Legal Service General Client Intake Process

Comprehensive client onboarding workflow for legal services, from initial review through consultation, conflict check, to retainer agreement

Objective

Efficiently onboard new legal clients while ensuring compliance with conflict of interest rules and establishing clear engagement terms

Participants (6 roles)

intakeCoordinator: Intake Coordinator
legalAssistant: Legal Assistant
attorney: Attorney
conflictAdministrator: Conflict Administrator
managingPartner: Managing Partner
billingManager: Billing Manager

Input

Client inquiry with basic case information

Output

Executed retainer agreement with new client file opened

Process Flow

100%
flowchart LR
    node0["Initial Review"]
    node1["Client Follow-up"]
    node2["Initial Consultation"]
    node3["Preliminary Assessment & Conflict Check"]
    node4["Cost Estimate and Retainer Agreement"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

3-7 days

Avg. Completion Time

40-60%

conversionRate

24-48 hours

conflictCheckTime

Stages Overview

100%
PROPERTIES
STAGE 1
Initial Review
STAGE 2
Client Follow-up
STAGE 3
Initial Consultation
STAGE 4
Preliminary Assessment & Conflict Check
STAGE 5
Cost Estimate and Retainer Agreement
Stage Owners
Intake Coordinator
Legal Assistant
Attorney
Conflict Administrator
Attorney
Stage Workers
-
Intake Coordinator
Legal Assistant
Attorney
Managing Partner
Billing Manager
Managing Partner
Duration
2-4 hours
1 day
1-2 hours
1-2 days
1-2 days
Output Fields
• Practice Area*
• Urgency Level*
• Initial Assessment*
• Consultation Date*
• Intake Forms Sent*
• Documents Requested
• Consultation Summary*
• Proceed with Representation*
• Estimated Case Value
• Conflict Check Result*
• Case Acceptance Decision*
• Decision Notes
• Fee Structure*
• Retainer Amount*
• Agreement Status*
To-dos
• Log initial client contact and basic case information
• Perform preliminary screening of case type and firm capability
• Contact prospective client for additional information
• Schedule initial consultation and send intake forms
• Conduct client consultation to understand legal needs
• Document consultation notes and initial strategy
• Conduct comprehensive conflict of interest check
• Review case merits with team for acceptance decision
• Prepare cost estimate and fee structure
• Draft and negotiate retainer agreement terms

Automation Rules

Automation 1: Field Value Alert

If Urgency Level equals, Then send notification to Managing Partner with message: "Emergency legal matter requires immediate attention"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to Managing Partner with message: "Conflict check delayed - client waiting for response"

Workflow Summary

Total Stages

5

Total To-dos

10

Output Fields

15

Automations

2