1. Introduction

We are a Vietnamese law firm currently using Slack for internal communication. However, as our operational needs have expanded beyond communication, we are looking for a more comprehensive application that supports work management, centralized data management, workflow automation, and information sharing across departments.

We are looking for sales representatives, collaborators, or implementation partners with experience in enterprise software consulting, work management, CRM, workflow automation, and AI to help us research, recommend, and implement a suitable solution.

2. Specific Requirements

A. Finding a Work Management Platform with Centralized Data

We are looking for a platform that can:

• Centralize data and work-related information in one system.
• Manage tasks and subtasks, and organize work into approximately three to four categories or workstreams.
• Create and customize workflows, assign tasks, track progress, and automate relevant operations.
• Integrate with Google Calendar, Google Drive, Slack, and other tools currently in use.
• Support AI-powered search, information retrieval, or summarization, where feasible.

Our evaluation criteria include ease of use, data security, data export and migration capabilities, user and account limits, storage capacity and file upload limits, system performance, overall costs, plan-specific restrictions, and the risk of unexpected or hidden charges.

B. Integrating Workflows Across Sales, Business Development, Legal, and Other Departments Where Needed

We aim to establish an integrated system connecting different departments, from initial customer information collection to the completion of legal services.

The proposed workflow is as follows:

• Sales/Business Development: Enter customer information, business, investment, or legal project details, location, and other required data into structured forms. The system should use this information to calculate or assist in preparing quotations. Complex cases should be escalated through a ticketing system for separate pricing assessment by the person in charge.
• Work Handover: Once Sales has completed the required information, the system should automatically transfer the relevant records and data to the Legal team, minimizing repeated manual data entry.
• Legal: Receive the information and carry out the work according to defined workflows, including client communication, finalizing the transaction or scope of services, processing documents, and completing the relevant legal tasks.

3. Features and Implementation Capabilities to Evaluate

3.1. Workflow Automation and Document Templates

• Configure conditional workflows, automatic task assignments, ticket transfers, and notifications to relevant departments.
• Connect customer and project data with Google Workspace, including Google Sheets, Google Docs, Gmail, and mail merge tools.
• Build a standardized library of forms and legal documents, including ERC, IRC, and other relevant legal application documents.
• Allow data to be entered once and automatically populate the corresponding forms through field mapping between data fields and document templates.
• Support template version control, access permissions, and safeguards to minimize data-related errors.

3.2. AI and Data Validation, Where Feasible

• Read and extract information from documents, images, and supporting documents provided by customers.
• Compare extracted information against manually entered data, identify discrepancies, and flag them for review.
• Validate incoming data, identify missing fields, and flag potentially inconsistent or unusual information.
• Assess whether Google Gemini and other existing AI tools can support these requirements.

Our company currently uses Google Business with Gemini integrated. Therefore, we would like to explore and compare the following two AI implementation approaches:

1. Integrating Google Gemini with our existing Google Workspace tools and a work management application: Is this approach technically feasible, and can Gemini be integrated into the selected platform to support the workflows described above?
2. Building a custom AI Agent or integration solution: This approach would be considered if existing tools cannot fully meet our requirements.

For both approaches, we would like to assess technical feasibility, accuracy, legal data confidentiality and security, setup and operating costs, maintenance requirements, and overall effectiveness compared with using existing off-the-shelf solutions.

4. Expected Scope of Support

We are looking to work with individuals or organizations that can:

• Assess our requirements and recommend suitable software products.
• Compare solutions based on features, costs, integration capabilities, and usage limitations.
• Arrange product demonstrations or trials to test our actual workflows.
• Evaluate integration possibilities between work management platforms, Google Workspace, Slack, CRM, and AI tools.
• Provide implementation and configuration consulting, develop automations, or establish API integrations where necessary.
• Provide a clear cost estimate, defined scope of work, and implementation roadmap.

We prioritize solutions suitable for a small or medium-sized company that are easy to use, scalable, and do not require unnecessarily complex infrastructure.

If you have a suitable solution or experience implementing similar systems, please introduce your recommended tools, the requirements they can address, estimated costs, and proposed implementation approach.

We are looking for a practical, needs-based consultation and would consider proceeding with an implementation partnership if the proposed solution meets our requirements.