Record the preliminary brief
The worker records the approved preliminary fields and observes that the enquiry was saved. It gives no professional advice and does not imply that the firm has accepted an engagement.
AI workforce orchestration · Use case
Give partners a clearer brief with less intake admin
AI workforce orchestration for client enquiries, preliminary briefs and approved onboarding, with conflict review and engagement decisions owned by your firm.
WHAT STARTS THE WORK
An accepted client needs administrative intake or onboarding follow-up.
AI agents
- Intake worker
- Screening worker
- Onboarding worker
- Engagement partner
Workflow steps
- RespondIntake worker
- Capture the briefIntake worker
- ScreenScreening worker
- Partner reviewEngagement partner
- OnboardOnboarding worker
- Hand to the teamOnboarding worker
4 operating rules · 4 decision rules · 4 channels · records to verify
THE RESULT TO CHECK
A prepared intake record and missing-information list within firm authorization; engagement acceptance stays with a partner.
On this page
Where new enquiries lose momentum
Partners and senior staff often handle the first enquiry, chase documents, and coordinate schedules before deciding whether to take on a matter. This workflow can capture the enquiry, prepare a structured brief, and keep the next administrative step visible for partner review. The engagement partner retains conflicts, scope, pricing, terms, and acceptance decisions.
- Fee earners spend time on first-contact administration, document chasing, and scheduling alongside client work.
- A delayed first reply may mean a prospect seeks another firm; measure the relationship between response time and progression in the pilot.
- Incomplete or inconsistent intake notes can force partners to repeat discovery before they can decide what to do next.
Fictional example: a preliminary brief awaiting conflict review
A fictional employment enquiry arrives with the firm’s approved minimum preliminary-fit fields. The recorded brief is saved, the configured conflict-check result is unavailable, and the enquiry remains pending with the engagement partner.
Check the existing enquiry before retrying
The configured conflict check returns unavailable. If the brief save or check request were uncertain, the worker would check the existing enquiry before retrying rather than create a duplicate.
Keep pending review with named people
The engagement partner owns the pending review. If that handoff is unaccepted, the intake lead is the named fallback for follow-up; no terms, onboarding, or scheduling proceeds before partner acceptance and the firm’s configured authorization.
What a first pilot should improve
Agree the outcomes with your firm and compare them with your current process.
- Capture new enquiries and assemble a structured brief for partner triage; measure first-response time, missing information, and requests awaiting review.
- Give the engagement partner the same preliminary fields and recorded context for each review, rather than a voicemail and a name.
- After partner acceptance and the firm’s configured authorization, request approved onboarding documents and coordinate a meeting while showing what remains outstanding.
Who handles the work
Example division of work between AI workers and your team.
Intake worker
Captures the situation, objectives, urgency, and service area conversationally.
- Discovery record
- Acts within policy — never gives professional advice
Screening worker
Checks the enquiry against basic service-area and threshold criteria.
- Preliminary fit signal
- Suggest only — fit is a signal, acceptance is a partner call
Onboarding worker
After acceptance and configured authorization, requests approved documents, coordinates scheduling, and tracks what is outstanding.
- Onboarding readiness
- Acts within policy — request and schedule only
Engagement partner
Owns conflicts, scope, pricing, terms and acceptance. The firm’s named intake lead keeps follow-up pending until the partner accepts the review.
- Acceptance and terms
- Authority delegated by the firm
How the work could flow
Use this sequence to agree the workflow and test each step before launch.
Respond
Which service area, and how urgent is this actually?
Capture the brief
Is there enough context for a partner to triage without a call?
Screen
Does this meet basic service-area and threshold criteria?
Partner review
Review the preliminary brief, conflict-check status, scope, pricing, terms, and whether to accept, clarify, or decline.
Onboard
After partner acceptance and configured authorization, which approved document or scheduling steps are outstanding?
Hand to the team
Is the matter ready for the fee earner to start work?
Decisions your team keeps
Proposed operating requirements to configure and verify, including what happens when a system or human handoff is unavailable.
- No worker gives professional advice or implies an advisor-client relationship exists.
- The engagement partner owns conflict review, scope, pricing, terms, and the decision to accept, clarify, or decline.
- Before acceptance, collect only the information the firm has approved for preliminary fit and its configured conflict check; a pending, unavailable, or inconclusive result remains pending for the partner and is not clearance.
- Regulated advice requests route to a qualified professional.
- Explicit no-advice boundary with routing of regulated questions to a qualified professional.
- Conflict and acceptance gates before any engagement is implied.
- Data minimisation prior to acceptance.
- Retain firm-approved intake records under the firm’s access and retention controls.
The Voxistry tools behind this workflow
Explore how the selected tools support this intake process, then confirm the actions and records your setup can provide.
Agent Studio
Intake and screening workers capture firm-approved preliminary context without giving professional advice.
ExploreWorkflow Studio
Route preliminary briefs and pending conflict-check results to the engagement partner, keeping acceptance explicit.
ExploreIntegrations
Use firm-authorized practice, CRM, document, calendar, and conflict-check systems for configured intake steps.
ExploreSecurity & Governance
Apply pre-acceptance data minimisation and retain reviewable intake records according to firm controls.
ExploreSystems and channels to connect and test
Systems to connect
Scope these around the selected implementation.
- Practice management system
- CRM
- Document management & e-signature
- Fee-earner calendars
Channels to evaluate
Select and validate the required provider pathways.
- Web chat
- Voice
What to measure
Pilot measurement definitions, not claimed customer results.
Enquiry response time
Measure the interval from a new enquiry to a useful approved reply or a partner-owned next step, then assess whether faster replies correlate with progression.
Brief completeness
Measures whether the agreed preliminary fields and source context are present when the partner reviews the enquiry.
Admin hours displaced
Tracks time spent on capture, document requests, and scheduling so the firm can assess whether the workflow can return fee-earner capacity.
Start with one client-intake workflow
After-hours and overflow intake
Capture enquiries outside working hours and during overflow, producing a recorded preliminary brief for partner triage.
Screening and scheduling
Add preliminary fit signals for partner review. Coordinate expert scheduling only after partner acceptance and the firm’s configured authorization.
Onboarding automation
After partner acceptance and configured authorization, extend into approved document requests, tracking of partner-supplied or partner-approved terms, and kickoff coordination. The workflow does not create terms, set pricing, or accept a matter.
Questions about this workflow
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