How Zoho One Helped
Turn Complex

Asbestos Intake and Affidavit Workflows into a Structured, Scalable System

The Client

Client Name: JXR Justinian

Location: United States
Industry: Legal / Medical Claims Support
Business Model:

  •  Specializes in asbestos-related claims, guiding clients from first contact through medical documentation and trust submissions.
  •   Provides hands-on, high-touch support for both:
    • Individuals directly exposed to asbestos (primary exposure) .
    • Family members or others with secondary exposure .
  •  Coordinates:
    • Intake and qualification.
    • Exposure history documentation.
    • Medical releases and diagnostic imaging.
    • Affidavit preparation and claim filing.
  •  Success depends on:
    • Accuracy and completeness of intake data.
    • Matching each case with the correct document set.
    • Maintaining a clear, auditable record across long-running matters.

Executive Summary

JXR Justinian is a U.S -based organization that supports individuals and families pursuing asbestos-related claims. Their work depends on capturing highly detailed exposure histories, coordinating medical documentation, and assembling precise combinations of affidavits and forms for each claim.

As volumes grew and case patterns became more complex, their legacy tools couldn’t keep up with the level of structure and dynamic document assembly they needed. We implemented a Zoho One–based architecture centered on Zoho CRM, with a redesigned intake and qualification process, a structured way to handle primary and secondary exposure, automated folder creation, and a configurable affidavit and intake template engine. Phase one laid the foundation: the system now suggests and generates the right combinations of intake and affidavit templates based on case details, while leaving room for further automation, widgets, and integrations to support in-person visits and ongoing updates.

The Problem or Business Need

Justinian’s processes had outgrown the tools supporting them, creating operational friction across the case lifecycle.
Key challenges included:

Fragmented systems: Multiple CRMs and spreadsheets required manual data re-entry.

Unsupported exposure relationships: Primary and secondary exposures couldn’t be modeled as a single household or case group.

Inconsistent intake: Intake lacked a standardized, system-driven flow and structured data capture.

Template complexity: Staff manually identified and assembled affidavits and forms per claim.

Unstructured documents: Manual folder creation led to inconsistency and misplaced files.

Limited downstream visibility: Visits, audits, and ongoing updates weren’t managed in one system.

These gaps increased risk, slowed claim preparation, and limited scalability.

Evaluation of the Problem

Before configuration, we analyzed how Justinian actually operates, with a focus on intake and document creation.
Key evaluation steps included:

Process walkthroughs: Reviewed real cases end-to-end, from initial inquiry to affidavit and form preparation.

Tool and template audit: Assessed existing intake forms, affidavits, and trust documents, and how staff selected templates.

Data modeling: Defined structures to support exposure relationships, worksites, medical events, claims, and audits.

Workflow mapping: Identified what data should be captured at intake and how it should drive template selection and storage.

Future roadmap planning: Aligned Phase One with future automation, visit support, search, and scheduling enhancements.

This evaluation defined the requirements for a system that uses data to intelligently drive the right paperwork.

The Proposed Solution

We implemented a Zoho One solution that centers on structuring the intake process and dynamically generating the right mix of templates for each case, while also preparing for further automation.

The Implementation

Phase One focused on building a strong, extensible foundation rather than full automation.
Key implementation elements included:

Data migration and normalization: Migrated legacy CRM data and structured exposure relationships to support template logic.

TModule configuration: Set up and linked core modules for intake, exposures, templates, claims, and audits.

Template rules: Configured core Zoho Writer templates and decision rules to recommend the correct documents based on intake data.

Document automation: Automated folder creation and ensured generated documents were stored in the correct case folders.

Future-ready design: Structured the system to support expanded rules, visit workflows, scheduling, and audit automation.

The Results

Even at this foundational stage, Justinian saw clear operational gains:

Standardized intake: A consistent, guided intake process ensures reliable data capture.

Faster document preparation: Relevant intake and affidavit templates are suggested automatically, reducing manual effort.

Improved record organization: Cases follow a predictable folder structure with documents stored correctly from the start.

End-to-end visibility: Teams can track each case from intake through filing and audit in one system.

Future roadmap planning: The platform is built to support deeper automation, visit workflows, and external integrations.

The result is a scalable foundation for an intelligent case platform that improves over time.

Our cases are nuanced, and for years our tools didn’t match that reality. The new Zoho system finally reflects how we actually work. Intake is more structured, documents are easier to get right the first time, and we have a clear path to add even more automation. It already makes a difference day-to-day, and we know this is just the beginning.

Justinian

Conclusion

Justinian deals with complex, sensitive asbestos claims where missing a detail can have real consequences for a client’s life. The move to Zoho One was not just about modernizing technology—it was about building a structure where intake data, exposure history, and affidavit templates all connect intelligently.

By focusing Phase One on intake, relationships, and dynamic template selection, we laid a foundation that supports today’s work and tomorrow’s automation. The system already improves consistency and efficiency, and it is positioned to grow into an even more powerful case management platform as additional widgets, rules, and integrations are introduced.

We Can Help

If your organization handles complex, multi-step cases—especially where the right combination of templates and documents depends on nuanced intake data—a generic CRM is not enough. Zoho One, designed with the right architecture, can become your decision engine as well as your system of record. Reach out to explore how we can model your intake, documents, and workflows into a scalable, intelligent solution.

Inspired by
YouDriveTheSuccess success story?

We can customize a similar solution that fits your business needs perfectly. Reach out to us today, and let’s transform your business operations together!

Schedule A Consultation

Related Case Studys

All Case Study