Matter intake and file setup is the process of opening a new legal file after a client instructs a firm to act, covering identity checks, engagement paperwork, and file organization.
An automated version reads new instructions, populates matter records, and routes identity checks and engagement letters for signature without manual re-entry. This shortens the time to open a file and reduces the risk of missed deadlines or overlooked compliance steps.
The full workflow, from trigger to completion.
An inbound intake email or web form triggers the matter creation workflow.
The Matter Intake creates the new matter, assigns a matter number, and links the fee earner.
Sends the identity check and engagement letter for e-signature to each named client.
Once ID and signature are confirmed, opens the client ledger and billing code automatically.
If ID or AML checks come back flagged, notifies the compliance officer to review manually.
A paralegal manually selects and orders the correct searches for the property type.
The File Setup generates the matter checklist and diarises statutory and completion dates.
Sends confirmation that the file is open to the client and the estate.
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