Company Facts:
Aleph facilitates connections between over 22,000 digital advertisers across 130+ growth markets, enabling them to reach billions of consumers on the world’s leading digital platforms.
In a rapidly expanding enterprise overseeing more than 1400 employees across 5 continents and spanning over 60 offices, Aleph's legal team identified a need for a solution to effectively support sales and revenue operations, as well as the company's growth targets.
Aleph's Regional Legal Manager, Valdemārs Veinbergs, recognized the need for improvement in the organization's legal operations to support and accelerate company growth: "I identified areas for improvement that could enable the organization to scale up more rapidly in terms of legal operations supporting the global growth targets. It became evident that our existing processes were not optimized for the fast-paced global operations. The inefficiencies in contract management, lengthy approval and signing processes, and fragmented communication between legal and revenue channels were bottlenecks that hindered our ability to meet our strategic objectives efficiently. By enhancing our legal operations, we aimed to create a more agile and responsive legal function that could seamlessly integrate with our revenue teams, ensuring compliance and enabling quicker decision-making and contract review. This transformation was crucial for maintaining our leadership in the dynamic digital advertising landscape.”
To address these challenges, Aleph sought a comprehensive solution that provided end-to-end contract processing support, from drafting and reviewing to negotiation, approval, and signing flows. This centralized approach aimed to empower the global revenue teams to collaborate with clients efficiently, enabling a fast closing process and, if needed, engaging legal teams for negotiation, all while maintaining compliance with company standards and governance.
To effectively support Aleph’s legal and revenue operations, the following key requirements were identified for the platform:
1. Full Lifecycle Management in One Single Platform: The platform must support the entire contract lifecycle, from drafting to signing to storing, ensuring all processes are streamlined and centralized;
2. Automated & Dynamic Templates Built in the No-Code Environment: The platform should offer the ability to create and use automated, dynamic templates that require no coding, allowing for quick and easy customization;
3. Collaboration and Negotiations: The platform must facilitate both internal and external collaboration and negotiations, including workflows and access management, to ensure smooth and efficient communication and decision-making;
4. User-Friendly Interface and Good User Experience: The platform should have an intuitive, user-friendly interface that provides a positive user experience, making it easy for all team members to adopt and use effectively.
5. Vendor’s Responsiveness, SLA, and Support Packages: The platform provider must offer responsive customer support, clear service level agreements (SLAs), and comprehensive support packages to ensure reliable and timely assistance.
6. Integration with Salesforce and HRIS: The platform must integrate seamlessly with Salesforce and HRIS (Human Resource Information System) to enable smooth data exchange and streamline processes across departments.
7. Qualified and Advanced E-Signature, Supported by Different Countries: The platform should support qualified and advanced electronic signatures that are legally recognized in different countries, ensuring compliance with various international regulations.
8. Enterprise Level of Security and Certification: The platform must provide enterprise-level security features and hold relevant certifications to protect sensitive information and ensure compliance with industry standards.
9. Competitive Pricing and Price-Determining Variables: The platform should offer competitive pricing with clear price-determining variables, such as document volume and user fees, to provide transparency and value for money.
10. Customization Level (Language, Branding): The platform should allow for a high level of customization, including language options and branding, to meet the specific needs and preferences of the organization.
Selecting the right vendor required a thorough evaluation process to ensure the chosen platform met all of Aleph's needs. This process included conducting a detailed assessment to understand the specific requirements of Aleph’s legal, IT and revenue teams. They evaluated vendors based on their responsiveness, support packages, and service level agreements (SLAs) to ensure they could provide ongoing assistance and handle any issues promptly. Ensuring the platform could seamlessly integrate with existing systems such as Salesforce and HRIS was crucial to maintaining smooth data flow and operational efficiency. They also assessed the security features and certifications of the platform to ensure it met enterprise-level security standards and complied with international regulations. Considering the platform’s pricing structure and the level of customization it offered, including language options and branding, they ensured it fit within Aleph’s budget and specific needs.
The implementation process for Aleph's new contract lifecycle management platform began with a comprehensive vendor selection phase. The goal was to identify a solution that could meet the complex needs of Aleph's global operations while fitting within their budget constraints. After thorough evaluation and comparison, the selection process culminated in the decision to proceed with Avokaado's platform.
The proof of concept (POC) phase was initiated, spanning a duration of two to six months. The primary goals of the POC were to evaluate the user experience (UX), assess the capabilities of self-service automation, ensure effective lifecycle management, and confirm seamless connectivity with Salesforce. These goals were critical in determining whether the platform could deliver the necessary functionality and efficiency improvements Aleph required.
Following the successful completion of the POC, Aleph formally commenced the contract with Avokaado in March 2023. The implementation phase then focused on scaling the solution in the selected regions of the organization, integrating it with Salesforce and planning the further expansion roadmap.
The rollout involved extensive training sessions to familiarize all users with the new system and ensure a smooth transition. Regular feedback loops were established to identify and address any issues promptly, ensuring the platform continuously met user needs and expectations.
By the end of the implementation process, Aleph had successfully integrated Avokaado’s platform into their operations, achieving significant improvements in efficiency, compliance, and collaboration.
Upon integrating Avokaado's platform, Aleph experienced a significant transformation in their legal operations. The platform facilitated a seamless process from drafting to signing contracts, eliminating the need for back-and-forth emails and ensuring all documents were centralized and accessible.
After successful implementation Aleph experienced:
Valdemārs Veinbergs, Regional Legal Manager at Aleph, shares his experience: "Avokaado's platform transformed our legal operations, providing a centralized solution for our contracting needs. The user-friendly interface, simple template automation and control, and seamless workflow have significantly improved our efficiency."
AI and automation together offer unparalleled scalability. By automating routine tasks such as contract drafting, review, and compliance checks, organizations can handle an increasing volume of work without a corresponding increase in resources. This scalability is particularly crucial for global companies like Aleph, which operate across multiple countries and jurisdictions. The system’s ability to automate 66 contract types and manage over 10,000 documents annually shows how automation can support extensive operational scales. As AI capabilities will be integrated in the future, the platform can further enhance this scalability.
The AI-driven operational intelligence and automation platform can serve as a central hub for Aleph where different departments collaborate seamlessly. HR teams can use the same platform to manage employment contracts and other legal documents, benefiting from automated workflows that reduce administrative burdens.
Veinbergs' observation explains this potential: "We see that Avokaado can be useful not only for the legal and revenue teams but also for the global HR teams. Colleagues take up new positions, and their employment terms change, with Avokaado, those changes can be enforced in bulk. We have over 1,000 employees, and everyone can benefit from automating their processes."
This holistic approach will facilitate better collaboration and communication across departments, ensuring that legal considerations are integrated into all aspects of business operations. Platforms that integrate with systems like Salesforce and HRIS will be crucial in achieving this synergy.
The successful collaboration between Avokaado and Aleph demonstrates the power of innovative legal technology in driving operational excellence and business success. By embracing Avokaado's platform, Aleph has not only streamlined their legal operations but also empowered their teams to focus on strategic initiatives, ultimately leading to enhanced productivity and growth. As businesses continue to evolve, the integration of legal operations and revenue operations will become increasingly important, driving efficiency, compliance, and revenue growth. The future of legal operations and operational intelligence will be transformative, offering numerous opportunities for enhanced efficiency, compliance, and strategic decision-making. Realizing these benefits will require organizations to navigate significant challenges, including data security, change management, and integration complexity. By addressing these challenges proactively and leveraging advanced technologies, businesses can position themselves for sustained growth and operational excellence in the evolving landscape of legal operations.
👉 Want to automate your first contract? Try Avokaado for free now. Avokaado is a pioneer in digitizing legal services. Our team is an expert in building DIY, knowledge management and collaboration platforms. 👉 Talk to the team and we’ll show how you can start delivering cutting-edge solutions today.
Manage all your contracts in a secure, private workspace in the Google Cloud Platform. Available out-of-the-box for every customer. Add your brand, colors, and even custom domain name to make your contracting portal natively yours. On-prem solution is available on demand as well.
Enjoy a no-code, clause-based environment to automate contracts of any complexity. Create contract templates in hours using a wide range of built-in tools including variables, choices, and conditions. Design and manage your company-wide clause and templates library. No more mess with contract versions.
Collaborate with your team members and 3rd parties throughout the contract lifecycle. Invite viewers and editors to negotiate the terms, and add approvers and signers along the way. Take over control of the full contracting workflow without hassle. All in your private cloud.
Sign contracts right inside your workspace using qualified electronic signatures providers like Dokobit and SignNow. Unlimited signatures are included with every Avokaado workspace. We make sure you can sign legally binding documents with any party across the globe.
Keep and manage all your contracts in Avokaado's secure workspace. Easily organize your storage with folders and tags. Share documents and folders across business units, users, and groups. Get a grasp on what is important with dashboard, search, and filters.
Link your contracts to external systems such as Salesforce, Google Drive, Personio, BambooHR, Pipedrive, and others with the built-in integrations provided or request access to the Avokaado CLM Rest-API and connect your workspace to any system within your organization.
