook · LegalOn · Ironclad AI · Harvey · Legora · Microsoft Copilot in Word · Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

How to automate this task

Task 10 · typically 60 min, once a month

Review outside counsel invoices and legal spend

Software featureBest fix

Have outside counsel bill through an e-billing tool that checks your guidelines

Legal e-billing tools check invoices against your billing guidelines (block billing, rates, staffing) and flag problems, so you review exceptions instead of every line.

Typically saves about 50% of the time4 h to set up
  1. 1Write or update your outside counsel billing guidelines.
  2. 2Set up Brightflag, SimpleLegal, Onit or Mitratech TeamConnect, and require firms to submit through it.
  3. 3Turn on automatic guideline checks and budget alerts by matter.
  4. 4Review flagged lines and monthly spend by firm.

Tools: Brightflag · SimpleLegal · Onit · Mitratech TeamConnect

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 11 · typically 20 min, a few times a week

Compare versions to see what the other side changed

Software featureBest fix

Run a proper compare instead of reading for changes

Word Compare, Litera Compare or Draftable show every change between versions, including ones the other side did not mark.

Typically saves about 60% of the time10 min to set up
  1. 1Always compare the returned draft against your last sent version, not the one they marked up.
  2. 2Use Word Review > Compare, Litera Compare or Draftable.
  3. 3Ask AI to summarize the substantive changes from the compare if it is long.

Tools: Microsoft Word Compare · Litera Compare · Draftable

One more way to fix it
AI

Have AI do a first pass against your playbook, then a lawyer decides

Contract AI (Spellbook, LegalOn, Ironclad AI, Harvey, Legora, Copilot in Word) flags clauses that differ from your positions and suggests redlines. A qualified reviewer accepts or rejects every change; use only tools approved for confidential documents.

Typically saves about 40% of the time2 h to set up
  1. 1Write your playbook: for the 10 to 15 clauses that matter, your standard position, acceptable fallback and walk-away.
  2. 2Use a contract AI tool or an enterprise AI account your company has approved for client and counterparty data.
  3. 3Run the contract with the prompt below (or load the playbook into the tool).
  4. 4Review every flag and suggested redline yourself; do not send AI redlines unread.
  5. 5Add new positions to the playbook as you negotiate.
Prompt to copy
You are assisting an in-house lawyer. Review the attached [CONTRACT TYPE] from the perspective of [OUR COMPANY] as [CUSTOMER / VENDOR]. Compare it against our playbook below. For each clause that differs, give: clause reference, what it says, our position, risk level (high/medium/low), and a suggested redline in tracked-change style. Then list any missing clauses we normally require. Do not give a final recommendation to sign; quote the contract exactly.

Playbook:
[PASTE POSITIONS]

Tools: Spellbook · LegalOn · Ironclad AI · Harvey · Legora · Microsoft Copilot in Word · Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

How to automate this task

Task 12 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 13 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 14 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you used AI for a first-pass contract review against your own playbook?
Tools like Spellbook, LegalOn or Copilot in Word compare a contract with your standard positions and suggest redlines. A lawyer still reviews and decides every change.
Can the business send your standard NDA without going through legal?
A pre-approved NDA set up as an e-signature template lets anyone send it as-is. Legal only sees it when the other side wants changes.
Can you search signed contracts by renewal date or clause instead of opening PDFs?
AI contract repositories read your signed contracts and pull out parties, dates and key terms, so you can ask "what auto-renews next quarter?".

HourLeak · the 8-minute work audit

Find out which of these cost your team the most

Each person picks their role, taps the tasks they really do and says how long each takes. The free check gives you your own top fixes; the team scan adds up the hours across everyone and turns them into a 30-day plan.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

More roles in Legal, compliance & procurement

In-house counselContract managerCompliance managerProcurement / purchasing specialistAll roles