Transforming Legal Workflows: BTA’s (Bartel Taylor and Associates) Role-Based Infringement Management System

Akhildev Cs | Updated 19 Sep 2025 | 5 min read

Introduction

Bartel Taylor and Associates (BTA) is a well-established legal services company based in Victoria, with over 25 years of experience managing infringement notices for diverse clients, including councils, hospitals, and universities. Their core mission is to provide expert legal services focused on handling and resolving infringement matters efficiently and effectively.

The scope of this project centered around improving the management of infringement notices to enhance the client's operational efficiency. BTA needed a streamlined system that could handle the complexities of tracking, monitoring, and updating infringement cases across various sectors.

The specific use case arose from BTA's need to integrate a more robust solution for managing their infringement data. They faced challenges in ensuring that the process of handling notices was organized and accessible, with a clear, automated workflow. The goal was to create a more efficient system that would improve overall productivity, reduce errors, and provide better visibility into case status for their clients.

Challenges

Certain elements were customized to meet BTA's specific requirements. While Drupal's built-in user permission system allowed management of different roles effectively, customization was added to enhance user-specific workflows.

To ensure that each role had access to the right information, three distinct dashboards were developed for different user types. These dashboards were designed to display relevant data, while a table was implemented to list and manage infringement details. This approach helped to streamline the process and ensure a more tailored user experience for each role, all within Drupal's flexible framework.

Our Approach

Designing the Solution:

Understanding Requirements: Detailed requirements were gathered from BTA, focusing on how various user groups would interact with the infringement management system. The identified user groups were:

Anonymous Users: Fill out an infringement review form without logging in, providing information about the infringement for review.
Admin Users: Hold full access to manage all cases and oversee all aspects of the system.
BTA Management Staff: Require access to a custom dashboard displaying data insights, case tracking, and tools for assigning cases or making review decisions.
BTA Casual Staff: Need access to a separate dashboard designed for specific tasks such as case updates or assistance with infringements.
BTA Client Staff: Comprising BTA’s clients (e.g., councils, hospitals), these users require a dedicated dashboard for managing and viewing infringement cases. Additionally, client staff need the capability to create and send infringement notices to anonymous users via API integration.

User Role Definition and Permissions: Roles were defined for each user type, with corresponding permissions assigned:

Anonymous Users: Permitted to submit infringement forms, with no access to case data or dashboards.
Admin Users: Granted full access to all system features.
BTA Management Staff: Provided access to higher-level dashboards for reporting and case tracking.
BTA Casual Staff: Provided access to a dashboard supporting basic case management tasks, including case updates and assistance, without administrative privileges.
BTA Client Staff: Provided a unique dashboard for tracking and managing infringement cases. Client staff also hold permissions to create infringement records for anonymous users and transmit details through an API to internal servers for further processing.

System Architecture Design: The system architecture was structured to support seamless interaction between all user roles:

Each role was configured with distinct functionalities and access controls, utilizing Drupal’s user permission management framework.
Appeal Process: An integrated appeal process included multiple states (such as submitted, under review, and approved). Automated email notifications were configured to update relevant user groups regarding the status of appeals.

Solution

Implementing the Solution:

1. User Role Configuration in Drupal: Drupal's permission management system was used to configure detailed user roles with specific permissions for each role. Examples include:

Anonymous Users: Permitted only to submit infringement reviews via a form.
Management Users: Granted full control over case management.
BTA Casual Staff: Provided access to basic data and enabled to assist with infringement cases.
BTA Client Staff: Given access to a customized dashboard with functionality to view and create new infringement records.

2. Form Creation for Anonymous Users: A user-friendly form was implemented for anonymous users to submit infringement reviews. The form collected essential details and stored them within the system for processing. Multiple contact forms were created using the Drupal Contact Form module.

3. Dynamic Role-based Dashboards, Appeal Process, and Notifications: The appeal process was structured using taxonomy terms to define multiple appeal states. Appeals were routed dynamically based on state changes; for example, new appeals were directed to the management staff dashboard, and upon status change for client review, they were made visible on the client dashboard. Automated email notifications were configured to trigger whenever an appeal status (taxonomy term) changed. While Drupal's permission system provided the primary framework, custom coding was implemented to support dynamic role-based dashboards, data tables, and appeal process workflows tailored to each user role.

Result

The solution significantly improved the workflow and case management for BTA. The use of taxonomy-driven appeal states enabled a seamless, role-based progression of appeals, reducing manual tracking and enhancing visibility for both management and client staff.

Efficiency: Appeals were automatically routed based on their status, ensuring no delays or missed steps.
User Experience: The tailored dashboards made it easy for users to focus on relevant tasks without confusion.
Client Satisfaction: The solution simplified communication between BTA and their clients, ensuring a smooth and organized appeal process.

CONCLUSION

In conclusion, the solution implemented for Bartel Taylor and Associates (BTA) successfully streamlined the management of infringement cases and appeals. By leveraging Drupal's permission system, creating tailored user dashboards, and using taxonomy-driven appeal states, we were able to provide an efficient, user-friendly platform that addressed the specific needs of various user roles, from anonymous users to BTA management and client staff.

The dynamic appeal process, combined with automated workflow transitions based on appeal status, significantly enhanced operational efficiency and reduced manual intervention. This approach not only improved the user experience but also ensured that BTA could manage their infringement and appeal processes more effectively.

Overall, the project helped BTA achieve smoother workflows, better data organization, and improved communication with clients, contributing to their continued success in managing infringement cases efficiently.