Client: GHNY Law (Glass & Hogrogian LLP)
Industry: Legal Services (New York State Division of Human Rights forms)
Product Type: AI Form Filler, AI Document Automation
Use Case: Employment Discrimination Complaint Form (PDF)
Annual Volume: 50+ employment-discrimination complaint forms
Start Date: April 2025
Law firms handle a high volume of repetitive paperwork, often under tight deadlines. Manual legal intake and form completion processes not only slow down operations but also increase the risk of human error. In this legal AI case study, we’ll show how GHNY Law (Glass & Hogrogian LLP) used AI form filling for law firms and AI document filler technology with Instafill.ai to automate a core part of their workflow.
The Challenge: Manual Legal Intake and Complex Forms
GHNY Law collects client data using Cognito Forms, where clients submit unstructured information via web forms. Staff then manually copy this data into standardized legal documents and PDFs like the New York State Division of Human Rights Employment Complaint Form.
This multi-page legal form includes:
- Personal details about complainants and respondents
- Allegations of discrimination, including specific protected classes
- Dates of incidents and employment history
- Long narrative descriptions and legally binding declarations
Each document took 30 to 60 minutes to complete manually. GHNY Law needed a faster, more reliable way to handle legal intake and document automation.
The Solution: AI-Powered Legal Intake Automation
GHNY Law partnered with Instafill.ai to implement AI document filler and legal intake AI with zero disruption to their existing client workflow.
Step 1: Email Automation Setup
Clients continued submitting applications via Cognito Forms. No change was made to the client experience. Behind the scenes:
- Cognito Forms was configured to send submissions to GHNY Law’s inbox.
- A simple email forwarding rule redirected these emails to a dedicated Instafill.ai address (e.g., [email protected]).
- The setup took only minutes and required no technical effort.
Step 2: Instafill.ai Email Processing Engine
Instafill.ai processed incoming emails in four automated stages:
- Data Extraction
The AI-powered document filler parsed the email content and any attached form data. Even unstructured responses like “I was denied promotions due to my disability” were tagged and interpreted correctly. - Field Mapping
Data was mapped to a custom template designed for the NYS human rights complaint form. For example:
- “Disability discrimination” was aligned with the correct checkbox
- Date ranges were standardized for consistency
- Quality Assurance
Missing fields or inconsistencies were flagged and noted in a summary for internal review. - PDF Generation
Instafill.ai produced a fully formatted, ADA-compliant legal document ready for filing.
Step 3: Instant Delivery of Completed Documents
Within 1 to 2 minutes:
- Instafill.ai replied to the original email with a completed legal document attached
- All fields were accurately filled using the AI document filler engine
- A cover page highlighted any flagged inputs
- A backup download link was included in the reply
Why GHNY Law Chose Email Over Webhooks
While Instafill.ai supports direct Cognito Forms AI integration via webhook for real-time automation, GHNY Law chose email forwarding for its simplicity and flexibility. The setup took less than five minutes and required no developer resources. It also fit naturally into the team’s existing workflow, since their paralegals were already used to monitoring email submissions.
More importantly, email allows any team member to manually email a client application (attachments supported too) to the dedicated Instafill.ai address whenever needed. This gave GHNY Law an easy fallback method and added flexibility, especially when handling one-off cases. Email automation also works with any form provider, so the firm would not need to reconfigure their setup if they ever switch from Cognito to JotForm or another platform.
Tailored Features for Legal AI and Document Automation
To meet the specific demands of a legal practice, GHNY Law leveraged several advanced capabilities within Instafill.ai that significantly improved both accuracy and operational efficiency.
One of the most impactful features was AI fine-tuning. The system was trained on GHNY Law’s unique intake format and the precise structure of the New York State complaint form. This ensured that the AI could accurately interpret and align unstructured client input—such as free-text narratives or inconsistently formatted dates—with the strict requirements of the official document.
During high-volume periods, the team took advantage of Instafill.ai’s batch document automation. By uploading a single CSV file containing dozens of submissions, they were able to generate more than 50 fully completed forms in one go. What previously would have taken an entire day of manual effort was reduced to under an hour, allowing staff to focus on casework instead of paperwork.
Instafill.ai also supported reusable client profiles, which proved essential for managing repeat clients. When a returning individual submitted new information, the system automatically pulled in their previously used data, such as employer names, contact details, or commonly repeated responses – saving valuable time and reducing the risk of inconsistencies.
Finally, GHNY Law appreciated the built-in privacy and compliance safeguards. All documents were processed over encrypted connections using TLS 1.3, and any sensitive fields, including Social Security numbers, were automatically redacted unless explicitly required by the form. This not only kept client data secure but also helped the firm stay aligned with legal data handling standards.
The Result: Fast, Reliable Document Automation for Attorneys
With Instafill.ai:
- GHNY Law reduced document preparation time from 30–60 minutes to under 2 minutes
- Manual data entry was virtually eliminated
- Staff were freed up to focus on higher-value legal work
- The firm scaled its intake volume without hiring more staff
Ready to Automate Your Legal Intake and Forms?
Whether your firm uses Cognito Forms, JotForm, or Google Forms, Instafill.ai helps automate legal forms and streamline document workflows. From intake forms to official complaint PDFs, Instafill.ai is the AI document filler trusted by legal professionals.
Book a quick demo here to see how it works:
https://calendly.com/oleksandr-gamaniuk/lets-meet
Oleksandr Gamaniuk
CEO and Founder @ BOTMAKERS LLC