Stop Reacting, Start Orchestrating: Introducing Luna Workflow Management System
For a decade, we’ve been deeply embedded in the legal industry’s content management challenges, witnessing businesses struggle with outdated, clunky, inflexible workflow platforms. That’s why we created Luna Workflow Management System – a revolutionary solution designed to transform how businesses operate, boosting efficiency, simplifying processes, and ultimately, driving better client outcomes.
Luna WMS is a one-stop solution to streamline your workflow no matter what your business needs may be. From step one, client data is securely gathered and integrated into Luna WMS using our Enquiry Designer. Client data can come directly from the client or be gathered by your agents (be they human or AI) using Luna’s guided workflow system to ensure capture of high-quality data. The Luna WMS Workflow Designer can then be used to prompt agents on next steps to progress the matter, or matters can be automated and progressed with minimal human input. From automated document generation, reminder texts and emails, deadline tracking, and system notifications, Luna WMS has been created to meet your needs, maximise your efficiency, and give your clients a seamless experience.
Luna WMS puts the tools in your hands – no coding or developer skills required. The intuitive graphical user interface (GUI) helps you build enquiries and workflows yourself, eliminating the middleman and ensuring your system perfectly reflects your requirements and expertise.
Let‘s Build Your Perfect Workflow.
We offer personalised 1-on-1 setup support and ongoing maintenance contracts to ensure your success. Contact us today for a demo and discover how Luna WMS can transform your business.
Table of Contents
Powerful Features at Your Fingertips
- Seamless Client On-boarding: Simplify manual processes with guided scripts and automated data capture. Luna integrates with Enquiry and Contact Us forms (API), allowing clients to contact you and have their data securely captured, categorised, and stored. Alternatively, your agents can communicate with clients through telephone or live chat, with structured scripts to guide them through the case building process. Once case details are collected, Luna will trigger structured workflows to build a complete case profile.
- Guided Case Progression: Design step-by-step workflows for every case type, ensuring consistent quality and adherence to best practices. Automate tasks, reduce errors, and keep your team focused on high-value work.
- Document Mastery: Utilise our robust document template system and optionally leverage AI to automatically generate new templates based on existing data and client specifics.
- Connected Communication: Integrate with leading e-signature platforms such as Adobe Sign & Dropbox Sign; more platforms (e.g. DocuSign) can be supported on request.
- Rest API Integration: Leverage our API for seamless connectivity with your existing systems.
Security & Control
- Granular Access Control: Define employee roles and permissions with ease, ensuring data security and compliance.
- Multi-Factor Authentication (MFA): Protect your system with 2FA via app, security key, or email.
- Complete Auditability: Every action is logged and auditable, providing full transparency and peace of mind.
- GDPR Compliance: Built-in features for time-based data deletion, anonymization, and client data removal on request – ensuring you meet all regulatory requirements.
Enquiry Designer
Build and design: Quickly prototype matters/enquiries of any nature with a with a dedicated questionnaire builder.
Enforce data consistency
Data consistency: Ensure data is captured as you require by enforcing formatting options.
Ensure critical data is captured from the start
Define required fields: Capture the critical data you need during the signup/evaluation phase and setup required fields to limit progress until capture.
Flexible and taxonomy driven
Deploy new types as required: quickly create new matter types: Efficiently communicate requirements with agents/files handlers and ensure that they capture the data you need to progress further.
Workflow Designer
Our workflow designer enables you to layout the actions required to progress a matter. Workflows breakdown in to phases and with each phase you can define elements such as:
- Task type
- Description
- Alarm/Notifications
These are used by the system to produces reminders/tasks/alerts based on the conditions defined.
Users of the system can use the workflow overview widget as a guide to running a file/matter.
Workflow builder – phase preview
Workflow designer phases are utilised in many areas throughout the system:
- As a guide to running a file.
- As alerts and notifications using the conditional rules from the phase and the current file (and associated meta) states.
Workflow phase preview as view by the file handler
Workflow phases can be viewed by file handlers and serve as a guide on what action to take next, deadlines and other related information.
Workflow phase conditional examples
Each phase from a workflow defines conditional rules that are used to provided indicators such as: alerts, suggestions, notifications, etc. for actions to take next under a file.
These conditions use data from the matter in their calculations; documents use their sent day and expiry rules, contact tasks use dates and file history entries from the file to determine if contact was made.
Flexible document templating
Utilise Luna’s template engine to quickly build a library of template documents; that are used by the system to auto-populate information using template tags.
Limit templates to one of more matter types. Suggest templates to use for a phase under the under the workflow builder.
Build a rich library of template documents and delegate access to required users.
Utilise system defined template tags to quickly build templates; readily accessible from the editor enabling consistent and quick document creation
Supports custom type specific template tags derived from matter/enquiry designer fields.
Inline auto-completion provides quick access to template tags. Build faster and more intuitively.
AI/LLM support powered by the Rhea Generative Framework (OpenAI API compatible)
Template Generator available using the Rhea Generative Framework integration.
It can be used to:
- Generate entirely new document templates with Luna WMS template tags
- Or improve upon and reiterate over existing template content.
The document phase under the workflow builder is used to suggest a template document to be used under a matter once that phase is reached.
From template to enquiry
A example demonstrating template utilisation and the resulting document
Note that the document template, enquiry etc. are comprised of test data, simplified to aid in the demonstration
Creating/editing a document template
Example a template document is limited to three specific types
Updating an enquiry
Viewing and editing a test enquiry we check that core client details are provided
Assigning a template document to the file
Then navigating to the documents section; we add a new document derived from the enquiry type.
Assigning a template document to the file
Find and link the document
Confirming addition
Confirm the new document addition
Preview, editing or send
Preview the generated document, edit or send for electronic signature**:
Trialled and tested in the real-world
Luna WMS has been used by numerous companies since its creation in 2017. Developed initially as an on-boarding platform which grew with overlaps in functionality to more generalised CRM with further adaptions in to a case management system.
Throughout development we have closely worked with our clients to meet their requirements; at times this has taken the form of bespoke modifications, bespoke custom forks, etc. Despite specialising in legal/medical (general practice) scenarios it’s not limited to these.
If you’d like to discuss options or how Luna could help you please consider getting in touch.
Designed to be ran standalone as a fully fledged content management system or in conjunction with existing CRM/CMS system. Luna WMS enables businesses to rapidly adapt their enquiry/on-boarding services to suite their needs.
Luna boasts a rich RestAPI featuring support for actions such as:
- Matter creation/updates:
- Dynamic feed in meta data with unique keys, read more.
- Update areas under a matter.
- Matter queries:
- Status, progress checks
- Questionnaire actions: progress, updates, retrieval, etc.
- Document checks; out for signature, signed checks, etc.
- Flag matters for export, download enquiries as JSON or XML formatted documents.
- A rigorously tested and robust export system trialled with system such as: Proclaim
These are but a few of the supported functions; full Rest API documentation can be found at: Luna WMS – RestAPI Documentation – Hosted at GitLab
Note: Knowledge base coming soon
Rich support for integration in to other systems and migration paths
Luna WMS is not just a replacement it can serve as a bridge between systems vastly easing system migration and ensuring compatibility with current processes. Alongside the Rest API Luna also provides functionality that can simplify integrations and/or migrations:
- Support for exporting data as XML/JSON.
- XML commonly used in Proclaim legal environments.
- Support for exporting data to SFTP/Email destinations.
- Support for read access to replicated databases.
- Reporting suite with exporting options: CSV, Excel, PDF
Disclaimer & Notices
Access to Luna WMS is by written agreement with Oddineers Ltd. The Service is delivered as a dedicated, isolated Instance for your organisation. There is no public sign-up or self-serve deployment. To begin, please contact us to receive an Order Form and Data Processing Addendum, after which we will provision your Instance.
** electronic signature support within Luna WMS is extendable; we currently support: Dropbox sign (formerly HelloSign) and Adobe Sign. Over the years when working with our clients a key requirements that frequently emerged was real-time updates; both these providers support real-time callback API events. If you’re interested in Luna WMS and have another electronic signature provider you would like to use we’re more than open to expanding our supported integrations. Similarly if you’re an electronic signature provider looking to add support reach out to us at our contact page.
Note that any AI integrations demonstrated here for Luna WMS, use our Rhea Framework to provide several enhancements to the system.
The Rhea Framework is compatible with most popular LLM/AI providers such as OpenAI, Azure, Google, Anthropic but also features and is strongly encourages the uses of self-hosted (offline) LLM’s such as those from HuggingFace.
We strongly advise that interested parties and our clients to utilise offline LLM’s and can advise on this accordingly; our Rhea Framework additionally provides an OpenAI API compatible (drop-in replacement) server for hosting your own models. If you want to see why we suggest this consider reading: <some-link>
Terms and conditions for Luna WMS
- Access by written agreement with Oddineers Ltd.
- Dedicated, isolated Instance for your organisation
- No public sign-up or self-serve deployment
- Data processing under a DPA in the UK GDPR regime
- Full terms available at: Luna WMS – Terms & Conditions
