# Check when intake reminders should stop Canonical page: https://agents.paretoid.com/workflows/check-when-intake-reminders-should-stop/ Category: CRM & Follow-up Practice relevance: cross-practice. A general operational method. Review the stated tool and jurisdiction limits before use. Jurisdiction/provider scope: Review pending reminders against completion, opt-out, and staff-takeover states. Status: Proposed / not tested. The public source describes the problem. Documentation supports only the stated method components; no result from this recipe has been verified. Verification: Source methods and reported problems have been reviewed. We have not run the adapted workflow. The sample below describes expected behavior on synthetic data, not a customer result. ## The problem Review pending reminders against completion, opt-out, and staff-takeover states. Why it matters: A reminder that arrives after completion or staff assistance can confuse a prospective client. Reviewing stop conditions and event ordering helps identify what needs testing before any message is allowed to send. ## Sources and evidence - pain: [Pain evidence: Public discussion](https://www.reddit.com/r/LawFirm/comments/1m95hbv/law_firm_website_do_you_think_having_downloadable/) first-person comment by newz2000, 2025-07-25: “When we send people forms it takes ages to get them back.” The firm moved toward mobile forms and telephone assistance. Older evidence of form-return friction; reminder-suppression QA is our proposed safeguard, not a failure the commenter specifically reported. - method: [Method: Lawmatics reminder exit conditions](https://help.lawmatics.com/en/articles/10699927-exit-conditions) Lawmatics documents a form-filled exit condition and a central Reminders page. Opt-out and staff-takeover exits must be verified in the actual setup; native transactional cancellation is not established. - method: [Method: Lawmatics reminder exit conditions · supporting guide 2](https://help.lawmatics.com/en/articles/11200803-recent-updates-q2-2025) Additional official capability reference. The complete adapted recipe has not been tested. Source checked: October 15, 2026. Pain accounts are self-reported. Documentation supports components; this adapted recipe and prompt have not been tested. ## Suggested approach Start when: Existing reminder sequence is changed or a completion/opt-out/staff-takeover event arrives 1. compare pending reminders against latest approved state and test event-ordering edge cases 2. Keep source references and report unknowns instead of filling gaps. 3. The responsible reviewer checks the report before any separately approved action. ## 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 Documentation-checked component path; proposed workflow, not tested - No universal automation-history CSV. Present configuration cannot establish historical behavior. Access and setup: - The live account, entitlement, exact headers, records and field coverage have not been observed. ### 1. Capture workflow rules without changing them Tool: Lawmatics Location: Automations > Workflows > existing workflow > Entry Conditions / Exit Conditions / action nodes; Automations > Reminders for separate reminder rules Copy the existing trigger, target type, delays, actions, exits and AND/OR relationships. Inventory built-in reminders separately. Preserve rule screenshots/version capture time; no edit or activation. Expected output: Rule specification with workflow IDs/aliases and reminder coverage. Next step: Compare the rules against actual event histories in the next step. Check before continuing: Current navigation differs from older articles using Marketing > Automations. Exit checks occur before the next action after a delay, not immediately upon the event. 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://help.lawmatics.com/en/articles/10699800-lawmatics-navigation-experience https://help.lawmatics.com/en/articles/10699927-exit-conditions ### 2. Capture actual event order Tool: Lawmatics Location: Workflow statistics icon > target status; matter > Activities timeline > relevant automation/form/signature events For a bounded reviewed sample, manually capture stop-condition event time, next-action scheduled/executed time, observed workflow state and relevant message evidence. Use historical configuration when available; present rules do not prove past rules. Expected output: Event ledger with visible states/timestamps and explicit missing entries. Next step: Pass only aliases, event labels/times and source refs, not message bodies. Check before continuing: No bulk event/log export was verified. Delayed is not a defect. Packet completion has its own event; forms/signatures inside E-Signature Packets do not trigger the standalone form/signature events. 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://help.lawmatics.com/en/articles/10699922-automation-troubleshooting https://help.lawmatics.com/en/articles/10699938-force-exiting-from-an-automation https://help.lawmatics.com/en/articles/13117687-e-signature-packets ### 3. Make the checked, minimized handoff Tool: Excel / source-record reviewer Location: Restricted original workbook > separate analysis workbook > Scope worksheet Normalize timestamps only with evidenced timezone and keep originals. Scope lists every workflow/reminder inspected and all uncovered channels. Keep untouched original exports/screenshots and the identifying source map in restricted firm storage. Build a separate minimized analysis file; do not hide raw client data on another tab. Include the complete Scope/coverage note in the AI-visible workbook or prompt. Use aliases and administrative metadata only. Unknown is not zero, false, completed or absent. Expected output: Rules(workflow_alias,trigger,stop_condition,check_point,version_ref); Events(lead_alias,workflow_alias,event_type,event_at,source_ref); Scope(timezone,history_coverage) Next step: Format each approved range as a named table. Carry source-row references and coverage into the analysis workbook. Check before continuing: Every field has an observed source or an explicit missing reason; staff assignments are marked editorial, not native. 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.microsoft.com/en-us/excel/merge-queries-power-query https://help.lawmatics.com/en/articles/10699927-exit-conditions ### 4. Ask AI to inspect the checked inputs Tool: Excel Copilot, optional Location: Analysis workbook > Copilot icon at lower right > Chat only Open the minimized workbook containing the named tables and Scope. Paste the exact prompt; if unavailable, perform the same rule checks manually. Prompt: ```text Use Rules, Events and Scope. For each lead/workflow, order evidenced events, identify whether the stop condition was still true before the next action, and flag possible send-after-stop exceptions with source refs. Treat Delayed as pending until the next action checkpoint. Distinguish standalone form/signature events from packet completion. Missing timestamps, version history or send records means inconclusive, not failed or passed. Do not stop, rerun, skip delays, edit or send. ``` Expected output: Proven exceptions, pending checkpoints and untestable cases. Next step: Copy checked results into a new Review sheet, retaining source references and unresolved blockers. Check before continuing: Check each alleged violation in timeline and actual send record; current status is not complete event history. 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.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel ### 5. Human review and final action Tool: Responsible firm reviewer Location: Internal Review worksheet / review document Workflow owner reviews exceptions and approves any later sandbox test or configuration change. Save the audit and unresolved coverage. Expected output: Reviewed stop-rule audit. Next step: Any urgent manual intervention or rule change requires authorized operator action in the source workflow. Check before continuing: Never restart an automation as a diagnostic step; it may send communications. 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://help.lawmatics.com/en/articles/10699922-automation-troubleshooting https://help.lawmatics.com/en/articles/10699927-exit-conditions ## What you will get suppression-review.csv: reminder_id, form_id, observed_state, proposed_action, evidence_refs, unresolved_requirement; race-tests.csv: test_id, event_order, expected_behavior, verification_needed ## Human review and limits No sensitive details in reminder logs; incomplete intake never means refusal or automatic case closure. Keep a manual assistance route. Require a final state recheck before any separately approved send; no unverified promise of transactional cancellation. 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: In a synthetic pilot, count correctly found exceptions, false alarms, and unresolved inputs. No time or cost saving is assumed. ## Original prepared-input schema forms.csv: form_id, lead_alias, status, updated_at events.csv: event_id, form_id, event_type, occurred_at, received_at pending-reminders.csv: reminder_id, form_id, scheduled_at, status; sequence-policy.txt: approved native and custom exits, event priority, reopened-form rule, retry rule, maximum sends, final state recheck Synthetic example input: ```text F1: completed just before a queued reminder F2: opted out, native exit not verified F3: reopened form with no approved policy ``` Expected synthetic output: ```text F1: proposed suppression and final-state recheck F2: unresolved custom requirement, no send F3: policy question, no assumed restart ``` Failure check: No sensitive details in reminder logs; incomplete intake never means refusal or automatic case closure. Keep a manual assistance route. Require a final state recheck before any separately approved send; no unverified promise of transactional cancellation. ## 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/g11-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/g11/START-HERE.txt) — Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits - [Input template: forms.csv](https://agents.paretoid.com/assets/starter-kits/g11/forms.csv) — Header-only input template; preserve exact names and order - [Synthetic input: forms.csv](https://agents.paretoid.com/assets/starter-kits/g11/forms-example.csv) — Fabricated sample rows for an offline manual trial - [Input template: events.csv](https://agents.paretoid.com/assets/starter-kits/g11/events.csv) — Header-only input template; preserve exact names and order - [Synthetic input: events.csv](https://agents.paretoid.com/assets/starter-kits/g11/events-example.csv) — Fabricated sample rows for an offline manual trial - [Input template: pending-reminders.csv](https://agents.paretoid.com/assets/starter-kits/g11/pending-reminders.csv) — Header-only input template; preserve exact names and order - [Synthetic input: pending-reminders.csv](https://agents.paretoid.com/assets/starter-kits/g11/pending-reminders-example.csv) — Fabricated sample rows for an offline manual trial - [Output template: suppression-review.csv](https://agents.paretoid.com/assets/starter-kits/g11/suppression-review.csv) — Header-only output template; preserve exact names and order - [Expected output: suppression-review.csv](https://agents.paretoid.com/assets/starter-kits/g11/suppression-review-example.csv) — Hand-authored synthetic expected result; not an executed workflow result - [Output template: race-tests.csv](https://agents.paretoid.com/assets/starter-kits/g11/race-tests.csv) — Header-only output template; preserve exact names and order - [Expected output: race-tests.csv](https://agents.paretoid.com/assets/starter-kits/g11/race-tests-example.csv) — Hand-authored synthetic expected result; not an executed workflow result - [Policy/input template: sequence-policy.txt](https://agents.paretoid.com/assets/starter-kits/g11/sequence-policy.txt) — Required source/policy preparation scaffold; not populated with firm instructions - [Synthetic policy/input: sequence-policy.txt](https://agents.paretoid.com/assets/starter-kits/g11/sequence-policy-example.txt) — Fixture-only context; not an approved production policy - [Synthetic fixture expectations](https://agents.paretoid.com/assets/starter-kits/g11/fixture-expectations.txt) — Acceptance targets and failure checks; no claim of workflow execution - [Review prompt](https://agents.paretoid.com/assets/starter-kits/g11/starter-prompt.txt) — Copyable offline review prompt; no executable automation - [Setup and prerequisites](https://agents.paretoid.com/assets/starter-kits/g11/README.txt) — Recipe-specific setup, evidence sources and usage boundaries - [Native input scaffold: Rules](https://agents.paretoid.com/assets/starter-kits/g11/native-rules-template.csv) — Empty editorial table for Rules; populate from verified source evidence after reviewed mapping; not a native export - [Native input scaffold: Events](https://agents.paretoid.com/assets/starter-kits/g11/native-events-template.csv) — Empty editorial table for Events; populate from verified source evidence after reviewed mapping; not a native export - [Native input scaffold: Scope](https://agents.paretoid.com/assets/starter-kits/g11/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/g11/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 · prepared files This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text Audit this existing form-reminder sequence for stop conditions. Build a state table for incomplete, completed, opted out, cancelled and staff takeover. Identify pending messages that should be suppressed. Test completion just before send, duplicate submission, delayed webhook, staff takeover, retry and reopened form. Distinguish verified native exits from custom requirements. Do not send reminders or change live records. INPUTS forms.csv: form_id, lead_alias, status, updated_at events.csv: event_id, form_id, event_type, occurred_at, received_at pending-reminders.csv: reminder_id, form_id, scheduled_at, status; sequence-policy.txt: approved native and custom exits, event priority, reopened-form rule, retry rule, maximum sends, final state recheck OUTPUT suppression-review.csv: reminder_id, form_id, observed_state, proposed_action, evidence_refs, unresolved_requirement; race-tests.csv: test_id, event_order, expected_behavior, verification_needed Use only these synthetic or firm-approved inputs and preserve source row/page IDs. Keep missing or conflicting evidence unresolved. Return a draft for the named reviewer. Do not send messages, connect accounts, change records or permissions, move money, or make legal decisions. Keep source files unchanged. List missing prerequisites before continuing. ``` Proposed / not tested · editorial prompt Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.