Your Case Intake Agent Runs the Practice-Area Questionnaire for You
What it takes off your plate
The AgentWorks Case Intake Agent takes the questioning and the data entry of every new Intake off your intake coordinator. Today the coordinator is on the phone with one caller while two web forms and an email wait in the shared inbox. When they get to them, they ask the same generic questions whatever the matter type, scribble the answers on a pad, then type them into Clio, again into the conflicts database and again into the calendar invitation for the consult.
Each copy is a chance for an adverse party's name to be misspelled or an incident date to be dropped. And the inquiry that waits too long does not wait at all: the Clio Legal Trends Report found that, of 500 law firms emailed by a prospective client, only 33% responded. The prospective Client who wrote in at lunchtime has usually found another firm by evening.
What the Case Intake Agent does, step by step
The Case Intake Agent starts with the reply the prospective Client is waiting for, then does the entry and checking behind it.
- Answers every channel. It replies to the web form, the email and the missed call with a text or email while the inquiry is fresh, confirms who it is speaking with and asks what kind of help they need.
- Picks the right questionnaire. A family law inquiry gets asked about the parties, children, prior orders and upcoming court dates. A personal injury inquiry gets asked about the incident date, location, injuries, insurers and treatment. A commercial dispute gets asked about the counterparty, the contract and the key dates.
- Chases the missing answers. If a prospective Client leaves the questionnaire half done, the agent follows up once by text and once by email, asking only for what is missing.
- Enters the Intake once. It creates the contact and the prospective Matter in Clio from the answers, so the conflicts search, the calendar and the attorney's summary all read the same record.
- Runs the conflict search and flags urgency. It searches parties, name variations and corporate affiliates against the firm's matter history and marks any Intake where a limitations date may be approaching, for an attorney to confirm.
- Books the consult. It offers times from the assigned attorney's calendar, confirms by text and email and sends a reminder the day before.
The agent does not give legal advice or accept a Matter. It gathers, records and routes; the attorney decides.
Where the work is recorded
A questionnaire answered once should be the only copy anyone needs. The Case Intake Agent writes it where your firm already works.
In Clio, each Intake carries the practice-area answers, the conflict search terms and results and the urgency flag, attached to the prospective Matter. When it becomes a Matter, the record is already complete.
On the Client record in the CRM, the team sees how the prospective Client first reached the firm, every reply and follow-up the agent sent and the consult booking. When the attorney calls, they can see which questions have already been asked, so the Client is not asked to repeat a painful story.
The next morning, the intake coordinator opens the queue and sees which Intakes are complete and booked, which are waiting on a missing answer and which need a person to review a possible conflict. They pick up exactly where the agent left off. An agent that could not record its results would just be a chatbot; this one hands your team a finished file.
What your people do instead
Your intake coordinator stays with the caller who needs a human voice: the person calling in distress, the Client Organization's general counsel with a sensitive question. They review completed Intakes instead of typing them, and they spend their judgement on the files that are unusual.
Your attorneys start each consultation with a complete, consistent file for the matter type, so the first meeting is about the Client's problem and the firm's approach.
For the overnight side of the same job, read securing signed retainers after hours. For the wider pipeline from inquiry to retainer, see how AI eliminates law firm intake bottlenecks.
One next step
To see whether intake or another workflow should go to an agent first, take the free Legal Industry Assessment. It shows which workflow an agent should take first in your practice. To see the AgentWorks Case Intake Agent alongside the other agents built for law firms, visit the Legal industry page.
See where the Case Intake Agent would start in your legal business.
I'm Victoria, the Legal ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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