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Workflow

Signed client → matter open everywhere at once

From signed engagement to a fully opened matter in every system, in minutes rather than days of handoffs.

Talk about this workflow

Opening a matter often means the same client and matter details typed into the CRM, the practice management system, the document management system, docketing and Microsoft 365 by three different people over several days. Each handoff is a chance for a typo, a missed conflict note or a team member who never got access.

This workflow starts when the intake or CRM record moves to retained, or when the engagement letter is signed. It creates the client and matter with your numbering and billing defaults, builds the workspace from the right practice-area template, sets up the team and calendar sharing, and assigns kickoff tasks with due dates. Conflicts decisions stay with your people: the workflow can wait for clearance before it runs.

How it works

  • Salesforce · HubSpot · Lawmatics
  • Clio · ProfitSolv · Centerbase
  • iManage · NetDocuments · SharePoint
  • Microsoft 365
The problem todayA new engagement means the same client and matter details typed into five systems by three people over several days.
  1. Engagement signedThe CRM or intake record moves to "retained".
  2. Client and matter createdCreated in the PMS with your numbering scheme, billing attorney and rate defaults applied.
  3. Workspace provisionedA DMS workspace or SharePoint library is built from the right practice-area template.
  4. Team assembledA Microsoft 365 group or Team, docketing matter and calendar sharing are set up for the assigned staff.
  5. Kickoff tasks assignedKickoff tasks are assigned with due dates, and the CRM record is linked back to the new matter.
Matter opening goes from days of handoffs to minutes, and every system starts with the same data.
Before we start

What you’ll need

  • A clear "retained" signal: a CRM stage, an intake status or a signed engagement letter in your e-signature system.
  • Your matter numbering scheme, billing defaults and practice-area templates.
  • API access to the systems involved, and an agreed conflicts-clearance step.
Systems

Systems this connects

Using something else? If it has an API, a database or a reliable export, we can usually work with it.

Common questions

Does this replace our conflicts check?

No. Conflicts decisions are made by your firm. The workflow can require a cleared conflicts status before it opens anything, and it records who cleared it.

Can different practice groups get different setups?

Yes. Templates, folder structures, default teams and kickoff tasks are chosen by rule from the practice area and matter type.

What if one system is down when a matter opens?

Each step is retried on its own and reported if it keeps failing, so a DMS outage doesn’t block the PMS matter or leave a half-built setup unnoticed.

Want this in your firm?

It starts with a 30-minute call about how your firm works today. Your version is designed with your team, rule by rule.

Start the conversation