The primary use case for Intakes is to capture incoming legal requests that need to be reviewed and approved before becoming matters. An Intake record serves as a staging area where request details are collected, conflict checks are performed, and approvals are obtained.
A new Intake can be created in one of two ways: through a customized Intake Form or manually from the Intake tab. The method you choose depends on your organization's workflow and who is submitting the request.
Intake Forms provide a guided data entry experience that allows requestors to submit new legal requests without needing direct access to the Intake tab or familiarity with the CaseCloud application. Forms can be completed by internal staff, community users, or external users (through Sites pages).
CaseCloud ships with a preconfigured Sample: General Matter Intake Form that collects the following information:
- Intake Request Name
- Description
- Start Date
- Type
- Matter Record Type
- Primary Account
- Primary Contact
- File Attachments
Upon submission, the form creates a fully mapped Intake record.
Organizations can customize this form or create additional Intake Forms to support different record types or business processes using the AdvoLogix Intake Designer. Please see Introduction to Intake Forms for more information on designing and invoking Intake Forms.
Users with access to the Intake tab can create an Intake record directly using the standard New button on the Intake list view or related list. This method follows the standard Salesforce record creation process.
When creating an Intake manually, complete the following fields under the Information section:
- Intake Request Name (required): A name or title for the request.
- Matter Record Type: The type of matter this request should become if approved. Defaults to Standard.
- Primary Account: The account associated with the request.
- Type: A classification for the request, aligned with matter types.
- Primary Contact: The contact associated with the request.
- Start Date: The requested or anticipated start date.
- Description: A detailed description of the legal request.
Under the Approval Information section:
- Approver: The user who will review and approve or reject the request. This can be set at creation time or updated later before submitting for approval.
The following fields should not be manually populated during creation:
- Matter: Leave this blank. This field is automatically populated by the Convert to Matter action when an approved Intake is converted into a Matter.
- Status: Defaults to Requested and is managed automatically by the approval workflow, once implemented by your administrator. Do not change this value manually.
What Happens After an Intake is Created?
Regardless of how an Intake is created, the following occurs automatically:
- Conflict Checks are initiated for the Primary Account and Primary Contact (if provided).
- The Intake record status is set to Requested and can be tracked using the status path on the record page.
From here, the Intake can be submitted for approval, and once approved, converted into a new Matter using the Convert to Matter action.