# Put intake follow-up into a clear sequence Canonical page: https://agents.paretoid.com/workflows/plan-clio-grow-intake-followup/ Category: Intake & Booking Practice relevance: cross-practice. A general operational method. Review the stated tool and jurisdiction limits before use. Jurisdiction/provider scope: Plan intake in Clio Grow with forms, emails, appointments, status changes, and manual tasks. 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 A small firm must keep up with intake calls, forms, scheduling, and manual checks. Why it matters: An inquiry can stall when forms, appointments, and follow-ups have no clear owner. A reviewed sequence makes the next administrative step visible while keeping conflicts and engagement decisions with the firm. ## Sources and evidence - method: [Clio Grow: automated workflow guide](https://help.clio.com/hc/en-us/articles/17770743592219-Clio-Grow-Automated-Workflows) Original vendor documentation supports the workflow method, including prepared resources, manual steps, and failures. - pain: [r/LawFirm: a solo firm launch update](https://www.reddit.com/r/LawFirm/comments/1keb9yw/law_firm_launch_update/) May 4, 2025 · A self-described founder reports calls, intake, and administrative workload. This is separate pain evidence, not proof of a Clio result. Source checked: October 15, 2026. ## Suggested approach Start when: A staff member starts an approved intake workflow for an eligible matter. 1. Clio explains how to build or customize workflows with prepared forms, emails, appointments, and matter statuses. 2. The guide separates automated steps from manual tasks. 3. It also explains how to track progress and failures. Staff still need a process for checking them. ## 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 - Workflow design is a proposed spec. Current reports cannot replace timestamped workflow evidence. Access and setup: - The live account, entitlement, exact headers, records and field coverage have not been observed. ### 1. Read actual Grow workflow states and available assets Tool: Clio Grow Location: Settings > Automated workflows; Matters > selected matter > Intake process > Automated workflows > expand workflow Capture existing template steps and approved form/email/appointment/task choices. In a bounded sample, manually record in-progress/completed timestamps and errors from the expanded workflow. Do not apply a workflow or alter its state. Expected output: Native workflow-state capture plus approved step inventory. Next step: Prepare an ApprovedSteps text inventory of existing supported step types and actual form/template/appointment IDs, a CurrentWorkflowEvidence ledger of observed state/timestamps/source refs, and a full Scope note. Include all three labeled sections in the minimized packet passed to Acrobat; missing assets or history remain blocked. Check before continuing: Applying a published workflow starts its first step. Assign task waits for completion; form and appointment steps advance on their documented event. No bulk workflow log export is claimed. 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.clio.com/hc/en-us/articles/17770743592219-Clio-Grow-Automated-Workflows ### 2. Export intake context only if needed Tool: Clio Grow Location: Reports > Matter revenue report > filters > View report > Columns > Download CSV For current intake/source context, use the actual report and preserve its selected columns/date scope. Do not enable shared contacts just to run it; if not already configured, the export route is blocked and manual matter inspection remains available. Expected output: Native current intake rows; not the workflow event log. Next step: Only administrative columns needed for the sequence enter the analysis packet. Check before continuing: Grow/Manage refresh timing differs; no Grow arbitrary data-query chat is claimed. The support AI cannot access matters or billing. 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.clio.com/hc/en-us/articles/29739406189339-Clio-Grow-Reports https://help.clio.com/hc/en-us/articles/40283218733467-AI-Support-Agent ### 3. 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 ApprovedSteps, CurrentWorkflowEvidence and Scope, draft a Clio Grow intake sequence. For each step specify its actual supported type, input template/form/appointment ID, completion event, owner and human gate. Use Assign task for checks requiring staff completion. Give a cancellation/exception-review plan and mark unsupported delay/stop logic as unresolved; do not invent an always-on AI query or automatic legal/conflict decision. Return a build specification and synthetic acceptance cases, not a live automation. ``` Expected output: A supported-step sequence with human gates and exception tests. Next step: Copy reviewed output into an internal review document or the named downstream tool, preserving evidence IDs. Check before continuing: No form/email/appointment template or policy can be invented to complete the chain. 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 ### 4. Human review and final action Tool: Responsible firm reviewer Location: Internal Review worksheet / review document Administrator reviews the spec and client-contact permissions. A later authorized build goes to Settings > Automated workflows > New template > Create my own, choosing supported items, then Save draft & exit. Publishing and applying require separate approval. Expected output: Approved draft build brief; no Grow account change. Next step: Human builder gets the exact step/input map and validation checklist. Check before continuing: Published workflows cannot simply be edited in place; cancel/recreate behavior must be considered before changes. 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.clio.com/hc/en-us/articles/17770743592219-Clio-Grow-Automated-Workflows ## What you will get A workflow plan and draft wording for review. The prompt does not configure Clio Grow or send messages. ## Human review and limits The firm reviews eligibility, communication templates, privacy, and manual checkpoints before enabling any client-facing action. Conflict checks and engagement remain lawyer decisions. 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: Manual steps completed, failed steps detected, and time waiting between approved intake stages. ## 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/plan-clio-grow-intake-followup-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/plan-clio-grow-intake-followup/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/plan-clio-grow-intake-followup/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/plan-clio-grow-intake-followup/synthetic-test.txt) — Exercise the important safety and data-quality boundary - [Intake plan inputs template](https://agents.paretoid.com/assets/starter-kits/plan-clio-grow-intake-followup/intake-plan-inputs-template.txt) — Editable recipe-specific setup input - [Setup and review checklist](https://agents.paretoid.com/assets/starter-kits/plan-clio-grow-intake-followup/README.txt) — Use the original recipe with the provided preparation files - [Native input scaffold: ApprovedSteps](https://agents.paretoid.com/assets/starter-kits/plan-clio-grow-intake-followup/native-approvedsteps-template.txt) — Approved text input for ApprovedSteps; complete from verified evidence and include in the AI-visible packet - [Native input scaffold: CurrentWorkflowEvidence](https://agents.paretoid.com/assets/starter-kits/plan-clio-grow-intake-followup/native-currentworkflowevidence-template.txt) — Approved text input for CurrentWorkflowEvidence; complete from verified evidence and include in the AI-visible packet - [Native input scaffold: Scope](https://agents.paretoid.com/assets/starter-kits/plan-clio-grow-intake-followup/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/plan-clio-grow-intake-followup/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 Using only [approved intake-stage list], [available template names], [role list], and [firm communication policy], draft a Clio Grow intake workflow plan. Use a synthetic prospective client and do not request real client facts. Return a table with step, trigger, required input, proposed automated or manual action, owner, failure condition, and approval gate. Restrict the design to documented forms, emails, appointment steps, status changes, and manual tasks. If a capability is uncertain, mark it VERIFY rather than inventing a feature or menu path. Draft neutral reminder wording with placeholders. Keep conflict assessment, engagement, legal advice, and sensitive disclosure with the responsible lawyer. Do not connect to Clio, configure accounts, send messages, change statuses, or run a live workflow. Finish with missing prerequisites, a synthetic test checklist, and decisions for [reviewer role]. This is a plan for human review. It does not create a working integration. ``` Editorial adaptation · untested Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.