New Enhanced Learning in Action (LiA)

Provide exercises and evaluations in your live system

New York, NY – March, 2019:  Are you looking for an effective way to build your users’ skills in the Firm’s software? A way to provide relevant training based on users’ needs?  An easy way to evaluate new hires?

Capensys announces its latest release of LiA (Learning in Action), a tool that evaluates users in the live application on their own firm desktop.  LiA has been designed to assist you with new hire training, knowledge consolidation exercises, evaluations of user skill levels, and certifications (LTC4 or in-house).

The new version of LiA uses a state-of-the art, extremely accurate method to record users’ actions and save their results in any Learning Management System (LMS). Users can perform tasks using any acceptable method, whether it be ribbon, right click, or key stroke combination, no matter how much the firm’s desktop has been customized.  The exercise results show a very accurate picture of how competent users really are.

The LiA application

  • Comes with a ready-made set of exercises which already incorporate multiple methods.
  • Provides training targeted to each user by offering relevant follow-up exercises if a pass mark is not achieved, or if they want to learn more.
  • Includes a simple, intuitive Designer tool which allows trainers to write their own exercises for most legal applications.

LiA exercises can be organized in learning plans in your LMS and can be used for core competency training, new hire and/or LTC4 certification, rollouts or general up-skilling.

“Our clients always ask us how to benchmark users and provide targeted learning, and the LiA tool is perfect for that.” said Sue Pasfield, Managing Director of Capensys. “It is invaluable to help firms gain an understanding of skill levels and offer relevant training.”

LiA is an important component of the Capensys ‘SkillUp!’ program, which allows firms to improve skill levels and achieve certification in a wide range of core competencies. The SkillUp! program helps Firms address today’s competitive environment in which clients demand more productivity and efficiency from law firms.

To see a demonstration of the new LiA and learning tools, please contact your Capensys representative, or email


Capensys Trainer and User Guides just got even better!

Our trainer scripts and companion users exercise guides now have even more depth with additional tips and trainer notes. 

They are still very easy to tailor to your environment and cover all the workflows needed for a successful rollout and ongoing training program.  We have these for all of Office 2016 as well as iManage, Work 10, NetDocuments and many other legal applications. They make the ideal training blend together with the Capensys online learning library and the instructors we can provide.

Contact us to see how you can easily make your rollouts a success.

Learn all about our Capensys online learning library.

The NEW! Capensys LMS – a perfect solution for busy law firm training professionals

Need an easy way to manage and deliver training?

Are you satisfied with your current LMS?

The NEW! Capensys LMS…

Our new LMS takes all the struggle out of managing your training! 
  • Simple to load your own content and create classes
  • Easy to create learning plans – great for LTC4
  • Fast performance and great support
  • Access learning from any device
  • Ready made library of online content, including Security/GDPR awareness

See more…

For a demo contact us at


Sentinel Releases and Updates: Courseware, Reinforcement Materials and Localization


Complying with HIPAA

We made sweeping updates to our HIPAA content, including a much-needed facelift to bring this training into the 21st century. The content itself isn’t markedly different, but we did close some gaps related to security and administrative safeguards; a trusted partner in the healthcare space, Clearwater Compliance, helped ensure that all activities, quizzes, and assessment questions were legally sound and in compliance with the latest HIPAA regulations.

Protecting and Handling Data

The content in this topic group was over two years old, and in desperate need of a refresh. Though the content largely stayed the same, new graphics and interactions have been added.

New topic:

  • Data Minimization

GDPR Consent and Lawful Processing

This new topic comes by request from an existed client and others who were looking for a bit more content around what constitutes consent under the GDPR, and the legal grounds that allow for the processing of data.

This topic is included in the GDPR Role-Based Privacy topic group and all role-based GDPR courses. 

Preventing Phishing

Coming on the heels of an update to our phishing content late last year, we added two new topics to the Preventing Phishing topic group.

New topics:

  • The Dangers of Phishing
  • Showing Skepticism

Global Privacy Laws

Our older Global Privacy Laws topic highlighted a select few countries and regions—this new topic, available in the Global Privacy Laws and Regulations topic group in the Adaptive Privacy Library, contains information about the privacy landscapes, laws, and regulations of over 10 different countries and regions.

Password Guidelines and Password Best Practices

These popular pages got a facelift and content refresh to align with the latest guidance from NIST. In addition, the interactions are much improved and content between the two topics is more clearly differentiated than before.

Updates to Privacy and Personal Information, Role-Based Privacy, and Intellectual Property

GDPR is still top-of-mind for a lot of clients: those that need to comply, and those who considered the May deadline a good time to review their existing privacy policies and data handling procedures. To that end, we used our GDPR content as inspiration to thoroughly review and revise select topics in the Adaptive Privacy Library. These new topics are designed to support those clients who don’t necessarily need to comply with the GDPR—but still want their privacy training to echo the gold standard of the GDPR.

New and updated Privacy and Personal Information topics:

  • Defining Privacy
  • Reporting Privacy Incidents

New and updated Role-Based Privacy topics:

  • Collecting Data
  • Managing Vendors
  • Privacy Principles for Sensitive Information
  • Implementing Privacy Statements
  • Writing Privacy Statements

New Intellectual Property topic:

  • Business Confidentiality


New Videos

  • The GDPR | Reinforcement Library and the APL – Animated Videos
  • Privileged Users | Reinforcement Library and the ASL – Animated Videos


This release also included a systemic review of our localized content and the addition of most ASL and APL content in our newest languages.

Please allow at least two weeks for delivery of any localized content.

All ASL and APL content—except for HIPAA and FERPA, which are US-based laws—is translated into the following languages:

·         Chinese (Simplified)

·         French

·         German

·         Italian

·         Japanese

·         Korean

·         French (Canadian)

·         Portuguese (Brazilian)

·         Russian

·         Spanish

·         Spanish (Latin American)

·         Russian

And 75% of all ASL and APL content is now translated into the following languages:

·         Czech

·         Danish

·         Dutch

·         English (UK)

·         Finnish

·         Hungarian

·         Norwegian

·         Polish

·         Portuguese

·         Swedish


BakerHostetler’s Successful DMS Upgrade Using Capensys Training Resources and Materials


When BakerHostetler moved their 1,800 users (all at once!) from iManage 9.3 to NetDocuments 18 in the first quarter of 2018, the firm wanted to ensure they met their security audit needs.

It enabled us to provide affirmative responses to our client security audits. We could “tick off more of the boxes.”

Sharon Jesse, Training Manager

The firm also wanted to increase usage of their document management system (DMS) over shared drives and selected NetDocuments for its flexibility of workspace structure and mobility.  While they didn’t remove access to shared drives, they felt the additional functionality of the new DMS would encourage users to collaborate more.

The training team (“team”), led by Sharon Jesse, Training Manager, worked together to achieve buy-in for the initiative from Office Administrators, HR Managers, and select Attorneys. They wanted to ensure that their audience of legal professionals and support staff specialists were motivated and supported from the top down.

Early in the project, the team conducted attorney focus groups and interviewed various support teams such as Accounting and Marketing.  They encouraged specific groups that were very vested in the old DMS to attend so they could see they were getting the same functionality plus more. They demonstrated how the new system was focused on their current workflows and how the rollout would support a smooth transition.

They also identified Active Advocates in all groups who would provide additional support and also “evangelize” the project.  Members of this group were carefully vetted by Office Administrators to ensure the right skills and personality for the support role.

Training and Support

The firm used a blended approach to address the specific needs of their audiences.

The team provided early webinars for the Active Advocates that focused on key features. Secretaries and paralegals received mandatory “flipped learning,” in which e-learning took place before the instructor-led classroom training. The instructor-led training was optional for attorneys and other staff. The attorneys participated in remote webinars, and post go-live webinars were offered starting week 2.

Sharon Jesse also noted that “few attorneys participated in classroom; most did remote. For our high-touch users, we provided one-on-one sessions.  People who worked with the managing partners did very contextual/relevant training.”

The team provided floor support for 3 weeks after the training along with access to the Help Desk. Additionally, Capensys provided a dedicated hotline for 2 weeks after the training.

The team used the Capensys training materials and tools because of their broad experience, high quality, flexible training and support resources, and the quality and scope of their eLearning. At BakerHostetler, we are not afraid to try a new approach and you need a partner who can support and supplement those ideas!

Sharon Jesse, Training Manager

Outcome and Measurement

When asked about the reaction of the user population to the program, Sharon replied: “In general, most users think the product is more intuitive and better organized; attorneys using the mobile app are happy they can access docs on the road.”

At the time of this article, it is still a little early for the firm to measure the overall impact of the new DMS on the number of documents being filed. The good news is they have received requests to move data from shared drives to the DMS, and a few admin teams want to have custom workspaces.

Using the Capensys “Efficiency Dashboard” the firm has identified that the Help Desk is receiving more technical issues than “how to” questions. According to Sharon, “People seem to ‘know how’ better!”

The firm also provided the evaluations that allowed people to qualify for LTC4 Certification in the Managing Documents and Email learning plan. The firm will continue to use the Capensys courseware to offer e-learning paths for new hires as well as providing the path to LTC4 certification.

Lessons Learned

What went well

There was great feedback on training, support and the Capensys hotline from the offices. This was the first time the firm was using a scenario-based training model and the staff appreciated this approach.

Sharon noted that “Providing early training for the Active Advocates was a win. It provided us with a list of questions to consider before finalizing the outline and the support team’s FAQ document.”

What we would do differently

Sharon’s comment on this was: “In retrospect, we could have used more floor support in the larger offices during the first 3 days, as those attorneys who did NOT attend training consumed much more time than planned. Therefore, it took several days to reach each user for their checklist. Depending on the type of rollout, better assignment of resources in the offices with larger demands.”

About BakerHostetler

BakerHostetler is one of the nation’s largest law firms, representing clients around the globe. With offices coast to coast and more than 940 lawyers, the firm litigates cases and resolves disputes that potentially threaten clients’ competitiveness, navigates the laws and regulations that shape the global economy, and helps clients develop and close deals that fuel their strategic growth.

They have five core practice groups: Litigation, Business, Employment, Intellectual Property, and Tax. Within these groups are several large specialty practices, including antitrust, bankruptcy, healthcare, energy, middle market mergers and acquisitions, complex commercial litigation, data privacy and security, patent prosecution and international tax. The firm’s attorneys have broad knowledge and experience in many industries, including energy, media, manufacturing, healthcare, financial services and insurance, consumer products, and hospitality.

BakerHostetler is known for their commitment to the highest standard of client care. By emphasizing an approach to service delivery as exacting as their legal work, they are determined to surpass their clients’ expectations.

About Capensys

Capensys Ltd. is a full-service legal training provider. Capensys offers all types of training for the legal industry including classroom trainers, webinars, online e-learning, evaluations, and a security awareness program. Capensys works with their clients to link the training directly to the business goals. Capensys is a Vendor Members of the Legal Technology Core Competencies Certification Coalition (LTC4). Capensys is also an iManage and a NetDocuments certified training partner. To learn more about Capensys please visit


Fisher Phillips Upgrades to IntApp Open to Streamline their Workflows, Conflicts and New Business Intake System


When Fisher Phillips decided to improve the workflow and streamline the process of their Conflicts and New Business Intake system, they had very specific vision of what they wanted to accomplish.

Reduced risk, increased technology efficiency, better client service and profitability when reviewing conflicts and opening new clients and matters.

The firm chose to implement the Intapp Open New Business and Conflicts application to replace the program that had been developed in-house.

The goals of the initiative were:

  • Enhance the Conflicts process so that more party information could be collected.
  • Obtain better data at intake rather than in phases.
  • Gather more accurate data.
  • Open matters faster.
  • Support the firm’s overall “big data” Legal Analytics initiative.

The benefits of the new workflow application were:

  • Improve accuracy, avoid duplicate work and manual entry. The new workflows provide better follow-up on missing data.
  • Consolidate the conflicts and new business intake into one process. By integrating the two processes, there would be less round tripping and faster turnaround time.
  • Avoid billing work against the client’s general number.

Training and Support

Six hundred users, including all attorneys and staff in the 32 offices, were invited to take the training. To ensure participation and optimal adoption, presentations were first made to team captains and office managers. Office managers then shared the benefits, and the training plans, with their local users. Ongoing information about the rollout was communicated at firm meetings, introductory email messages to users in each office, TIPS emails to users, and on the firm’s intranet.

The majority of the training was conducted remotely by Capensys. Instructor-led, live webinars were offered to each office, and recorded sessions were also posted online. Onsite support was provided in Irvine and Atlanta offices, with remote support to all of the remaining offices.

To help users adjust to the new system, attorneys and staff were provided with tailored user guides and an information checklist for gathering the necessary conflicts and intake information.

The support team established a central Intapp Support e-mail to address user questions and a dedicated training phone number for the Trainer on Call support.

To provide just-in-time training, the firm will also roll out e-learning segmented into roles and workflows with the next version of the application. New Hires will watch the recorded session, have a live Q&A with a trainer, and then will be provided the e-learning.

The firm understood that training and support had to be solid for such a mission-critical application. They selected Capensys based on their great reputation and the positive evaluation of the firm’s IT Department. “We were impressed with what we saw, in the depth of the materials, and the quality of the Capensys trainers” said project manager Roberta Withrow. “Users were well cared for and received the training and support to hit the ground running.”

Outcome and Measurement

The firm will be measuring outcomes and expect to see improvements in the following areas:

  • Less billable time falling through cracks
  • Fewer questions for Accounting – less round tripping of bills
  • Fewer mistakes before matters are opened

As with many new initiatives, the benefits may initially be difficult to perceive. With Intapp, the attorneys are more engaged in the early stages of the conflicts vetting process. The system also demands better, more accurate data when the matter is opened. As a result, the initial perception in some offices was that it took longer to process matters. In reality, however, the matter numbers are open for billing sooner.

The firm expects that the long-term benefits of better risk management and client service will soon quell any initial complaints.

Lessons Learned

The firm gathered some great feedback from the stakeholders, the users and the training and support team. An example: engage the Office Administrators early and often in the training and awareness program.

In the next initiative, the firm will allocate more time and resources on change management activities – engaging the Office Administrators more, making training mandatory, and providing CLE credit. They also suggest engaging attorneys more in creating the input form.

One key lesson learned: to improve the perception of the application, separate the communication about the workflow / intake requirements from the actual application. That way, it will be clear what is a process/protocol issue, and what is an application issue.

About Fisher Phillips

Fisher Phillips is a law firm with 230 attorneys and 600 user across 32 offices. They continuously look for ways to work more efficiently and better serve their clients. Firm leadership can make decisions quickly to direct the necessary resources to a particular challenge. They are able to use their broad database of experience to improve their internal processes and thereby propose competitive alternative fee arrangements.

Many highly successful partners have chosen to bring their practices to the firm. They are attracted by the entrepreneurial culture, the collegial atmosphere, the opportunity to practice with other excellent lawyers, and the transparent compensation system that rewards great client service.

Fisher Phillips operates globally as well as locally. They have attorneys admitted in almost every U.S. jurisdiction. They also have networks of local counsel on six continents with whom they partner to serve their clients anywhere in the world.

About Capensys

Capensys Ltd. is a full-service legal training provider. Capensys offers all types of training for the legal industry including classroom trainers, webinars, online e-learning, evaluations, and a security awareness program. Capensys works with their clients to link the training directly to the business goals. Capensys is a Vendor Members of the Legal Technology Core Competencies Certification Coalition (LTC4). Capensys is also an iManage and a NetDocuments certified training partner. To learn more about Capensys please visit

Capensys Solutions to Gartner’s 10 Common Security Awareness Program Mistakes

Many CISOs and security managers struggle to define the vision, objectives and outcomes needed to create an effective cybersecurity awareness program. Consequently, mistakes are made that can lead to negative sentiments across the firm and an under-performing program. By avoiding these common mistakes, your program can be a key component in changing security behaviors across your enterprise.

The following 10 most common security awareness program mistakes were identified by Gartner members. Capensys has responded to these mistakes with practical advice on how to avoid these missteps as well as how the Sentinel program provides solutions.



Mistake Description Sentinel Program Solutions

Lack of Relevant Skills

Those who are asked to lead security awareness programs often have multiple roles within an enterprise and lack some of the necessary skills, such as an in-depth understanding of the security landscape, or how to structure an effective communication program.

The Capensys Security team can educate the program stakeholders on the general security threats, and those that may be specific to the firm.

Our Communication team can provide best practices and communication options to maximize user buy-in and understanding of the program.


No Authority

Individuals who are charged with delivering security awareness and ensuring its effectiveness often lack the authority to do so.

Consulting to help properly define the vision and set expectations with firm executives.

Consulting to help secure executive buy-in and visible support for the program, and the security behavior/principles it espouses.


Symptom Bias

The tendency to focus on symptoms of the problem versus the actual problem. This common error will not address the root of the problem, and will only make the actual problem worse.

Capensys guidance to avoid getting lured in by “easy fixes” that further mask the problem.

Assistance with program planning to ask the questions that focus on the program, not the symptoms.


Boring, Scary Content

Security awareness content is often packaged and delivered in a boring, scary or complex manner. Don’t settle for substandard content.

The Sentinel content is award-winning, engaging, and includes gamification and legal scenarios.

In addition to clear and simple policies, Capensys encourages firms to provide positive reinforcement for the correct behavior.


Unclear Objectives

Lack of clearly outlined learning objectives will limit and possibly prevent your ability to succeed.

Capensys can work with the program stakeholders to conduct a needs analysis to help evaluate the current state of overall user awareness and determine the best focus for the program.


Audience Disconnect

You should know your audience. If you don’t know your audience, you can’t anticipate their needs or authentically connect with them.

As part of the initial needs analysis, the Sentinel team can work with the firm to identify the primary security profiles. These profiles will inform the elements of the overall security awareness program that are provided to the different user groups.


Bad Metrics

Course completion rates do NOT necessarily mean that behavior has changed. You need to validate that your users are actually following firm policies and protecting the firm.

Capensys can help formulate a broad security survey to get a clear picture of the strengths and weaknesses of the different user groups within the firm.

Educational phishing programs can be designed to coach instead of “trap”, and highlight groups within the firm that need additional training.

Don’t be afraid to repeat activities to measure maturity/growth over time.


Misguided Focus

Make changing people’s behavior the main goal of the security awareness program. Otherwise, there is no point in making them aware of security concerns.

Security programs managers can overemphasize reports and metrics. Instead, the focus should be on user behavior.

Gather reports from the Help Desk and your educational phishing campaigns to tailor 9your training. Where you see trends emerge that pose a security threat, be pro-active. Meet with relevant stakeholders to identify the underlying issues, and reach out with supplementary coaching or additional discussions.


Infrequent Reinforcement

Training activities are too infrequent, and training modules are too time-intensive.

The Sentinel modules are short and engaging. A user can start a course and continue it later, as time permits.

Capensys will work with the project stakeholders to plan a 12-month awareness program that includes training and monthly/quarterly reinforcements.


Failure to Reward Success

Don’t just focus on what not to do. Reward employees for demonstrating secure behaviors.

Capensys promotes a best practice of broadcasting security “wins” to the firm. Call out users on a Security Hall of Fame for their contributions.

There is a positive payoff in seeing peers undertaking good policies. Encourage users to quickly report security concerns and assure them that sooner is better than later.

Increasing Engagement in Your Security Awareness Program – ILTA Blog: 1/10/18

John M. Attinger, Director – Security & Training at Capensys, and Steve Williams, Director of Strategic Partnerships at MediaPro

Debate will and should continue about what role individuals and employees should play in the security effort. What is no longer a debate is that an individual’s decision making, when it comes to handling data, transferring information, and protecting devices, can have a major impact on an organization of any size. In today’s hyper-connected world there is an ongoing clash between personal and professional tasks – an individual’s digital life and their attention is often distributed across a number of personal and professional devices. These interconnected variables have created an environment in which a single connection to a rogue network or just one poor decision with a malicious attachment can result in an array of incidents ranging from ransomware to credential theft and many things in between.

Though controls, policies, and system defenses will always play a critical role in minimizing or reducing the impact of these incidents, it’s time for firms to fully embrace the positive influence that encouragement and involvement can play when it comes to the security and privacy decisions that people make.

At its core, technology can accelerate productivity and improve both life and business experiences. In-person meetings and bland voice based teleconferences have been augmented and are often entirely replaced by interactive “virtual” meetings that allow for live collaboration, screen sharing, and live video feeds. Search engines and social networks are turning phone books into historical artifacts, and seeing a person without a mobile device is becoming an anomaly. Hailing a cab in the rain while shivering? All but gone – there’s an app for that. People are willing to rapidly adopt any technology that they perceive will make their life a better or even more enjoyable. These technologies are good; actually, they are great and have positively transformed the way we work and what we are capable of producing.

So why is it such a struggle to get users to adopt basic behaviors and best practices that can virtually eliminate the damage done by the usual suspects: phishing, social engineering, and even lost devices? There’s no single answer. Were it that easy, we’d all be one blog post or software license away from the “cure” (hint: be very suspicious of anyone that claims to have the cure!). Having collaborated on countless security awareness/data privacy programs for the past 4 years, I’d contend that our messaging and approach still needs some work. If our goal is actual behavior modification, it would be nice if we could sit back at a safe distance and steer people towards the light only using tools like phishing simulators, online training, and email based security alerts. While these tools play an important role in raising visibility and increasing competency, they are not a replacement for the life blood of any effort to drive change: personal engagement.

Our colleagues that are not in direct security/risk/compliance roles don’t wake up every morning thinking about data loss or privacy breaches, like us. Our colleagues don’t open email messages at all hours and study the headers and IP details to determine the source of the strange message, like us. Our colleagues also do not head into a job performance review thinking about how their ability to protect company information and trade secrets from outsiders will be evaluated; maybe they should, but they don’t. Hoping that we can change these behaviors “remotely” is running face first into a stiff wind. We need another approach to drive the type of change that makes a meaningful difference. Can we learn from other examples where people commit time, devote energy, and take action on projects that are not associated with their core job function? Yes.

Company based health and wellness programs, community service projects, and fund raisers are excellent examples of activities that occur with frequency and success within organizations of all sizes. Most of these activities share a common quality: they are optional; people can choose to commit or flat out ignore them. A former colleague of mine recently described a pre-work event – dozens of female colleagues met with over a hundred young girls from a variety of local schools at a career discover event. They met, talked, and shared professional career path options with the young stars… unpaid and optional, but very well attended. What was the driver? Engagement. The program was spearheaded by several individuals who relentlessly recruited internal team members to commit and attend, and reached out to the school community. The result – a successful event that had real impact.

So, what do the outcomes of security engagement look like? Last month a colleague in a law firm overheard a counterpart complaining to a peer about the IT Department. The complaint? IT had started renaming his client folders on a shared drive using hexadecimal codes and complex character strings. The colleague commented that it was highly unlikely that IT would rename his folders without prior notification, and asked to see an example. He immediately called the security team who discovered that ransomware file encryption was actively underway. Should there have been an automated alert or preventative control to stop the file encryption? Probably. But when a control falls short or something unusual occurs, an employee that is engaged will act while the employee that is unengaged will tune out the colleague’s conversation about renamed folders.

Security and privacy engagement is a contact sport, not a remote activity. You can’t move behavior and drive change in the absence of shared ownership and a team that is committed to helping drive the message. Sending a fake phishing email to colleagues is a security awareness activity and one that can play a role, but getting involved with influential members of your organization to earn buy-in and gain support and mindshare for your security and privacy program is real security engagement. So are town hall sessions that paint an accurate picture of the threat landscape, the firm’s vulnerabilities, and the drivers behind the “push” for security (esp. the firm’s clients). And speaking at attorney lunches and secretary meetings, or hosting a “Security Awareness Month.” Even better – pushing pinpoint optional micro-learning to your users when a real-world security event, such as the Wannacry ransomware attack, is top of the news. And when a user does the “right thing” and demonstrates engagement with security awareness, celebrate the win to your wider user community. The outcomes of these types of security engagements are the game changers that we seek.

“For additional insight on security awareness engagement, Capensys hosted a webinar titled How to Build & Maintain an Engaging Program (with everything else that you have to do!).”

Robinson Bradshaw Achieves LTC4 Certification Using Capensys Courseware

Why LTC4?

Robinson Bradshaw wanted to implement a firmwide training program, focused on competency ‎based performance standards, evaluation and ongoing training, that would have a meaningful impact ‎on firm’s morale and productivity.  The program offers the opportunity to become ‎‎“certified” in various core competencies, and Robinson Bradshaw saw this as an opportunity for staff to grow and develop new and better ‎skills.

Greg Tomlinson, Training and Development Coordinator, first heard of the LTC4 core competencies from his LMS content provider, Capensys (an LTC4 Founder).  He attended a LTC4 webinar and got excited about what it would mean for the firm.  He worked closely with Capensys in obtaining strategies for stakeholder buy-in and possible future rollout.

The Buy-In

Pam Sachs, Director of Human Resources, stated:

“LTC4 initially came to my attention through our in-house trainer in the fall of 2014.  My immediate reaction was that maybe this would finally be a solution to the incredible need in law firms for better skills to support law firm efficiency, both at the lawyer and staff levels.  They sold me because they were focusing on workflow processes (not just software knowledge) and creating an environment of continuing skills development. We believed the staff and attorneys would take a fresh look at the new training tools with the ability to learn at their desk or at home on their own schedule.

Internally, we have been on track with our customized LTC4 training since the spring of 2017.  Staff acceptance of the training, assessments and certifications have exceeded our expectations and, based on that success, we are hoping to incorporate the attorney groups in the near future.”

Geoff Rhodes, Director of IT, stated:

“Our lawyers and staff were attending training classes, but we needed to know if they were retaining the information and using the applications efficiently.  Enter LTC4.  This program allows us to perform assessments to determine individual knowledge gaps.  Based on those gaps, customized training can be created to further educate those identified as needing assistance.  The established legal technology core competencies help us measure staff productivity improvements, and the certification creates a sense of accomplishment to be proud of.”

Alan Menius, Executive Director, stated:

“We view LTC4 as a valuable tool in our ongoing efforts to better define work processes in our practice support team, define core competencies, and recognize individual and group progress toward those goals.”

The Rollout

Greg Tomlinson led the charge with PowerPoint presentations, marketing and demos of the learning plans.  He decided to update their LMS page to Robinson Bradshaw University (including new Capensys content) and incorporate the LTC4 rollout simultaneously.  With help from Capensys, he broke out each core competency skill and created learning plans in the LMS of the videos and assessments for easy viewing and tracking.  Many of the users were able to test out by just completing the Capensys KnowledgeCheck.

As of this date, Robinson Bradshaw has completed the Managing Documents and Emails and Working with Legal Documents learning plans. Presently, the entire firm is undergoing the certification process for Security for Lawyers learning plan and in early 2018 will be rolling out Collaborating with Others to the staff.

The Firm

Robinson Bradshaw is a Carolinas-based corporate law firm with national practices. We provide comprehensive legal services to businesses ranging from startups to Fortune 100 companies.

Visit for more information.


Gordon & Rees IT Skills Improvement and LTC4 Certification Using Capensys Courseware and Tools


In October of 2016, Tanya Vawter, Training Manager at Gordon Rees Scully Mansukhani, LLP, along with her training team of 3 people, began a continuous performance improvement initiative that would provide top-notch online training to attorneys and staff in their 35 plus offices spread across the US. They also wanted to provide that same level of training to the 4 -10 new hires that arrived each week. They were members of LTC4 and were already using the Capensys LMS and LTC4-aligned courseware. The LTC4 certification program was launched to all offices with the intention of fostering ongoing up-skilling.


Here are the stats showing their considerable achievements:

Certifications, Learning Plans and Courses

  • 59 LTC4 Legal Professional Certifications have been earned by Attorneys.
  • 229 LTC4 Legal Support Specialist Certifications have been earned by Staff Members.
  • 1557 Ongoing Monthly Learning Plans have been completed by Attorneys and Staff Members over the past year
  • 32,482 Computer Based Training (CBT) courses were completed on the Capensys LMS within the past 12 months.

How they did it

Tanya describes their LTC4 continuous performance improvement program as follows:

We use Capensys courseware and LMS to run our ongoing learning program and also to implement our new hire onboarding.  For new employees, we have each person take a short survey (using Capensys Pathfinder). We use this information to craft a customized learning plan for each user.

For ongoing learning, each month separate LTC4 learning plans for attorneys and staff are published to the LMS. We announce the release of the new learning plans each month via e-newsletter.  Employees are assigned either the staff or the attorney plan, as appropriate.  The learning plans combine CBT courses and KnowledgeChecks to prove skills.

We also publish a KnowledgeCheck-only package for those who wish to ‘test out’ of the training.  Each month’s plan is built with a portion of the courses required for LTC4 certification.  That way employees will earn LTC4 certification in 2-4 months (depending on the specific certification being worked toward that month).

We also have some employees who’d rather earn certification faster.  For those people, we publish the full learning plans to earn LTC4 certification. (Again, we also publish a KnowledgeChecks only plan as well).  As of October 2017, we have 5 different certification learning plans available.  Next month, we will add a 6th.

We have 4 categories of learning plans for new hires:  Attorney, Admin, Paralegal and Secretary.  Within each category, specific topics are customized for each individual user based on the answers to their Pathfinder questions. The end result is a list of assigned CBT and suggested instructor-led courses.  This information is also shared with the Office Administrator for the employee’s office.  We provide monthly reports so that the OAs can track completion for the people in their office. As we are 3 people supporting 35+ offices, we put the onus on the OAs to track and manage completion.

At the end of each month, we run reports to see who has completed LTC4 certifications that month.  We then email that information along with the forms LTC4 requires.  About a month later we get a PDF of the certifications.  We then print physical certificates and send via interoffice to each employee.

We market LTC4, Ongoing Learning and the LMS on an almost continuous basis.  We send out a weekly Tech Tips style newsletter which links to courses or documentation in the LMS.  At the end of almost every instructor-led class we show the LMS and how to use it to find CBT courses and tip sheets to review the current class topic.

On a monthly basis, we send out a list of who has earned LTC4 Certifications, what LTC4 Certifications are available, and also a reminder that the new monthly learning plans are available.  We always include links to the original program announcement as well as links to the LTC4 site.

The response has been very positive. Our users like the immediacy of the CBT courses.  They also like that they are earning certification which is attached to the individual rather than the firm.  We’ve had around 300 LTC4 certification earned over the past year.  We’d like this to be higher next year, so we are always looking into new ways to motivate employees.  (Next month we are pushing jars of jelly bellys for anyone who has earned all 6 certifications)

As mentioned, my training staff consists of 3 people. Without the Capensys LMS and courseware, it would not be possible to provide training and support to so many people.  We rely heavily on CBT courseware. We also use the LMS to publish our calendar of WebEx live classes and manage registrations, etc.

About Gordon & Rees

Gordon & Rees was founded in San Francisco in 1974 by Stuart Gordon and Donald Rees, both of whom maintain practices and are active in the life of the firm. In just over 40 years, Gordon & Rees has grown from a small defense firm to a national litigation and business transactions firm with more than 800 lawyers in 46 offices throughout the United States, including lawyers admitted in Canada, Mexico, and Hong Kong.

An AmLaw 200 firm, Gordon & Rees is recognized among the five fastest-growing law firms in the country.  Responding to the needs of their clients, Gordon & Rees continues to add and deepen its national practices and pursue additional office opening opportunities when it best serves their clients’ needs.

About Capensys

Capensys Ltd. is a full-service training company for law firms. Capensys provide all types of training for the legal industry including classroom trainers, webinars, on-line learning, evaluations and a security awareness program. The Capensys training philosophy is to link training to achieving business goals. Capensys are also Vendor Members of the Legal Technology Core Competencies Certification Coalition (LTC4). Capensys are iManage and NetDocuments Certified Training Partners. To learn more about Capensys please visit

About LTC4

LTC4 is a non-profit organization, that has established legal technology core competencies and certification that all law firms, law schools and legal departments can use to measure ongoing efficiency improvements.