Workflow Template
Legal Request Intake Workflow
Intake workflow for legal requests: captures the request, acknowledges the requester, triages via the legal team (including an information-request loop if needed), performs the legal work based on urgency, and closes out with an outcome email to the requester.
Legal teams in larger organisations routinely field requests from multiple departments, and without a consistent intake process it becomes difficult to maintain oversight of what has been requested, who is handling it, and where each matter stands. This workflow captures every legal request as a record with a reference number, acknowledges the requester automatically, and routes the request through triage by the legal team, an optional information-request loop, and urgency-based work assignment before closing out with an outcome email. Requesters submit and respond through forms without needing an account, while lawyers work through assigned tasks that update the record's status and timeline at each stage.
Business Outcomes
- Supports faster acknowledgement of incoming legal requests through automated emails
- Helps maintain consistent triage and information-gathering steps across all requests
- Improves visibility into request status and urgency across the legal team's workload
- Reduces manual tracking by keeping triage decisions and work outcomes on the record
- Supports more predictable turnaround by separating urgent and normal work with clear task deadlines
Workflow Steps
Steps
- 1Create Legal Request Recordcreate record
Registers the submitted legal request as a record.
- 2Set Status to Receivedupdate record
Marks the request status as Received.
- 3Send Acknowledgement Emailsend email
Emails the requester an acknowledgement with their reference number.
- 4Legal Team: Triage Requestcreate task
Assigns a lawyer to triage the request and determine if more information is needed.
- 5Save Triage Outcomeupdate record
Persists the assigned lawyer and information-needed decision to the record.
- 6Route on Information Needed
Checks whether more information is required from the requester before proceeding.
more_info_needed: "Yes"→Set Status to Information Requestedmore_info_needed: "No"→Set Status to In ProgressDefault→Set Status to In Progress - 7Set Status to Information Requestedupdate record
Marks the request status as Information Requested.
- 8Request Additional Informationrequest external input
Emails the requester a form showing what information is needed and waits for their reply.
- 9Save Additional Informationupdate record
Persists the requester's additional information to the record.
- 10Set Status to In Progressupdate record
Marks the request status as In Progress.
- 11Route on Urgency
Routes the work task based on whether the request is Urgent or Normal.
urgency: "Urgent"→Lawyer: Complete Urgent Workurgency: "Normal"→Lawyer: Complete WorkDefault→Lawyer: Complete Work - 12Lawyer: Complete Urgent Workcreate task
Assigns the lawyer a task due in 2 days to complete the urgent legal work.
- 13Lawyer: Complete Workcreate task
Assigns the lawyer a task due in 10 days to complete the legal work.
- 14Save Work and Outcomeupdate record
Persists the work done and outcome to the record.
- 15Set Status to Closedupdate record
Marks the request status as Closed.
- 16Send Outcome Emailsend email
Emails the requester the outcome of their legal request.
Fields
Show all 15 fieldsShow fewer fields
FormLegal Request Intake Form
- Requester Name*· Text
- Requester Email*· Email
- Department*· Text
- Request Type*· Choice
- Urgency*· Choice
- Business Context*· Long text
- Deadline· Date
- Supporting Documents· File upload
TaskLegal Team: Triage Request
- Lawyer Assigned· Text
- More Information Needed?*· Choice
- What Information Is Needed· Long text
TaskLawyer: Complete Urgent Work
- Work Done*· Long text
- Outcome*· Long text
Other fields
- Request Status· Choice
- Additional Information Provided*· Text
- Requester Name*
- Requester Email*
- Department*
- Request Type*
- Urgency*
- Business Context*
Forms
Legal Request Intake Form
8 fields
Data Views
Legal Requests
request_type, urgency, lawyer_assigned, deadline +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record for each legal request?
Each legal request becomes a record with a reference number, a status (Received, Information Requested, In Progress, Closed) and a timeline of what happened. The record captures the assigned lawyer, whether more information was needed and what was requested, any additional information the requester supplied, and the work done and outcome once the legal work is complete. This gives a consistent, reviewable trail for every request handled through the workflow.
Who is involved at each stage of the workflow?
The requester submits the initial request via the public request form and, if needed, responds to an emailed information request, all without needing an account. A lawyer on the legal team is assigned tasks for triage and for completing the legal work, with the workflow waiting for these tasks before moving forward. Workspace admins and members can monitor progress through the record's status and timeline.
How does the information-request loop work?
During triage, the assigned lawyer records whether more information is needed and, if so, what is required. If more information is needed, the status changes to Information Requested and the requester is emailed a form asking for the specified details, which the workflow waits for before proceeding. Once the requester replies, their answer is saved to the record and the status moves to In Progress.
How does the workflow decide whether work is urgent or normal?
After triage and any information exchange, the workflow checks the Urgency value captured on the original request form. Urgent requests are routed to a lawyer task with a 2-day deadline, while normal requests go to a lawyer task with a 10-day deadline. Both tasks record the work done and outcome on the request record once completed.
How do we change this workflow if our intake process differs?
A workflow is changed by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions are kept, so teams can adjust fields on the request form, triage questions, or urgency thresholds without losing a record of previous configurations. This makes it straightforward to adapt the process as legal intake requirements evolve.
What happens when the legal work is finished?
Once the assigned lawyer completes the urgent or normal work task, the work done and outcome are saved to the record and the status is set to Closed. The requester then receives an outcome email summarising the result of their legal request. This closing step ensures every request reaches a documented conclusion visible in the record's timeline.
Can we see how many legal requests are open or in progress at any time?
Yes, table views and dashboards show records grouped by status, so it is possible to see at a glance how many requests are Received, Information Requested, In Progress, or Closed. Workspace activity is also logged, giving legal teams visibility into how requests are progressing without needing to check each record individually.
Does the requester need to create an account to submit or respond to a request?
No account is required. Requesters submit their initial request through a public request form and respond to any follow-up information requests through a form emailed directly to them. This keeps the process accessible to people across departments who need to raise a legal request.
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