# Bring website enquiries into intake Canonical page: https://agents.paretoid.com/workflows/capture-website-intake-in-smokeball/ Category: Intake & Booking Practice relevance: cross-practice. A general operational method. Review the stated tool and jurisdiction limits before use. Jurisdiction/provider scope: Smokeball Australia describes website forms that send enquiries to its intake system. Status: Method documented by the vendor. Our law-firm adaptation and starter prompt have not been tested. Verification: The source describes a method or feature. It does not provide a verified outcome for this exact law-firm adaptation. ## 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 and evidence - method: [Smokeball Australia: client intake](https://www.smokeball.com.au/features/intake) Original product page describes embedded forms and intake capture. It is vendor-reported capability, not independent implementation evidence. Source checked: October 15, 2026. ## Suggested approach Start when: A visitor submits the firm’s approved website intake form. 1. Smokeball describes embedding intake forms on a website. 2. Its product page says submitted information enters the intake system and staff can receive alerts. 3. The page describes the Australian product. Check availability elsewhere. ## What you need - 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. Access and setup: - The live account, entitlement, exact headers, records and field coverage have not been observed. ### 1. Inspect the existing form and link Tool: Smokeball, US documentation Location: 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. Execution status: Public official documentation checked 2026-10-15; no login, export, live query, import, installation, configuration, message or client workflow was executed. Step documentation: https://support.smokeball.com/hc/en-us/articles/8015208933911-Set-up-and-manage-Lead-Intake-forms https://support.smokeball.com/hc/en-us/articles/16155606566679-Getting-Started-with-Intake ### 2. Draft from the approved source packet Tool: Acrobat PDF Spaces / AI Assistant, optional Location: 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. Prompt: ```text Using only the approved Smokeball form specification and website brief, prepare a website-intake handoff: existing form ID/link, proposed placement, allowed questions, intended Smokeball field destinations, notified-role aliases, confirmation wording and synthetic test cases. Mark unknown field mappings, receipt evidence, required disclosures or notification owners blocked. Do not create new legal questions, promise representation, fabricate an embed code or form URL, or activate anything. ``` 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. Execution status: Public official documentation checked 2026-10-15; no login, export, live query, import, installation, configuration, message or client workflow was executed. Step documentation: https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html ### 3. Give the operator the native build path if approved later Tool: Smokeball form owner and website developer Location: 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. Execution status: Public official documentation checked 2026-10-15; no login, export, live query, import, installation, configuration, message or client workflow was executed. Step documentation: https://support.smokeball.com/hc/en-us/articles/8015208933911-Set-up-and-manage-Lead-Intake-forms ### 4. Human review and final action Tool: Responsible firm reviewer Location: 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. Execution status: Public official documentation checked 2026-10-15; no login, export, live query, import, installation, configuration, message or client workflow was executed. Step documentation: https://support.smokeball.com/hc/en-us/articles/16155606566679-Getting-Started-with-Intake https://support.smokeball.com/hc/en-us/articles/8015208933911-Set-up-and-manage-Lead-Intake-forms ## What you will get A field list, plain-language form draft, and handoff checklist. The prompt does not publish or connect a website form. ## Human review and limits The firm approves collected fields, privacy notices, access controls, and the website form before it is published. 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. What to measure: Complete submissions, manual corrections, and handoffs needing follow-up. ## Original prepared-input schema Synthetic example input: ```text ``` Expected synthetic output: ```text ``` Failure check: ## Starter files Native blank scaffolds and original synthetic examples may use different schemas. Follow NATIVE-INPUT-MAPPING where supplied. These files do not connect accounts or install automation. - [Download starter kit](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball-starter-kit.zip) — All inputs, synthetic examples and review notes in one ZIP. No automation is installed. - [Start here: get the sources and prepare the review](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/START-HERE.txt) — Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits - [Input preparation checklist](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/input-preparation.txt) — Collect the actual recipe inputs without inventing product export headers - [Synthetic example and expected result](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/synthetic-test.txt) — Exercise the important safety and data-quality boundary - [Form policy template](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/form-policy-template.txt) — Editable recipe-specific setup input - [Setup and review checklist](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/README.txt) — Use the original recipe with the provided preparation files - [Native input scaffold: ApprovedFormSpecification](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/native-approvedformspecification-template.txt) — Approved text input for ApprovedFormSpecification; complete from verified evidence and include in the AI-visible packet - [Native input scaffold: WebsiteBrief](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/native-websitebrief-template.txt) — Approved text input for WebsiteBrief; complete from verified evidence and include in the AI-visible packet - [Native input scaffold: Scope](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/native-scope-template.txt) — Approved text input for Scope; complete from verified evidence and include in the AI-visible packet - [Native input mapping and scope guide](https://agents.paretoid.com/assets/starter-kits/capture-website-intake-in-smokeball/NATIVE-INPUT-MAPPING.txt) — Old-file-to-native-input compatibility map, acquisition requirements, privacy and blocking gates ## Optional original prepared-input prompt Destination: Your firm-approved AI assistant This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text Draft a minimal website intake-form specification for [practice area] and [jurisdiction], using [firm-approved field policy] and [approved privacy wording]. Work only from these non-sensitive instructions; do not ask for a real client’s details. Return a table of field label, purpose, required or optional status, plain-language help text, and staff owner. Flag unnecessary sensitive fields and any legal wording that requires the firm’s review. Provide a synthetic example submission and a checklist for a staff handoff. The intended system is Smokeball intake, subject to plan and region verification. Do not invent product settings or claim to configure it. Do not create a form, connect accounts, publish to a website, contact anyone, clear conflicts, accept an engagement, or give legal advice. Mark missing policy decisions clearly and stop for [reviewer role] to approve the draft and the implementation plan. ``` Editorial adaptation · untested Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.