Webinar: AI in Action: How Government Legal Teams Can Streamline Litigation with eBrief Ready

The four features we want to show you is the smart classification and bank statement analysis. Now they've been in the product for quite a while and so many of you may have used them, but I'll run through them again anyway so that you can see how they work in practise. And then we've got two new features in the product AI features, one's called chronology, so the ability to create a chronology across a single document or multiple documents. And also the ability to analyse documents, so to be able to ask questions of documents. So again, we'll show you all four of these AI features and also mention anything else that I think might be new that you might not have seen before in the product. There have been a couple of new additions.

So let's go into the product now and we can walk you through it. So here's my eBrief Ready screen and I'm just going to create a new matter and I'll call this matter demo and I want to show you the smart classification in the bank statement processing in this demo matter. And just also point out that we've got this ability now to have different templates on the system. And if you've got any questions as we're going along, then chair and Peter are happy to answer those questions in the q and a. So if you've got questions about anything, feel free to put them in now and they'll either answer them directly with you or we'll wait until the end and we'll bring them up at the end. But these templates are great because it means that you can have a template for different areas of law that you're working in.

So you see I've got a default template, I've got a family law one, personal injury one, and you can also have templates across the entire organisation so your administrator can actually set up a template that everybody can use. So that's kind of nice and probably good to point out not an AI feature, but I think nonetheless it's a useful thing to know and you probably also know about matter type standard and multiparty. A multiparty matter would be when you're bringing in counterparties into a matter when. The nice thing about that is any annotations you make in your party stay private to you even if it's a shared matter and people are seeing the shared documents in there. So let's say anyway, let's just go through and create that matter now and then we'll go to our setup and this is where you have all your settings on here and this is where you would create a template.

So if I was very happy with my folder structure, which I've got there and I liked it, or maybe I want to add a new folder, let's maybe add to bank accounts, I want to show you how you can process bank statements through the system. So I'm going to create that and there's one check option I need to change here. I need to say that the bank accounts is we're expecting bank statements. Normally it's off by default, but I'm turning it on under advanced because I want the system to do some additional processing. So let's create that now and then I can move this up and down into the right order where I want it. And so what I expect is when I put documents into the bank accounts for it does some extra processing and let's call it AI feature number one, which we'll show you in a moment.

But I could also go back to my settings now and say, I like this new template I've got. So maybe I'll call it my bank statement template so that I remember that whenever I want bank statements to be processed, I could use this template and would have that folder structure that I've just showed you including bank statements. I think everything else is pretty clear. I mean often people ask can we have all that documents sorted by date? And so yes, you can sort all your documents by date by turning this on often though you want to just sort documents at the folder level and when I go into one of the folders in a moment, I can just show you how that works. Alright, I think everything else is pretty self-explanatory there. Members on the left hand side is all the members of your team.

You can just invite members in. You already know about full members and regular members and upload only members. So that's all pretty straightforward and there's a little bit of help guide here. Anyway that tells you about that. Folders on the left-hand side is what we've just been dealing with. Now, fields on the left-hand side, this is a more of advanced function, again, not ai, but it does allow you to create new fields on the system. So I could create a new field called notes and I got the option of calling it a text field or a Boolean or integer. So I'll just call it a text field and I'll say it's in an extra column. So I've created that and then possibly in my folders, now I want one of those folders to be using that. So maybe in other documents I want to be able to put some notes there too so I can edit the other documents folder, I can click on fields and I say the notes folder that just in the notes that I just created, I want to add that to this folder and I want put it say after the document name like that.

So what we'd expect to see now when we have documents going into our other documents, there'll be the ability to have a new field there for notes. Kind of nice to know about that. Alright, back to our AI features. So we created this folder called bank accounts. Here it is here. So let me add some bank statements into that bank accounts folder. So I'm going to choose a bank accounts folder and I'm going to select some documents off my hard drive. I've got some down under bank statements here. Let me grab three bank statements. So I'll grab bank statement A and Z three and I'll grab bomb 99 and bomb 1 0 1. Now this could also be credit card statements. What's important here is that they're individual statements. They're not a bunch of statements all bundled together. They're individual statements and the system's now going to process those statements for me and what we hope to do is some extra processing.

So not only will it go through what's called the normal OCR optical character recognition so that we can search across these particular statements, but it also going to rename the statements there. You see what happened with the A NZ one In a moment it'll do the bomb 99 and the bomb 1 0 1. So it's going to rename them to what they thinks it should be and create a folder structure for those bank statements. Now again, this will work with credit card statements too. Just make sure if you set a credit card statements folder, you want to make sure that under that advanced option you set up to tell the system that it's expecting bank statements to come in there. And so once they're all processed, you'll see in the index in a moment that those documents will all be nicely put in there. So you can see here it's still doing the BOM 1 0 1.

It'll complete in a moment and it'll put it back into that folder. So that's one AI function, AI function number one if you like, that we wanted to show you today. The next one is smart classification. So let me go through and do add documents again and this time I'm going to say smart classification. I want to turn on Now just to be clear, these features won't show to you unless you've turned a on. So just to make sure you know where that to make sure you've got it on under welcome, under your account, if you go to security and privacy, you'll see this little tick boxes here showing that I've turned AI features on. Now if you're part of a organisation, it'll be your administrator that has to turn that on for you. You can't turn that on yourself, so just worth checking if you can't see, for example, when I'm, I'm doing this matter here.

When I'm adding this document, you'll see that the smart classification won't show if I don't have AI turned on. So let me select some documents now and I'm going to this time select documents. It's called 1, 2, 3, 4, and five. So here I am in a folder here and there they are 1, 2, 3, 4 and five. And I'm going to ask the system now to rename these documents for me. So I'm going to upload them. I've said it's smart classification I want to use and those documents are now being uploaded onto the system and one in a moment, once it's processed those documents, it's going to come back and it's going to tell me that it's gone through this process of looking at these documents and this is what it thinks the document name should be, what folder it thinks it should go into and what's the date of that document.

So in a moment in the top right hand corner that'll pop up and you'll see that appear for you. So we'll just give it a minute. You see a little bell icon up here, it's telling me that something's being processed. So we'll just see what happens and you can continue on with other work while this is happening, there's no reason why you can't go off to your index. You see that that document that now completed, the bomb bank statement's now completed. And the interesting thing is the system's picked up, that statement was missing on the system. It's saying I can see 99, I can see 1 0 1, but I didn't see this particular statement. So not only is it processing bank statements for you, but if it finds bank statements that are missing, it'll come back and tell you about those. So that's still processing away.

So I'll let that process in the background. Sometimes it takes a little bit longer some of these functions I do's still saying that one document's still being processed in my little bell so we can let it do its thing there. And what I might do is while we're waiting for that to come back is to show you AI feature number three and AI feature number four, which are in beaten now and we'd love your feedback about that. If you ever want to give feedback to us, there's a little button down the right hand bottom corner here. If you just click that on, you'll be able to come in here and just give us feedback. Oh, I just saw that the classification's now finished there. So you can click on that and it'll come back. And this is what it's telling us. It's saying look one, do pdf F, it's renamed to this particular name so you can see it's gone through and changed the names of those documents for us and it also gives us the ability to check a document.

So we can click on the little icon there, image icon and it's coming back and showing us that on February 1st, 2024 valuation report. So that looks pretty right and so sorry, I clicked the wrong button there so I've actually changed the name, but you can override that and say valuation report, any of these fields, you can change what's in there and you can always go back to what the original one was if you want to and you can change where you want. So maybe I don't want to put this into bank accounts, I might put that into other documents. Hopefully you can see how that all works in practise. And then I can just go validate and those, I'll change this one too. Retirement fund, I'll put that into other documents too. So I validate now and those documents are now all being validated and you'll see that our index is growing out and those five documents have been put into other places.

You notice now also that when I'm looking at other documents, I've got a notes field here. Remember we created that notes field just to show you how that works. And so I could come in and into my other documents now I could edit one of these documents and I could put in here important or whatever it is that I wanted to make a note about that and update that and that will now show when I'm looking at my index you'll see that that note now important is showing on the system there. Okay, I'm going to take you to another matter. I've got on the system called the eBrief Ready demo matter. If you haven't got that, you can just click on help and you can import the demo matter because I've already imported it, it's not showing here. And let's look at chronologies now. So I'm going under extras and I'm going to my upload history.

I want to do a chronology of the entire all the documents I've got in this matter. So I can just tick this box here. I could select individual documents too if I wanted to just say I want just to do those two documents, but I'm going to select them all and I'm going into bulk actions and I'm saying credit chronology please on those documents. So it's preparing the chronology now and it's gone back and it's gone through those two. That was very quick. The reason why it's very quick is I'd already created a chronology in this manner before. So once I've created it, it's very quick to create future chronologies. The first time you run a chronology though it may take a little longer because it's got to extract information from the 30 documents once it's extracted that, and that could take maybe five minutes, 10 minutes if it's a very large document, like thousands of pages, it could take an hour to extract the information.

But once it's extracted it to run future chronologies very quick, you can see how quick that was. And there's about 800 entries I think in this chronology from memory. Yeah, 802. So the interesting thing to notice about this is that it's only using the documents we've given it to create this chronology. So there's no chance that it can hallucinate. It's only working inside the 30 documents that we've got on the system and it's pulling the information from there. And further, any of these sites that are coming back here, you can click on here and you can go, I want to check that and it'll give you the references back to the page number where you can find these dates being mentioned. So you can see what it's done with first of first 1988. It's pulled out the Act 1988 there, act 1988 there, act 19 eight, that's where it's got the information from.

I can of course open this document up and I can actually see it in real time where it's got that information from. So it's kind of nice that you can basically fact check the information on the system and be confident that where you're getting your information from is correct even though it can't hallucinate, I think it's still really good practise to be able to just go back into any of these dates and be able to just make sure that you are happy with this. And I think we live in the world at the moment of it's not about AI replacing a lawyer or a lawyer not using ai. I think we're in this mode at the moment where it's AI plus lawyer. So while the AI can bring back certain results, it's really up to the lawyer to check that they make sense. There might be a lot of dates in here that you really don't need and so you want to be able to remove them.

So there is a function to export the CSV, which would export that document to an Excel spreadsheet and you'd have the columns then and you can open that up and then you could actually go through and delete the dates that aren't so relevant to you. But hopefully it gives you a good quick start into the application to be able to do that sort of chronology. And you can do a chronology lots of different ways. You can do a chronology just across a particular group of documents like in a folder for example, I could say I want to just create a chronology on these five documents and it'll create a chronology just based on those five documents. I could have selected just one document to do a chronology on and it would come back and create a chronology on that document. So lots of different ways.

Sometimes it's doing this, it can take a little longer, this one could take a minute or so to bring back, but once you've done it and once it's in memory, then it should be very quick to do it each time on the system. Other things we can do, I think a good point here is if you ever want to continue on working while something else is happening in the background, you can just open up another tap so I can leave that running. I know I'm here on this tab here, I can open another tap and say, well I'll let that run and now I want to just open up another instance. I can sign in, it'll remember that I've signed in already so it won't ask me again. And now while this is running over here in the background, I can continue on and do other things on the system so I can always check back here to see how it's gone still working so I can leave it there and I can continue on doing other things.

So that's sort of AI function number three. And remember you can do it at a folder level or you can just choose a document and say I want to create a chronology on here. Also, while we're still talking about different AI functions, the smart classification, we ran the smart classification when the documents were being uploaded on the system, but there's no reason why at a later date you can just come back and say, I want to run a smart classification just on this set of documents now. And it'll go through and it'll process those documents again and then you can say, look, I don't want you to change the document name, but you might be interested in just bringing in the document number. So it's running that classification now for me, and I could say leave the document name alone, but when it's completed, please show me the dates that I might want to change.

For example, there's no date on this document, so you might have a whole lot of documents, you're very happy with the name, but you want it to actually go through and figure out what the dates should be so you don't have to go through and do that manually. So yeah, so we can review those documents now. So there's our documents set and you can see that it's pulled back the date for me on the application. I can say I don't want you to change the name at all. I was really happy with my name, but I want you to change the date and I'm really happy with the folder it's in. So really I just wanted to extract the date so you can see what it's done. It's leaving the document names alone, it's leaving the folder alone, but it's bringing in the dates that it's found and I can go validate that.

Let's go back. You can see here that I've done my chronology, now it's completed. So you saw how I jumped from this tab back to this tab and you can see down here that it's pulled out the dates just for those five documents that I've got on the system. And again, each one of these documents I can check to see where it's got that information from. So hopefully you can see how you can run chronologies across one document or multiple documents or across the entire document set by going to your upload history. Now question we often quite get is, wait a minute, I want to be able to do a chronology, but I want to choose that document from here and then I want to go say into my exhibits folder and I want to choose this document here. And so basically you want to bring it together a bunch of documents from different folders and either run a chronology or run an analyse function across them.

We don't have that in the product yet. We're in beta, as I mentioned before. This is in beta version, but it's certainly very much one of the key items on our roadmap is to be able to give you that type of functionality where you can basically put a shopping cart where you can put different documents in there and then you can run whatever you want, analyse functional chronology across it. I'm going to now just, so that's really the three AA functions were shown so far as the bank statement, credit card statements, the ability to do smart classification, the ability to do chronologies. The final one is really to show you how to do use the analyse function to analyse documents. So let me go back into my submissions again and tag these documents. And so under bulk actions I'm going to say we've shown smart classification, we've showed create chronology.

This time we're going to use analyse. And the default prompt is this prompt here to summarise the key facts from the selected documents. And so if I just click analyse there that we're just using our default prompt, but you can use whatever you want on the system, whatever prompt makes sense for you. So we'll just use this one. You can see it's done those five documents and now and so again, it's coming back and summarising basically what it found in those five documents. And again, any one of these I can check and make sure where that's pulling that information from so that I can be comfortable with that. Now at the moment, another question which commonly asked is can I export that to a Word document file or can I export it to an Excel spreadsheet? Not at the moment, but you can certainly do what I've just done there and you can mark the text and you can copy it and you can paste that text into a Word document.

Rest assured we're working on the ability to have the ability to export that out to a Word document so that you've got all that information. So what else can we do? So once we are here in looking at our document, we can run a new query now. So another query I might want to run is compare these statements and list any inconsistency. So I've just put that prompt in. I've said, look, I don't want to use your default prompt. I want to use another prompt to do that. And again, if this is running in the background, remember you can always come across and do something else on the system if you want to. While that's running, you don't sort of just have to wait and sit there for it to come back. But here we go. This is what it's come back and said in terms of these particular applicant's statements and respondent's statements, these are the inconsistencies I've found on the system.

So kind of nice to read through that and see where the system at least is saying what it believes are the inconsistencies and what might be useful in say some sort of cross-examination or at least asking further questions. Again, it's just giving you a helping hand and you'd be obviously expected to go through and just check where these references are and what it's found. But we have found AI to be really good at cross-referencing stuff. And so I think this type of query on documents is really can be really helpful. Another one that can be a nice query to run is something like this, I'm acting for the applicant. What are some good cross-examination questions to ask? So maybe this is more for a barrister who's wanting to needing to cross examine a witness, but again, maybe a barrister would know most of these questions anyway, but it doesn't hurt I think to actually go in and have a look at what the AI system would recommend that it would ask.

And at least you're covering your bases and maybe there's one or two questions that you haven't thought of. So it's a nice kind of set. It's looking at the zero tolerance policy. This was all about zero tolerance and bringing back what are some questions you could ask Sydney trains about their zero tolerance policy because we picked up in the inconsistencies that there was a difference between what the applicant thought and what the respondent thought. Impairment and safety risk regarding treatment, just culture policy, mitigating factors, education on drugs. So I think really, I'm not a lawyer, but I think just looking at this, it's sort of outlines at least a view of the data that might be helpful for going in and digging in deeper. One other query, which I think is an interesting query to try out is the, yeah, it's actually this one here, this one here.

I'm a lawyer. What are some good prompts to ask this set of documents? So in other words, you're asking the AI now to tell you what would be some good questions to ask, which is interesting. AI is helping you to frame the questions to ask of these documents itself. So again, this is a pretty interesting response because it comes back and says, these are what I think would be some interesting questions to ask of the system. So I think really they're the main functions I want to show you today. Our team wanted to show you cia. I might just hand it back to you. I know we sort of had half an hour presentation and then a few minutes, 10 minutes, 15 minutes potentially for any questions. But let's see if there are any questions.

The fact we didn't have any questions, we could maybe refresh on how to double check that the EULA has been accepted by ai.

And then Peter, you also might want to talk about just how the AI is working. I know a lot of times we get questions about where are the documents stored, where are they processed? And so I think maybe you can give some background around that. I'll first of all again remind people where the EULA is just to make sure under welcome Steven, your account. If you go to security and privacy, you should see this tick box on. If you don't see it on and you're part of an organisation, then your administrator would need to turn that on and then you would see that. Peter, over to you. Yeah.

Yes, thanks Steven. So we've got a couple of questions that we often get about data security when it comes to the AI and the platform in general. So Steven showed you several AI features and currently under the current regime for the environment, there's kind of two parts to the two locations where that data is processed. So from the ground up, the application is built and runs within AWS and that's fully stored within the Australian regions. So all data is stored encrypted in Australian data centres and document processing. So the OCRing work that we do and the conversion into PDF all occurs within the Australian AWS region. And of the AI features, the bank statement processing occurs within Australian data centres. That particular one occurs within the Azure southeast region. This time. All of our other AI features that are kind of, they're built upon language model technology.

It's currently running in the Google global environment, which doesn't specify precisely where it's executing, but it's not explicitly in the Australia region. We are going to be rolling out the Australia region processing for that as capacity becomes available and keep an eye on our notifications to see when that becomes available. I think at the moment we are looking at next couple of months in the next couple of months. Once that's available, it's really a capacity issue with the LLM providers. They don't actually have enough processing capacity in Australia at this time to really provide it in a way where it's responsive. But yeah, once that's available, that will definitely be where we do the majority of our processing

And we're thinking anybody that's on the law firm plus model will automatically fit into the Australian capacity. So many of the departments are on the law firm plus, so it should be a natural all out. But if you've got any more questions about that, please feel free to reach out to us. And also we have an AI group and chencha, maybe it's worth just putting in a link to that. If anybody's interested in being part of our AI steering committee, very happy to have you involved in that As we build this product out, your feedback's really key for us to understand what you would like in the product and how it's working for you. So please feel free to be part of that programme. If you have a calling around this AI stuff and change out, we'll share the link for you if you're interested in that.

One of the features that came back from our advisory board was it would be nice to be able to enable the AI features on a per matter basis. So I believe that's a feature that we will be rolling out and that's from direct feedback from the team. So please, if you have any feedback or any advice, especially if you can't use it now and there are limitations around why you can't use it, give us that feedback and we'll see if we can work towards addressing those limitations,

Right? Yeah, thanks Peter. Maybe I'll just our contact details or probably in the chat too are they, if they've got any support questions supported EPR free, call us. We're happy to help you in terms of this whole evolution, we're very committed and if your organisation would like our one-on-one sort of training session around it, we're happy to do that also. So thanks again for your time and enjoy using the new AI functions.