Bring website enquiries into intake
Smokeball Australia describes website forms that send enquiries to its intake system.
Tools in the source
Practice relevance
Cross-practice idea · A general operational method. Review the stated tool and jurisdiction limits before use.
The problem
Staff may have to collect the same details again or copy website enquiries into intake.
Why it matters: Re-entering website inquiries creates another opportunity to lose or miscopy details. A reviewed form-to-intake route can reduce that handoff, provided staff verify capture, permissions, and the next step.
Sources & evidence
Method documented by the vendor. Our law-firm adaptation and starter prompt have not been tested.
What’s been verified
The source describes a method or feature. It does not provide a verified outcome for this exact law-firm adaptation.
What to measure: Complete submissions, manual corrections, and handoffs needing follow-up.
- Smokeball Australia: client intake ↗Original product page describes embedded forms and intake capture. It is vendor-reported capability, not independent implementation evidence.
Source checked: October 15, 2026. We wrote the problem summary. The vendor documents the method. We wrote these prompts. The adapted workflow hasn’t been tested.
The source method
Start when: A visitor submits the firm’s approved website intake form.
- Smokeball describes embedding intake forms on a website.
- Its product page says submitted information enters the intake system and staff can receive alerts.
- The page describes the Australian product. Check availability elsewhere.
Limits and review
The assistant drafts or reports only. Check source records and review the output before a human performs any separately approved send or change. No automatic legal decision, money movement, account connection or publication is included.
Who reviews it: The firm approves collected fields, privacy notices, access controls, and the website form before it is published.
What you need
Your firm-approved AI assistant
- Existing authorized access to the correct source account and records; no new login, credentials, installation or permission grant is included.
- Responsible lawyer/operations reviewer approves scope, definitions and any later action.
- AI optional; use only approved minimized data and retain originals separately.
- Use synthetic inputs first. Keep real data in firm-approved accounts and processing, with appropriate access, confidentiality and retention controls. Aliases alone do not anonymize records. Never paste credentials, API keys or unnecessary client details.
How to use
Documented form/link build handoff; receipt-view validation remains account-specific and blocked until observed; not tested
- No website edit or actual inquiry is created. Exact receipt/export UI across regions remains account-dependent.
Check access and setup
- The live account, entitlement, exact headers, records and field coverage have not been observed.
Inspect the existing form and link
Smokeball, US documentation · Desktop File > Intake Forms; or web Settings gear > Intake Forms > selected Lead Intake Form > three-dot menu > Web Enquiry Link Actions
Copy an existing form link/code only if already present. Read approved form fields and the existing notified staff. If no link exists, capture that blocker; creating a link, selecting notifications and activating is a later authorized build.
- Expected output
- Existing form/link specification, or an explicit no-link blocker.
- Next step
- Provide only the public form question specification and placeholder internal field names to the drafting workspace.
- Check before continuing
- US and AU/UK menus differ. US help also documents Settings > Intake > New Link and the Form Builder Share flow; choose the route actually visible in the subscribed region.
Draft from the approved source packet
Acrobat PDF Spaces / AI Assistant, optional · Acrobat home > PDF Spaces > Create a PDF Space > Paste copied text > Add to PDF Space > chat
Paste only the approved nonconfidential packet, source IDs and full Scope note. Paste the exact prompt into the Space chat. Do not upload raw client records; this is a downstream drafting assistant, not an AI in the source application.
- Expected output
- Website-developer and intake-owner implementation checklist.
- Next step
- Copy reviewed output into an internal review document or the named downstream tool, preserving evidence IDs.
- Check before continuing
- The AI must copy a real existing code/link verbatim or leave it missing; it cannot generate product-specific embed credentials.
Give the operator the native build path if approved later
Smokeball form owner and website developer · Form Builder > Share > Create Link and QR Code > internal link name / notification staff > Create Link and QR Code > Share > Copy Link or Copy Code
This is a future handoff only. An authorized operator verifies regional controls and permissions, creates or reuses the approved link, and gives the unchanged generated code to the website developer. The Active toggle and website publication are separate release gates.
- Expected output
- Approved link/code handoff plus release checklist; not a published form.
- Next step
- Developer implements only in the authorized website environment; staff tests with synthetic data after explicit approval.
- Check before continuing
- US documentation verifies generated embedding, not automatic arbitrary-form import or a generic intake-export CSV.
Human review and final action
Final human reviewResponsible firm reviewer · Internal Review worksheet / review document
Form owner verifies each synthetic submission reaches the intended lead and mapped fields, notification recipients and retained form evidence before release. Current research performs no submission, activation or website edit.
- Expected output
- Reviewed implementation/test plan; deployment remains untested.
- Next step
- If receipt evidence is unavailable, keep launch blocked and ask the firm’s Smokeball administrator to verify the regional intake view.
- Check before continuing
- Existing intake access may require Prosper+ or an Intake add-on on Grow/Boost; exact subscription was not inspected.
What you’ll get
A field list, plain-language form draft, and handoff checklist. The prompt does not publish or connect a website form.
Try with the sample files
Follow the tool steps above and use the inputs named in each step. Where provided, native-* files are blank scaffolds and NATIVE-INPUT-MAPPING explains their fields. Original examples and the optional full review prompt use a separate prepared-input schema. Keep them separate unless the mapping explicitly connects them. Downloading a kit does not connect accounts or prove the workflow works.
Download inputs and checklist 10 files
Instructions, blank templates and separate synthetic examples; these files do not install an automation. Blank templates still need verified source data.
- Download starter kit All inputs, synthetic examples and review notes in one ZIP. No automation is installed.
- Start here: get the sources and prepare the review Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits
- Input preparation checklist Collect the actual recipe inputs without inventing product export headers
- Synthetic example and expected result Exercise the important safety and data-quality boundary
- Form policy template Editable recipe-specific setup input
- Setup and review checklist Use the original recipe with the provided preparation files
- Native input scaffold: ApprovedFormSpecification Approved text input for ApprovedFormSpecification; complete from verified evidence and include in the AI-visible packet
- Native input scaffold: WebsiteBrief Approved text input for WebsiteBrief; complete from verified evidence and include in the AI-visible packet
- Native input scaffold: Scope Approved text input for Scope; complete from verified evidence and include in the AI-visible packet
- Native input mapping and scope guide Old-file-to-native-input compatibility map, acquisition requirements, privacy and blocking gates
Optional full review prompt for prepared inputs
Prepared-input review prompt with Your firm-approved AI assistant
Editorial adaptation · untested. This prompt uses the original prepared-input schema shown in the sample test. Step prompts may use different tables. Follow NATIVE-INPUT-MAPPING where supplied; do not mix the original examples with native-step inputs without mapping and checking every field.