Recipe: Build a Legal Intake Workflow

Instructions

To build and use a legal intake workflow, follow the steps below in order:

Create a New Workflow

1. Open Workflow Designer on the top navigation bar and create a new internal workflow.
2. Name your workflow “Legal Intake Workflow”.
3. Add this as your form description on the Create tab.
   • This workflow should be used to submit any internal request or question to the legal team. After completing the launch form, you can visit the in-flight workflow to track the status of your request and communicate with the relevant legal team member.
   • You can expect an initial response to your request within 2 business days. Resolutions may take longer depending on the issue.
     
4. Click Save located in the top right corner.

Upload Contract Document(s)

1. Select My company’s paper and upload this document.
2. Click Save paper source.

Adjust the Lifecycle Presets, if needed

Best practices and common Lifecycle Preset configurations.

• If you don't expect business users to know the information to these Lifecycle Preset questions, move the Lifecycle Preset section to Review only so that business users don’t see it in the launch form. This will still allow Legal to fill out and gather the lifecycle information.

  

• Move Effective Date and Term Length questions out of the Lifecycle Preset section and hide Lifecycle Preset section to Review only.
• If you delete a Lifecycle Preset question, you should also delete the property associated with that question from the workflow configuration. You'll receive a warning that the property isn't being used anywhere in the workflow. 

Configure the Create Step

Navigate to the Create tab and configure the launch form with the following questions:

1. Click on the “Who is the counterparty” question and click Delete question.  (This question is linked to entities.)
   
2. Move Counterparty Name out of the Counterparty Info section and to the top of the launch from. Rename the question to “What is your name?”.
   
3. Move Counterparty Email out of the Counterparty Info section and as the next question on the launch form. Rename to “What is your email address?”
4. Remove the Counterparty Info section.
   
5. Add a drop down question and map to the “Department” property. Type in “On behalf of which department are you submitting a request?”. Add a few drop down values like “Marketing, Sales, Finance, Customer Success, Product, and Operations”.
6. Add a multiple choice question and map to “Request Category” property. Label this question as “What legal area does your request fall under?”. Add the following values “Contracting/Ironclad, Data Privacy and Security, Marketing, Product, Employment, Corporate, Intellectual Property, Other.” You might have to create a new property for Request Category.
7. Add a short response question and map to “Other Request Category” property. Type in “How would you describe the category for your request, if not one of the categories listed above?”.
   
8. Add a paragraph response question and map to the “Request Description” property. Type in “Please describe your question, request, or issue. Provide as much context and information as you can to help the legal team provide an answer sooner.“ Add “If your request references a document or email thread, see instructions to attach below.” to the question description.
9. Add an attachment question to the form, map it to the “Attachment” property, and label as “Please attach any relevant documents or emails needed for your request”. Fill in “If your request references an email, please use Print -> Save as PDF to turn the email into a PDF and upload the PDF and any email attachments here.” as the description.
   
10. Add a multiple choice question and map to the “Request Urgency” property. Title this question “How urgent is this request? (How quickly does it ultimately need to be resolved)”. Add the following values:
    1. High (this needs to be resolved within 2 business days)
    2. Medium (this needs to be resolved within 5 business days)
    3. Low (I am awesome and have thought ahead, this needs to be resolved in 6+ business days)
11. Add a short response question and map it to “Request is high urgency” property. Set the question to “Why is this high urgency?”.
12. Add section to the form called “For Legal Team” and set to “Review Only”.
    1. Add a paragraph question to this section and map to “Request Resolution”. Label this question as “[To be filled out by legal team] Please enter the resolution or answer to the question:”.
       

Create and Apply Two Conditions

1. Request Category = Other
   • If Request Category is exactly Other
     
2. Request = High Urgency
   • If Request Urgency is exactly High
     
3. Apply the “Request Category = Other” condition to the Other Request category question.
   
4. Apply the “Request = High Urgency” condition “Why is this high urgency” question.
   

Configure the Review Step

1. Add your first approver as “Response is in progress” with the following instructions “Legal reviewer - hit this approval to confirm you have reviewed the request and asked any initial questions of the requester”.
   1. Remove “Always” from “When should approval be reset?” so it says Never.
   2. Set your Legal group as “Who can approve” with “Rotate assignment automatically” turned on.
2. Add your second approver as “Request resolved” with the following instructions “Legal reviewer - use the "Edit Info" button to enter the answer/resolution in the question in the launch form. The resolution will then appear in the legal ticket document and go into our records.”
   1. Remove “Always” from “When should approval be reset?” so it says Never.
   2. Set your Legal group as “Who can approve” with “Rotate assignment automatically” turned on.
      
3. Under Settings turn on Turn Tracking with your internal party set as the first turn.
   

4. Modify your Default Email Template in Settings:

   • Subject: Legal Intake Ticket for Counterparty Name

   • Body:

     Hi,

     Please find the Legal Intake Ticket attached. Thanks!

     Best,

     Emailer User Name
     

    

Configure the Sign Step

1. Remove all signers.

Configure the Archive Step

1. Set Record type to Static and select “Legal Intake Ticket”. If you do not see the record type, create it.
2. Set Auto-archive to Always.
   

Test and Publish Workflow

1. Verify all errors and warnings have been resolved.
2. Click Preview to test launch form inputs.
3. Click Publish when ready.

Result

By completing this build, you’ve created a centralized, streamlined process for capturing, routing, and managing all incoming legal requests. Your workflow now:

• Guides requestors to provide all required details up front, reducing follow-up and clarifying scope.
• Automatically routes requests to the right legal team member or queue based on request type or complexity.
• Provides visibility into the status of requests for both the legal team and requestors, reducing ad hoc status check-ins.
• Generates valuable metadata for tracking request volume, turnaround times, and resource allocation.

With this foundation in place, your legal team can manage its workload more efficiently, improve responsiveness, and create a consistent intake experience for the business.

Tips & Variations

• Refine your launch form questions over time by reviewing recurring incomplete or unclear submissions.
• Integrate with Slack to notify assignees immediately when a new request is submitted. Visit the Slack Integration course to learn more about this feature.