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Cases CRM

Case / patent bureau

CRM for the patent office and automatic processing of Rospatent letters

A case for a legal team, where it is important not just to conduct transactions, but to automatically link department letters to the necessary cases, change statuses, store attachments, prepare documents and see the work of managers in one window.

amoCRM Rospatent Mail → CRM VLSI / EDO Yandex Disk AI-control
Assemble CP About the company
up to 100%
targeted automatic matching of Rospatent letters to the right cases with correctly configured rules and clean data
90%
minimizing manual search for letters, statuses and attachments for projects
1 window
for transactions, correspondence, documents, tasks, EDI and deadline control

Client Goals

What should be the output?

  • Switch to CRM with deep automation and integrations without losing current processes.
  • Link Rospatent letters to specific cases, and not just to contacts.
  • Automatically change transaction stages by application number and status code.
  • Store letters, attachments and documents in the logic of a specific case.
  • Get a single tool for purchase orders, invoices, contracts and sending via EDI.
  • Strengthen managers' control through communications, analytics and AI signals.

What hurts now

Where the current scheme limits growth

  • Letters are visible on the contact, and not in the context of a specific application or case.
  • There is no reliable logic that changes the stage of the transaction after an event from the department.
  • Attachments have to be searched for and placed manually in different folders.
  • Some integrations are unstable or do not close the required script.
  • Documents, electronic document flow, communications and analytics are not collected into one predictable process.
  • The manager does not see losses in terms of deadlines and quality of case processing in one screen.

Solution architecture

What is being implemented within the project

This is not just a transfer to a new CRM. The project collects one work circuit for transactions, correspondence, documents, EDI, files and team control.

01

CRM-kernel

amoCRM as the main system: funnels, case statuses, deal cards, tasks, roles and access rights for the team.

02

Mail → CRM

Parsing incoming letters from Rospatent, searching for the application number, automatic linking to the case and changing stages according to the rules.

03

Documents and EDI

CP, invoices, contracts and templates directly from the transaction card, plus sending scripts via VLSI, Elba or another EDI circuit.

04

Communications

Mail, telephony, Telegram and other channels are collected into a single history of interaction on a specific case.

05

File storage

Yandex Disk or equivalent for attachments, decisions, correspondence and documents with quick access directly from CRM.

06

AI-module

Analysis of calls and correspondence, highlighting risks, lost deadlines, weaknesses of managers and management reports for the manager.

Key automation

How correspondence from Rospatent should work

The letter ceases to be a separate event in the mail and becomes part of a specific case: with a status, attachments, responsibility and the next step in the process.

What's coming

  • Letter to the team's unified mailbox.
  • The application number is indicated in the subject or body of the letter.
  • The attachment or text contains an identifier and status code.
  • The departmental document must be retained for the correct case.

What does the system do

  • Reads the application number and status code.
  • Finds the corresponding trade in CRM.
  • Saves the letter and attachment in the case card and in storage.
  • Changes the transaction stage according to a predetermined rule and notifies the person in charge.
Example: a letter with the status “registration decision - refusal” automatically transfers the case to the “Refusal” stage without manual search, attaching a file and changing the stage of the transaction.

Project stages

How the work will be structured

01

Preliminary audit

We record processes, case statuses, types of applications, documents, roles and current logic CRM in order to collect the basis for the technical specifications.

02

Pilot on one manager

We check mail parsing, status rules and the convenience of the new CRM on a limited circuit without transferring the entire command.

03

Phased transfer

We migrate data, users, funnels and documents, test scenarios on real cases and train the team.

04

Escort and stabilization

We are finalizing the rules, removing weak points, strengthening analytics and helping the team consolidate the new logic of work.

Expected result

KPI and business impact

Indicator Goal
Linking Rospatent letters to cases Targeted automatic matching up to 100%
Manual search of letters and files Minimum 90% reduction
Changing the stage by department status Automatic action without manual processing
Documents and attachments for the transaction Single storage location in card and Disk
Lost deadlines and notices Strong decline after launch, the exact metric is recorded in the audit
Preparation of commercial proposals, invoices and contracts Reduced preparation time and fewer manual errors

Timing and assessment

Preliminary Project Framework

Block Evaluation Comment
Preparation of the final CP Until Monday To discuss the client’s planning meeting and agree on the project logic
Development of a mail parsing module from 150 000 ₽ Preliminary assessment, clarified after the audit and final technical specifications
Parser development time 2–6 weeks Depends on processing rules, letter structure and testing on real cases
General project 1.5–3 months Audit → pilot → transfer → training → stabilization

Composition of the estimate

How to conveniently break down the budget in KP

Mandatory articles

  • Logic audit and design.
  • amoCRM licenses and basic infrastructure.
  • Development of a mail parser and matching rules.
  • Migration of data from old CRM.
  • Setting up funnels, stages, reminders and tasks.
  • Mail, telephony, Telegram, Disk and basic EDI circuit.

Optional articles

  • In-depth EDI scenarios and automatic documents.
  • AI-analysis of calls, correspondence and team actions.
  • Dashboards and advanced management analytics.
  • Additional document and report templates.
  • SLA support after the project launch.

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Next steps

What do we do after approval?

  1. We confirm the person in charge and the channel for sending the final proposal.
  2. We will agree on a mini-audit and data download from the current CRM.
  3. We fix the mandatory and optional modules in the estimate.
  4. We confirm the pilot stage, timing and implementation team.
  5. We launch the first stage of the project and assemble a test circuit.