Package 2 · Lesson 4 of 5

Workflow Builder Kit

~20 min · AI-Assisted Intake Workflow

GuideHerd Academy

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This kit gives you four practical tools for mapping and operating your AI-assisted intake workflow. Use the worksheet to design your process, then the three checklists to run it consistently. Print them, copy them into a shared doc, or adapt them into your practice management system.

How to use this kit: Work through the intake workflow worksheet first — it helps you define your firm's specific version of the process. Then use the three checklists as operating tools for each intake you run.

Tool 1 — Intake Workflow Worksheet

Answer these questions to map how AI-assisted intake will work at your firm. There are no universal answers — this is about making the workflow explicit for your context.

Section A — Intake channels

Which channels do prospective clients use to reach your firm? (Check all that apply and note who handles each.)

Online intake form — handled by: _______________

Email inquiry — handled by: _______________

Phone call (with notes or transcript) — handled by: _______________

Referral with intake notes — handled by: _______________

Other: _______________ — handled by: _______________

Section B — Required intake fields

List the information your firm requires before routing a matter internally. These become the checklist for the Missing Information Detector (Prompt 2).

Required fields for our firm:

1. _______________ 2. _______________ 3. _______________

4. _______________ 5. _______________ 6. _______________

7. _______________ 8. _______________ 9. _______________

Section C — Urgency criteria

What makes a matter urgent at your firm? List the signals your team should escalate immediately. These become the context for the Urgency Flagging prompt (Prompt 3).

Our urgency triggers:

1. _______________ 2. _______________ 3. _______________

Standard follow-up window for non-urgent matters: _______________

Escalation contact for urgent matters: _______________

Section D — Human review assignments

Who is responsible for each review step in your intake process?

Intake summary review: _______________
Missing information follow-up: _______________
Urgency triage decision: _______________
Conflict-screening prep review: _______________
Conflict check (attorney): _______________
Draft acknowledgment approval: _______________
Final send authorization: _______________

Section E — AI tool selection

Which AI tool will your firm use for intake prompts, and has your firm confirmed an appropriate data use policy for that tool?

AI tool selected: _______________
Data policy confirmed: ☐ Yes ☐ No — do not proceed until confirmed
Confirmed by (name and date): _______________

Tool 2 — Automation Readiness Checklist

Complete this checklist before running your first AI-assisted intake. All items should be checked before you go live.

Before your first AI-assisted intake

We have identified which AI tool we will use and confirmed it is appropriate for this use under our firm's data policies.

We have defined our required intake fields (Section B above) and customized Prompt 2 accordingly.

We have defined our urgency triggers (Section C above) and confirmed who handles escalation.

We have assigned a human reviewer for every step in the intake workflow (Section D above).

Everyone who will use these prompts has read Lessons 1–3 of this training package.

We have agreed that no AI-generated draft acknowledgment will be sent without human review and approval.

We have tested each prompt using fictional or anonymized intake data (not real client information).

We have a plan for what to do if the AI tool is unavailable — the manual intake process remains in place.

Tool 3 — Human Review Checklist

Use this checklist when reviewing each piece of AI output during an intake. Run it for every summary, flag list, or handoff note the AI produces.

For each AI output — intake summary, flag list, or handoff note

I have read the source intake material (original form, email, or notes) before reviewing the AI output.

Every fact in the AI output matches the source material — no invented names, dates, or details.

The AI has not provided legal advice, a legal opinion, or a conflict determination in this output.

Urgency flags (if any) have been reviewed and a triage decision made by a qualified person.

Missing information flags (if any) have been reviewed and a follow-up plan is in place.

I have run the Guardrail Check (Prompt 6) on any output that will leave my desk.

This output is ready to route internally — or I have noted what corrections are needed.

Tool 4 — Draft Communication Approval Checklist

Run this checklist before any AI-generated draft acknowledgment is sent to a prospective client. All items must be checked by the approving staff member or attorney.

Before sending any AI-drafted client communication

I have read the full draft, not just skimmed it.

The recipient's name is correct and spelled correctly.

The draft does not commit to representation or imply the firm will take the matter.

The draft does not create or imply an attorney-client relationship.

The draft does not contain legal advice, a legal opinion, or analysis of the prospective client's situation.

The timeline referenced in the draft (e.g., "we will follow up within 2 business days") is accurate and achievable.

The signing name and title are correct for this communication.

I have made any necessary edits and I am satisfied this communication is accurate and appropriate to send.

I am authorized to approve and send this communication on behalf of the firm.

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