Stephanie Ruiz

Tell us a little about yourself.

I am a legal operations consultant with over a decade of experience in law firm management, workflow optimization, and technology implementation. My background as a paralegal across multiple practice areas—including estate planning, personal injury, and litigation—has given me a deep understanding of the challenges attorneys face in managing their operations. Today, I specialize in helping law firms streamline processes, improve efficiency, and adopt innovative solutions using tools like Lawmatics, DecisionVault, Clio Manage, MyCase, Zapier, Lawcus, and Gavel.

What is your document automation experience?

I have extensive experience implementing document automation solutions for law firms to simplify repetitive tasks and enhance accuracy. Using platforms like Gavel, Clio, or Lawmatics, DecisionVault and more, I have built workflows that integrate seamlessly with drafting software and case management systems. My work includes automating intake systems from start to finish, guardianship, estate planning, personal injury, probate, trademarks, and more types of documents, creating standardized templates, and optimizing workflows for those various different practice areas.

Can you describe your process for how you build a document automation workflow?

My process begins with understanding the firm’s goals and identifying inefficiencies in their current workflows. I then review the templates and forms they use most frequently to pinpoint opportunities for automation. Next, I design questionnaires or data collection tools that feed directly into automated templates via platforms like Gavel. After testing the workflow for accuracy and compliance, I train the team on its use to ensure seamless adoption. Collaboration and customization are key throughout the process to ensure the solution aligns with the firm’s needs.

What do you think are the most important qualities for a document automation specialist to have when working with a client to automate their templates and forms?

A document automation specialist should be detail-oriented to ensure accuracy in templates and workflows while also being adaptable to meet each client’s unique needs. Strong communication skills are crucial for understanding client goals and explaining technical concepts clearly. Finally, problem-solving abilities are crucial to anticipate challenges and design efficient solutions that save time and reduce errors.

What is your proudest moment (professional or otherwise)?

One of my proudest professional moments was successfully implementing a comprehensive document automation system for an estate law firm that reduced their document preparation time by over 70%. Seeing how this transformation allowed the attorneys to focus more on client relationships while improving overall efficiency was incredibly rewarding. I’ve done this similarly for intake systems automating the onboarding process, as well as other practice areas. It’s great seeing the outcome and the impact it has.

What do you do for fun?

In my free time, I enjoy exploring productivity tools and apps, I’m always looking for innovative ways to simplify life both professionally and personally. I’m also passionate about discovering new beaches, zoo’s or museums and spending time outdoors with my daughter, family, or friends.