How to Manage the Intake Object

Admins can use this article to manage the access and setup of intake records. 

Permission Sets & Actions

  • Litify Matter User:  Can CreateEdit, and View intake records
  • Litify Power User: Can CreateEditView, and Delete  intake records  

Page Layouts

Litify comes with default page layouts for each object. You can use these layouts directly or reference them while building your own. Below is a list of layouts that utilize or reference intake records. 

Intakes: Intake Layout V6

Intakes have a dedicated page layout with related lists for the following objects:

  • Litify Notes
  • Open Activities 
  • Injuries
  • Active History 
  • Matters
  • Referrals
  • Question Answers 

Record Types

  • Active: Intake that is still being processed for sign-up, referral, or turn down
  • Converted: Intake that has been processed; signed-up intakes are converted and made available as matter records; referred intakes become referral records.

All Fields

Field Label Field Name Data Type Indexed Description
Minutes from Open to Working litify_pm__Minutes_from_Open_to_Working__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes from Retainer Sent to Signed litify_pm__Minutes_from_Retainer_Sent_to_Signed__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes from Signed to Matter Open litify_pm__Minutes_from_Signed_to_Matter_Open__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes from Under Review to Retainer litify_pm__Minutes_from_Under_Review_to_Retainer__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes from Working to Retainer Sent litify_pm__Minutes_from_Working_to_Retainer_Sent__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes from Working to Under Review litify_pm__Minutes_from_Working_to_Under_Review__c
Formula(Number)
 
# minutes between when the first status listed was updated to the second status
Minutes to Close litify_pm__Minutes_to_Close__c
Formula(Number)
 
# minutes between Open status and Referred Out, Turned Down, or Converted status
Minutes to Complete Questionnaire litify_pm__Minutes_to_Complete_Questionnaire__c
Formula(Number)
 
# minutes between Questionnaire Start Date and Questionnaire End Date
Open Date litify_pm__Open_Date__c Date/Time  
date and time when status was first set to Open
Phone litify_pm__Phone__c Phone  
client's Phone, populated automatically from Client Party record Phone field
Phone Area Code litify_pm__Phone_Area_Code__c Formula (Text)  
area code (first 3 digits) of client's Phone, populated automatically from Client Party record
Qualified litify_pm__Qualified__c Checkbox  
checked automatically when Questionnaire End Date is populated
Questionnaire End Date litify_pm__Questionnaire_End_Date__c Date/Time  
date and time of the most recent Questionnaire completion
Questionnaire Last Modified litify_pm__Questionnaire_Last_Modified__c Date/Time  
date and time of the most recent Question Answer entry
Questionnaire Output litify_pm__Questions_and_answers__c
Long Text Area(131072)
  DEPRECATED
Questionnaire Start Date litify_pm__Questionnaire_Start_Date__c Date/Time  
date and time when first Question Answer was filled out on Questionnaire
Referral litify_pm__Referral__c Lookup(Referral) Yes
the incoming or outgoing Referral, if this Intake was sent to or received from another firm via the Litify Referrals Network
Referred Out Date litify_pm__Referred_Out_Date__c Date/Time  
date and time when status was first set to Referred Out
Retainer Agreement Sent Date litify_pm__Retainer_Agreement_Sent_Date__c Date/Time  
date and time when status was first set to Retainer Agreement Sent
Retainer Agreement Signed litify_pm__Retainer_Agreement_Signed__c Date/Time  
date and time when status was first set to Retainer Agreement Signed
Search Engine litify_pm__Search_Engine__c Text Area(255)  
optional (marketing): search engine used to find firm website, for example
Sign Up Method litify_pm__Sign_Up_Method__c Picklist  
how the retainer agreement was signed
Source litify_pm__Source__c Lookup(Source) Yes
Source record representing how the client found your firm
Source Type litify_pm__Source_Type__c Picklist  
record type of the selected Source record
Stage litify_pm__Matter_Stage_Activity__c Lookup(Stage) Yes
the stage on the matter plan
Status litify_pm__Status__c Picklist  
status of the matter. Changing these values from stock may break built-in timestamp fields.
Status litify_pm__Status__c Picklist  
status of the Intake
Statute Of Limitations litify_pm__Statute_Of_Limitations__c Date  
the latest date you can file the case based on the Statute of Limitations records in your Litify org
Statute of Limitations Date litify_pm__Statute_of_Limitations_Date__c Date  
date of the Statute of Limitations, populated by Statute of Limitations object
Total Amount Billable litify_pm__Total_Amount_Billable__c
Formula(Currency)
 
contains the value of this equation: litify_pm__Total_Amount_Unbilled_Expenses__c + litify_pm__Total_Amount_Time_Entries_Unpaid__c
Total Amount Billed litify_pm__Total_Amount_Billed__c
Roll-Up Summary (SUM Bill)
 
roll up summary of the Bill: Amount field
Total Amount Due litify_pm__Total_Amount_Due__c
Formula(Currency)
   
Total Amount Expensed litify_pm__Total_Amount_Expensed__c
Roll-Up Summary (SUM Expense)
   
Total Amount Expensed Due litify_pm__Total_Amount_Expensed_Due__c
Roll-Up Summary (SUM Expense)
   
Total Amount Paid litify_pm__total_amount_paid__c
Formula(Currency)
 
contains the value of this equation: total matter cost field - total amount due field - total amount billable field = total amount paid
Total Amount Retained litify_pm__Total_Amount_Retained__c
Roll-Up Summary (SUM Retainer)
   
Total Amount Time Entries litify_pm__total_amount_time_entries__c
Roll-Up Summary (SUM Time Entry)
   
Total Amount Time Entries Billed litify_pm__Total_Amount_Time_Entries_Billed__c
Roll-Up Summary (SUM Time Entry)
   
Total Amount Time Entries Due litify_pm__Total_Amount_Time_Entries_Due__c
Roll-Up Summary (SUM Time Entry)
   
Total Amount Time Entries Unpaid litify_pm__Total_Amount_Time_Entries_Unpaid__c
Roll-Up Summary (SUM Time Entry)
   
Total Amount Unbilled Expenses litify_pm__Total_Amount_Unbilled_Expenses__c
Roll-Up Summary (SUM Expense)
   
Total Calls litify_pm__Total_Calls__c Number(18, 0)   # of logged calls
Total Calls litify_pm__Total_Calls__c Number(18, 0)   # logged calls
Total Emails litify_pm__Total_Emails__c Number(18, 0)  
# of related emails
Total Emails litify_pm__Total_Emails__c Number(18, 0)   # related emails
Total Hours litify_pm__Total_Hours__c
Roll-Up Summary (SUM Time Entry)
   
Total Matter Cost litify_pm__Total_matter_cost__c
Formula (Currency)
 
contains the value of this equation: litify_pm__total_amount_time_entries__c + litify_pm__Total_Amount_Expensed__c
Total Matter Value litify_pm__Total_Matter_Value__c Currency(16, 2)  
the expected or realized value of the Matter
Turn Down Details litify_pm__Turn_Down_Details__c
Long Text Area(32768)
 
further details you provide when closing a matter and choosing Turn Down via Litify Actions
Turn Down Details litify_pm__Turn_Down_Details__c
Long Text Area(131072)
 
text explaining circumstances of turn down
Turn Down Reason litify_pm__Turn_Down_Reason__c Picklist Status
reason for turn down
Turned Down Date litify_pm__Turned_Down_Date__c Date/Time  
date and time when the status was first set to Turned Down
Under Review Date litify_pm__Under_Review_Date__c Date/Time  
date and time when the status was first set to Under Review
Use same client location litify_pm__Use_same_client_location__c Checkbox    
UTM Campaign litify_pm__UTM_Campaign__c Text(255)  
optional (marketing): campaign code
UTM Content litify_pm__UTM_Content__c Text(255)  
optional (marketing): content code
UTM Medium litify_pm__UTM_Medium__c Text(255)  
optional (marketing): medium code
UTM Source litify_pm__UTM_Source__c Text(255)  
optional (marketing): source code
UTM Term litify_pm__UTM_Term__c Text(255)  
optional (marketing): search term
Working Date litify_pm__Working_Date__c Date/Time  
date and time when the status was first set to Working
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