Users can use Intakes at the initial processing stage for a potential case to centralize key information and determine the next steps. An Intake’s outcome concludes in one of three ways: converted into an active Matter your legal firm will pursue, refer out, or turn down.
With Intakes, users can track potential cases. Intakes can also determine the viability of cases, either signing up a potential client or declining representation for them. Finally, Intakes can identify referral candidates.
Required Permissions
The Litify Intake User permission set is required.
Account/Party Object
Users need the following permissions to interact with a party:
- Read
- Create
- Edit
Basic Navigation
- Navigate to the App Launcher and click Litify Intakes.
- Click Intakes.
- Select any Intake.
When To Create An Intake
Users can create an Intake when qualifying potential case leads. These leads derive from inbound lead calls or outbound lead calls.
Intake Statuses
There are eight Litify Intake statuses, organized by workflow, to keep you informed about the state of each case. Using any Litify Actions will update an Intake status automatically. It’s best practice to avoid manually updating these Intake statuses.
| Status | Definition | Trigger |
|---|---|---|
| Open | The Intake is brand new and has no data. | Set automatically on new Intake records. |
| Working | Work has been initiated (such as the questionnaire). | Set automatically when the Questionnaire is started. Can be set manually as well. |
| Under Review | The referral was sent to a handling firm, but it has not been processed. | Set manually when the Questionnaire is completed but the Intake did not meet the set criteria for your firm. The Intake could potentially be sent to another firm. |
| Retainer Agreement Sent | The Fee Agreement and associated paperwork have gone out to the client via DocuSign or physical mail. | Set automatically if there is a DocuSign envelope sent from the Intake record. Should be set manually if this paperwork is sent via physical mail instead. |
| Retainer Agreement Signed | The Fee Agreement and associated paperwork have been signed by all relevant parties. | Set automatically if there is a DocuSign envelope with the status “completed” sent from the Intake record. Should be set manually if this paperwork is completed in another way. |
| Turned Down | You have declined to represent this client in this matter. | Should be set manually when relevant. Can be automated using Questionnaire responses. Be sure to select an appropriate “Turn Down Reason” when setting a case as Turned Down. |
| Referred Out | This case has been sent to a partner firm, which may choose to proceed with it. | Set automatically when an Intake is converted to a referral using Litify. |
| Converted | This case has been signed up and converted to an active matter. | Set automatically when an Intake is converted to a matter using Litify. |
