Law firms and legal service providers run a health check to confirm that client confidentiality holds inside the CRM, not just in the document system.
A legal health check looks at the relationship and business development data firms keep in Salesforce, and at the confidentiality controls around it. We review how clients, matters, referral sources and prospects are modeled, who can see which relationships and whether ethical walls from the conflicts process are mirrored in the org. We also check intake flows, email and calendar capture, contact imports from lateral hires and whether attorneys actually use what was built. The report ranks confidentiality and privilege exposure first, followed by data quality and adoption issues that limit marketing and business development teams.
Law firms hold relationship data with obligations most businesses do not face. The fact that a company is a client, or is considering litigation, can itself be confidential. Ethical screens can restrict attorneys and staff from particular clients or matters, and those restrictions need to reach every system, including the CRM. Automatic email capture can pull privileged correspondence into records that marketing staff can read. Attorneys are also reluctant users, so data entry often falls to assistants and marketing teams who may lack context. A useful review looks at confidentiality, capture and adoption together, because problems in one usually explain the others.
We compare how screens are recorded in your conflicts or risk management process with how access is actually restricted in Salesforce. Sample screened users are tested against the affected clients, matters and related contacts. Where Salesforce relies on a manual step to apply a wall, we document the gap and how long a newly screened person could still see protected relationships.
Automatic capture tools can log client emails, meeting notes and attachments to Salesforce records. We review what is captured, which domains and folders are excluded and who can read the resulting activities. Particular attention goes to privileged communications and matter details that business development staff should not be viewing, along with retention settings for captured content. Shared inbox capture receives its own separate check.
Incoming partners often bring large contact lists that are loaded quickly to support their practice. We look at how those imports were handled, how many duplicates they created, whether personal contacts and opposing parties were filtered out and whether the new records respect existing relationship ownership. The findings show whether import procedures need tightening before the next lateral group arrives.
We measure how often timekeepers and practice leaders log in, which records they update and where assistants or marketing staff fill gaps. Relationship fields, industry tags and practice area coding are checked for completeness. The goal is to show whether cross-selling reports and pitch lists draw on current, reliable information, or on data that stopped being maintained long ago. Stale relationship partner assignments are counted too.
We begin with the chief marketing or business development officer and the person responsible for firm technology, then bring in the general counsel or risk team for anything involving confidentiality. A small group of partners and assistants is interviewed about daily use. Access is read-only, and we review metadata and permissions instead of reading client communications. Confidentiality findings are delivered privately to the risk team first. The final report is organized so marketing, IT and risk can each see the items they own.
We check whether new clients, matters and ethical screens flow into Salesforce promptly and whether screen changes update access automatically or depend on someone remembering.
We review how matter, originating attorney and billing data reach Salesforce and whether revenue figures shown to business development staff are appropriately summarized.
We confirm that links between Salesforce records and client documents respect workspace security and do not expose file names or content to unauthorized users.
Professional conduct rules generally require firms to protect information relating to a representation, which can include the identity of the client. The review shows where such information is visible, so firm counsel can decide whether current controls are adequate. It informs that decision without offering legal advice.
It is much easier to exclude privileged or sensitive email from automatic capture than to find and remove it later. Review capture rules, excluded domains and internal-only folders, and make sure attorneys understand what the tool logs before expanding it to more practice groups.
Generative search and summaries across relationship data are powerful for pitch preparation. They are also an efficient way to surface a screened client to the wrong attorney. Test AI features with screened users before rollout, and confirm that every restricted record stays hidden in responses and summaries.
No. We work from configuration, permissions, capture rules and aggregate measures, and we test visibility with sample users rather than reading communications. Where a finding requires confirming that sensitive content exists, a firm staff member performs that check with our guidance. This keeps the review consistent with your confidentiality obligations while still producing specific, actionable findings.
Yes, with a different focus. Corporate legal teams often use Salesforce for request intake, contract questions or matter tracking alongside the business's own org. We review how legal records are separated from sales and service data, who in the wider company can see them and whether legal hold or retention requirements are respected by any automated cleanup jobs.
Usually because the data underneath is incomplete or inconsistent. Industry and practice codes vary by who entered them, relationship partner fields go stale when attorneys leave and duplicate company records split activity across several accounts. The review traces a few reports back to their source records and shows which fixes would make them trustworthy enough to guide client teams.
Yes. Client events, alerts and newsletters generate a lot of contact data and consent questions. We review how subscription preferences are stored, whether unsubscribes sync between marketing tools and Salesforce and whether invitations respect ethical screens and client sensitivities. Accidentally inviting an adverse party to a client seminar is exactly the kind of risk the review looks for.
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