Contact person: Business Client

Phone:Show

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Location: henderson, United States

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"I need an end-to-end workflow that takes every traffic citation that comes through my office—speeding tickets, red-light violations, and more serious criminal matters like reckless driving or DUI—and moves it from initial intake all the way to closed file without anyone having to chase deadlines manually.

Scope of the automation - Revised to include client facing website where clients may enter their information in and submit their traffic citation [login to view URL] addition, I receive traffic citations from multiple sources.

The citations received typically include copies of traffic citations of various quality from poor quality to very good quality. OCR of documents will be required and the final product will need to filter out poor quality citations for closer review/inspection.

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• Court filing preparation & e-filing: auto-populate templates, generate PDFs, and submit them through the email to the court..
• Motion preparation & filing: same automated document generation and e-filing for motions that arise during the case.
• Citation tracking: update status fields as dispositions, continuances, or fines are recorded so we always know where each matter stands.
• Completion alerts & archiving: once the citation is resolved, notify the responsible attorney, mark the file closed, and archive all documents in our DMS.

Entities involved
The workflow only needs to communicate with the courts and our internal law-firm staff; no driver or police interaction is required.

Core Tech Stack:

Document Generation: Docupilot;

Workflow automation Pabbly Connnect

Data Input & Tracking; Airtable:
Track citation data by full name, citation date, court, criminal or civil infraction, statute, court date.

File Storage: Zoho Work Drive

Notifications Zoho mail

Deliverables
1. A fully functioning automated workflow (RPA script, no-code tool stack, or custom code—whatever you prefer) deployed in our test environment.
2. Client facing website that allows potential clients to submit a traffic citation manually.
3. An interface that allows staff to manual enter traffic citations to be added to workflow.
4. Configuration guide and concise user manual so staff can maintain or tweak the process.
5. One live walk-through showing the workflow take a citation from intake to archive.
6. Traffic citation quality varies considerably from poor to excellent. OCR will be required to extract data from citations. Poor quality citation data will need to be subject to additional review and inspect by law firm staff.
7. Automated workflow should be fully operational and continuously running 24/7.
I’ll provide sample citation data, court portal credentials, and our current document templates. Show me a quick outline of how you plan to wire everything together, and we can get started right away.
8. Traffic citations workflow will vary depending on court and citation type: civil infraction vs. criminal as indicated on the attached diagram.


1. Does the court portal support API access or only web-based interaction (e.g., scraping or RPA)?
Disregard this requirement.
2. How are new citations currently received—manually entered or imported from a source?
I receive citations from multiple sources currently so they are manually entered. I am looking for an interface that permits me to manually enter citation data and submit that information to the automated workflow.

Citations submitted by clients from the website included in the scope of work will also be directly submitted into the automated workflow.

3. Should hearing reminders be sent by email only, or also via calendar invites? Email only is acceptable.

4. Will each citation have a unique ID or case number for tracking across tools? Yes.

5. Are motion templates dynamic (based on case type) or standardized across all matters?
Dynamic


1. Does the court portal support API access, or will we need to use browser automation (RPA)? Disregard this requirement.
2. Should hearing dates sync to a shared calendar (e.g., Google or Outlook), or remain inside Airtable?
Shared between airtable and google calendar.
3. Do motions follow a standard template or vary by case type? Vary by case type.

4. Should the system auto-assign staff based on citation type or allow manual assignment? manual assignment." (client-provided description)