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Automating mediation case intake

Client
M Resolution 
(Medina McKelvey LLP)
Industry
Employment Mediation & Legal Services
Integration
HubSpot CRM (Direct API)

Timeline
4 months (Pilot → Production)
Contact us
Contact us
Overview

About M Resolution

M Resolution is a mediation service founded by Brandon McKelvey that specializes in employment dispute resolution. The practice focuses on resolving complex workplace litigation—including wage & hour class actions, collective actions under the Fair Labor Standards Act, representative actions under California’s Private Attorneys General Act (PAGA), and single- or multi-plaintiff employment claims involving harassment, discrimination, retaliation, and wrongful termination.
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M Resolution is part of the Medina McKelvey group of companies and focuses on delivering thoughtful mediation outcomes through a combination of legal expertise, negotiation strategy, and operational efficiency.
Intake workflow before LexSelect

The challenge

Employment mediation generates a high volume of complex case documents. Each matter involves multiple parties—plaintiffs, defendants, corporate entities, and their respective counsel—with associated contacts, firms, addresses, and communication details that must be captured accurately to initiate a case in M Resolution’s CRM.
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Before LexSelect, this process relied heavily on manual entry.

Clients were required to upload case documents and manually enter structured information—such as party names, contact details, and firm information—into HubSpot form fields.

This workflow created several challenges:
Manual effort
Staff needed to review and reconcile client-entered data with source documents.
Inconsistent data
Legal documents often contain inconsistent naming formats, abbreviations, and contact structures.
Limited scalability
Administrative workload increased with every new case.
Client friction
Attorneys submitting matters were required to complete additional form fields alongside document uploads.
M Resolution needed a solution that could automate the extraction of structured data directly from uploaded legal documents—eliminating the need for clients to manually enter case details, reducing internal reconciliation effort, and populating HubSpot objects reliably and at scale.
Document-to-CRM automation

The solution

LexSelect implemented an automated extraction pipeline integrated directly with HubSpot.

Automated Document Intake

Clients submit case documents through a HubSpot form, which creates a ticket and sends the attached files to LexSelect for processing.

Structured Data Extraction

LexSelect applies advanced parsing logic to extract structured fields from legal filings, including:
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• Party identification: Plaintiffs, defendants, and associated entities
• Contact extraction: Attorneys and administrative contacts for each party
• Company and entity data: Law firms and corporate entities
• Contact details: Email addresses, phone numbers, and mailing addresses
• Case metadata: Case names, deal naming conventions, and handling of multi-party or combined matters.

Intelligent Validation and Normalization

Because legal documents often contain inconsistent formatting, the system applies normalization rules to standardize entity names, contact details, and address formats before sending the data to HubSpot:
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• Entity suffix normalization: Standardization of corporate suffixes (LLC, Inc., Corp.) and removal or normalization of office identifiers from firm names.
• Name cleaning: Handling of professional suffixes (e.g., “Esq.”) and abbreviated name formats to ensure clean contact records.
• Address standardization: ZIP code formatting, state name abbreviation conventions, and structured handling of multi-line addresses.

HubSpot Integration

The extracted data is synced directly into HubSpot through a native API integration.
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LexSelect automatically creates and associates Tickets, Contacts, and Companies, populating the relevant fields and maintaining the relationships required for M Resolution’s internal workflows and automations.

With validated data flowing into the CRM, HubSpot now functions as a reliable system of record for mediation intake and case management.
4-month rollout

The implementation

The engagement followed a structured, phased approach over approximately four months, from initial pilot launch through production deployment.
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Throughout the process, LexSelect and M Resolution maintained a bi-weekly check-in cadence to review progress, surface issues, align on decisions, and confirm next steps.
1
Pilot Phase
LexSelect validated extraction accuracy using real case documents and refined parsing rules to address edge cases such as entity suffixes, address formatting, and ambiguous fields.
2
Integration Phase
The team evaluated several integration approaches and selected a direct HubSpot API integration to ensure reliability and scalability.
3
Sandbox Validation
A HubSpot sandbox environment was used to validate property mappings, object associations, and workflow triggers before production deployment.
4
Production Deployment
The system was launched with controlled test cases and monitored during the first week to confirm stable operation before full rollout.
Operational impact

The results

The LexSelect integration transforms M Resolution’s mediation intake from a manual, error-prone process into an automated, validated workflow. The practical impact includes:
Improved client experience: Structured data is extracted directly from uploaded documents, eliminating the need for clients to manually enter case details and making submissions faster and simpler.
Reduced administrative work: Automated extraction replaces manual reconciliation of form entries and documents, allowing staff to focus on case management and client communication.
Higher data quality: Validation and normalization ensure that information entering HubSpot is consistent and structured, reducing downstream errors in scheduling, communications, and reporting.
Scalable intake operations: The automated pipeline removes the dependency between case volume and administrative effort, allowing M Resolution to grow without increasing intake workload.
A reliable system of record: With validated data flowing directly into HubSpot, the CRM now functions as a trusted operational foundation for case tracking, reporting, and workflow automation.

Client feedback