LUMA’s Legal Ops Specialist on Building Visibility and Continuity into Legal Matters

When Federico Vicente joined LUMA Energy, a major Puerto Rican utility provider, as a Legal Operations Specialist, he saw an opportunity to evolve how the legal department operated — enabling the team to work more transparently, collaboratively, and effectively at scale.

With attorneys managing a high volume of complex matters — often in fast-moving or cross-functional contexts — Federico focused on building the systems needed to support long-term continuity and operational excellence.

We sat down with Federico to hear how he helped transform visibility into legal work across the department by introducing a centralized, consistent way to track progress on matters.

How Federico Created a Centralized Record of Legal Work

One of Federico’s priorities was to ensure that key developments in legal matters were consistently documented and accessible to members of the legal team. “Having a centralized system to track our internal work helps us optimize how we manage matters,” he explains. “Now, when an attorney jumps in to support a case, it’s much easier to pick things up with the right context.”

Federico sat down with his Brightflag Customer Success Manager, Michael Theise, to explore how he could leverage Brightflag’s enterprise legal management platform to improve visibility into matters. Together, they reviewed the new Matter Updates capabilities within Brightflag and decided it would provide the clarity LUMA needed into legal matters.

Federico worked with the LUMA legal team to build a lightweight process: Attorneys would log major developments or decisions in each matter, creating a centralized timeline that could be referenced at any point.

The result? 100% visibility into what work had been done, by whom, and when.

“We use Brightflag as a record system,” Federico says. “It’s helped us hand off matters more effectively, maintain continuity, and give internal stakeholders better visibility into legal work.”

Improving Collaboration and Accountability

The shift had benefits beyond legal operations. Centralized matter updates became a reliable reference point—not just for attorneys, but for the broader business.
With updates captured directly in a centralized location, the legal team can easily provide progress reports to business stakeholders. This makes it easier for everyone to stay aligned and reduces back-and-forth communication.

“If there’s ever a question, we can go into the matter and see when an opinion was shared and what the last step was,” Federico explains.

This shift has also supported stronger accountability and smoother transitions when work is reassigned.

Creating a Daily Workspace for the Legal Team

As the team expanded its matter management toolkit, matter updates became a central part of daily legal operations. LUMA’s legal team used Brightflag to support in-progress work — including matter updates, task tracking, and internal notes.

“It’s become a key tool for us,” Federico says. “It helps us keep our work organized, collaborative, and scalable.”

This daily visibility has been especially valuable for a team supporting thousands of employees across Puerto Rico — allowing them to operate with greater clarity and structure.

Choose Legal Tech That Grows with Your Team

Reflecting on the transformation, Federico says the key has been making the most of the tools already available — and approaching legal operations with intention.

“You don’t always need to start from scratch,” he notes. “We already had Brightflag in place, and by using features like Matter Updates, we were able to create the structure we needed to work more efficiently and consistently.”

For other legal teams looking to improve coordination and visibility, Federico’s experience offers a clear takeaway: small, purposeful changes—like documenting key updates—can go a long way toward building a more connected and accountable legal function.