A significant portion of what the legal and procurement teams handle is not self-initiated — it comes in response to internal requests. HR needs an employment contract, IT needs a software procurement framework agreement, and Marketing needs an NDA for a prospective partner. Somehow, these requests need to reach the legal team.
Without a structured system, they arrive by email. The email gets lost, reaches the wrong person, sits in a queue with no indication of priority — or simply leaves no one able to tell which requests are urgent and which can wait. Follow-up emails do not resolve the problem — they add to the noise.
Fluenta One provides an internal portal through which any organizational unit can submit a structured request to the legal or procurement team. Every request captures:
This eliminates the chaos of free-form email. The legal team sees immediately what has come in, what is urgent, and what the next step is — without having to interpret or chase for information.
The requesting party can see the status of their request in real time:
This eliminates the stream of "where does my contract stand?" emails — in both directions. The requester does not need to follow up; the legal team does not receive unnecessary status inquiries. Attention is directed toward the actual work.
When a request comes in, the system automatically initiates the appropriate workflow based on the request type:
The majority of routine, recurring requests complete the process without human intervention. The legal team's attention is reserved for situations that genuinely require legal judgment.
A useful byproduct of the request portal is data that is nearly impossible to produce in a manual process: a clear picture of the actual workload carried by the legal and procurement teams.
This data is not only useful in retrospect — it provides the basis for capacity planning, priority-setting, and establishing internal service level agreements.