Using MatterFlow for Matter Intake

Learn how to use MatterFlow to collect data from your clients directly and automate this into your matter.

Table of Contents

• Getting Started
• Configure MatterFlow settings
• Create a new Matter Intake Form
• Create a custom Matter Intake Form
• Monitor Matter Intake Form progress
• Manage shared Matter Intake Forms
  • Matter Intake Actions 
  • Send form responses to the matter 

Getting Started

When creating a matter intake form from a lead that came through via LeadPro, select Convert to Matter on the lead to get started. 

Configure MatterFlow settings

MatterFlow involves sending out forms tailored to the matter's area of law. 

To ensure your MatterFlow has been set up for the relevant states and areas of law that your firm practises in: 

1.    Select the gear icon from the top right corner of the triConvey Desktop App.

2.    Select Intake Forms. 

3.    Select the Practice Areas tab and check that your states and areas of law are listed there.

4.    Select Edit to add or remove states or areas of law.

5.    Select Save.

Create a new Matter Intake Form

1.    Open a Matter from the triConvey Desktop App and select the Intake tab.

2.    Select Share Form. 

3.    Select a form from the Form drop-down menu and then verify Contact details and Email.

Tip:  The Form Preview window will automatically populate fields with information from Matter Details if they have been completed.

4.    Choose whether to send this form via Client Portal (Messages) or Email. 

5.    Edit the message if needed. 

• To insert specific fields from your matter into the message, select the Custom Field icon.

Tip:  This message can be customised for all matters from triConvey Settings > Intake > Client Messages.

6.    Select Share to send via the Client Portal (Messages) or Open Email if sending the form as an email.

Create a custom Matter Intake Form

You can easily create a matter intake form with the fields of your choice. Refer to the Create a custom Intake Form article for more information on how to set this up.

Monitor Matter Intake Form progress

Add the Intake Widget to your Dashboard to view the progress of intake forms across all your matters. It can be configured to display a number of all forms or a list of forms. 

Learn more about the triConvey dashboard and how to add widgets to the dashboard.

Manage shared Matter Intake Forms

On the Intake Forms tab, you will see a list of all forms involving the client. Under the Modified tab, you can track when the client has opened or started filling out the form. 

Matter Intake Actions 

Clicking on the three vertical dots icon next to the form will open up a list of actions you can take on the form:

• View - Access the form from the client's perspective. 
  
  
• Send Reminder -  Send a message via Messages or an email to the client as a reminder to complete the form. 
  • You can customise this message for all matters in triConvey Settings > Intake > Client Messages. 
    
    
• Copy Link - copy the UL of the form to your clipboard.
  
  
• Show QR Code - view and/or copy the QR code of the form to your clipboard.
  
  
• Edit Responses - make changes to form responses.
  
  
• Close Form - Close access to the form, if you have collected data from the client elsewhere.
   
• Delete Form -Delete the form. This can only be done if the Modified field shows "Not opened". 

Send form responses to the matter 

To view the responses that the client has entered so far, select View from the three vertical dots.

To copy these responses to the matter, select the save icon.

Tip:  When you save responses, it will overwrite any existing fields in the matter.