1.Captures new intake submissions
Integrate Fillout Forms and form field mapping tools to map core submission fields and file entry inputs to your workflow.
Create matter file records and link to case system
Automatically detect new submission intake across Fillout Forms and legal ops systems. Get instant file number normalization or matter ID lookups or missing reference signalsβso you can create standardized file records, link client file IDs, and update your tracking table without manual data entry.
How this automation standardizes your matter file records
When intake submissions arrive in inconsistent formats, delays can stall matter setup and create reference errors. This automation extracts and normalizes file numbers, generates client file IDs, searches Actionstep, and creates consolidated Zapier Tables recordsβso your team can act on accurate file links.
Fillout Formsor swap with your favorite app
2.Continues only for valid file inputs
Integrate Filter by Zapier to continue only when records include file entries or description data for processing.
Filter by Zapieror swap with your favorite app
3.Extracts and normalizes file numbers
Integrate AI by Zapier and normalization tools to extract file numbers and convert file entry text into a list.
AI by Zapieror swap with your favorite app
4.Generates client file IDs per file
Integrate Looping by Zapier and AI by Zapier to iterate each normalized file number and generate a client file ID.
Looping by Zapieror swap with your favorite app
5.Searches Actionstep for matching matters
Integrate Actionstep and record search tools to search by reference and return the matching matter result.
Actionstepor swap with your favorite app
6.Creates consolidated intake records
Integrate Zapier Tables and reporting tables to create a record with mapped fields, file references, and matter IDs.
Zapier Tablesor 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
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
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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