1.Detect new intake email
Integrate Gmail and inbox monitoring tools to trigger intake parsing and route new messages into processing.
Create intake task and upload forms to matter
Automatically parse intake emails across Gmail and AI by Zapier, and retrieve intake files across ConvertAPI PDF Tools. Create and update when an intake email arrives, attachment references are present, or a matter identifier is detectedβso you can attach forms to matters, create intake tasks, and log intake rows without manual intake processing.
How this automation accelerates intake handoffs
When new intake emails arrive in Gmail, delays can stall matter intake and task assignment. This automation parses email content and attachments, uploads intake forms, and updates your intake worksheetβso your team can hand off matters faster.
Gmailor swap with your favorite app
2.Extracts matter and client details
Integrate AI by Zapier and email parsing tools to extract matter identifiers, clients, and intake flags for routing.
AI by Zapieror swap with your favorite app
3.Finds attachment from the email
Integrate Gmail and attachment handling tools to locate and fetch the intake attachment or referenced files.
4.Converts PDF files for processing
Integrate ConvertAPI PDF Tools and document conversion tools to convert retrieved PDFs into PDF friendly output.
ConvertAPI PDF Toolsor swap with your favorite app
5.Uploads intake form and creates task
Integrate Smokeball and case management tools to attach the intake form to the matter and create an assigned task.
Smokeballor swap with your favorite app
6.Creates or updates intake worksheet
Integrate Google Sheets and spreadsheet tracking tools to copy the template or append an intake row for handoff.
Google Sheetsor swap with your favorite app
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Explore all matter management automations
Streamline legal matter tracking with automated matter intake, deadline updates, and record routing
Set up in minutes
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Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
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