Summary

AI Assist is not enabled by default due to restrictions surrounding the use of AI, i.e. a lot of parties will not want their documents / data used with AI without permission. We will need to enable it following a request from a party. Each request will be party specific, including Tribunal / Judge. 

Once enabled, the position should be that it is available for all users across all of the workspaces for a particular party (i.e. if they have a legal team workspace and expert workspace, it would be enabled on both) by default. Client can object to certain users / workspaces having it enabled.

All cases signed with a proposal circulated after 1 January 2025 should have the AI terms in and we can just enable or if not, they need to sign a separate AI terms document. 

We've set out the workflows for each scenario below. 

More information on using AI Assist can be found here.

Workflow

  1. Client Request – Client requests via email AI be enabled. 
  2. AI Terms Check – SOM check if AI terms have been signed or not in Case Control. Go to the matter > Parties > Select the party and scroll to the ‘Other Information’ at the bottom of the pane. Will be toggled on with the Date if terms agreed. 
  3. Respond to Client
    1. AI Terms NOT in Contract – Send wording from attachment 1 (see end of article) and copy in Roo (or BDEMEA if no Roo) for them to send out the supplementary AI Terms to client. Once returned can proceed with step 3. 
    2. AI Terms IN Contract – Can either just give standard holding response or wait until confirmation of it being enabled. Proceed with step 3 immediately. 
  4. Enabling AI Assist
    1. CaseControl  
      1. Parties Page – If client signs supplementary AI Terms, navigate to the Parties page > Select the party and scroll to the ‘Other Information’ at the bottom of the pane > Toggle on and assign date of enablement. 
      2. API Options Page – For all scenarios, navigate to the API Options page > expand the relevant party workspace(s) > toggle AI Enabled > Save.
    2. Magnum (Within each relevant party specific workspace* or in Master **)
      1. Enable AI Setting* – Navigate to Admin page > Settings > tick Enable AI Assist.
      2. Roles* – Edit the existing roles (User / Realtime User no FP / Realtime User with FP) to i) include the AI Assist capability and ii) add ‘+ AI’ to the name of the role. 
      3. Users* – Check the users’ role has updated correctly. It should by default as you have edited the existing roles at point 4bii.
      4. Add Analysis Metadata Field** – Navigate to Admin page > Metadata > under Document Types & Metadata Columns, add the Custom Field as ‘analysis’ and create an ‘Analysis’ column (set to show by Default and include in index and whatever else tickles ya fancy). Sync workspaces. 
  5. Update Case Managers – Ping a message to confirm AI has been enabled on the case / party (so they need to select the relevant role when changing RT) to the CM in #cst_solution-operations channel. 
  6. Confirm Enablement with Client – Once all steps above are complete, send confirmation to client in line with attachment 2  (see end of article).