Automate your request processes or Legal Intake, simplifying the management of legal tickets.
The Requests functionality, also known as Legal Ticketing or Legal Intake, allows you to easily create and send requests using customizable templates. This not only ensures standardization and control of incoming requests, but also streamlines the process by automatically importing the necessary data.
To achieve this, you have the option to link the request form with one or multiple documents, so that matching fields are automatically populated in the selected documents.
In this article, you will learn the following key functions:
How to create a request form template
To create a request form template, go to Management > Request. Here, you will find a list of all existing request form templates. To create a new template, simply click on "Create request form."
Next, provide a name and, optionally, a description for the request.
Then, you will be taken to the Details tab, where you can build the request form. Click on "Create new field card" to add the necessary fields to the form.
For each field, provide a name and a tag.
Fields with tags that match those of the subsequently selected documents will be automatically filled in the document forms.
Once the fields are created, drag and arrange them in the desired order within the form.
You can add additional sections by clicking on the "Add section" button at the bottom of the form.
When you have finished constructing the form, go to the "Settings" tab. Here, you have several options:
- Activate or deactivate the request template.
- Modify its name and description.
- Assign this task to specific users or request groups (learn how to create request groups in this article).
- Add followers to keep them informed of the task's progress and results.
Remember to save the changes once you have completed the information:
The system will automatically generate a link. To copy and share it with the people who need to access the form, click on the "Copy link" button, which will appear just above the "Save" button.
How to make a request through a form
To make a request, you will need to be provided with the specific link to its form. By accessing the link, you can fill out the fields with the necessary data for your request.
After entering all the required information in the form, click on "Finish" to proceed with your request submission.
You will be prompted to enter your email address to receive updates, and optionally set a deadline for processing the request. Finally, click on "Confirm" to submit it.
The corresponding people will receive and review your request.
How to manage an assigned request
Requests will appear in the Tasks tab of the platform's main menu. These requests will be visible to the assigned users and followers, as defined in the form settings.
You can use the buttons next to the search bar to filter tasks by process types, statuses, or assignments. Learn more about tasks in this article.
By clicking on a request, you will access its completed request form, where you can view all the information and attached documents. If necessary, you can edit the form data.
Switching from the Request tab to the Files tab, you have the option to link documents to this request. To do so, click on "Link document".
You can create a new document (from a template), upload an external document, or select one from the platform.
- When creating a new document, by activating the "Copy request data" option, the fields in the form that match those in the request will be automatically filled in:
- If you want to select a document from the platform, you can search for it by name and filter by template and creation date:
Once you have confirmed the document selection, whether it's from the platform or you have uploaded an external one, it will appear in the list of files.
If you wish to unlink a document, you can do it through the three dots located on its right side.
Please note that the same document cannot be linked to more than one file simultaneously.
On the other hand, in the right side panel, you will find additional options:
- Information: view a summary of relevant request information (ID, creator, creation and modification dates, metadata, name, description, expiration date, assignment...).
- Activity: review the history of actions taken.
- Comments: add notes and collaborate with team members.
- Alerts: add alerts to the request process.
- Files: review all the files uploaded in the request.
Finally, to complete the request, click on "Finalize" in the top menu. If you do not wish to proceed, you can also choose to cancel it.