box-legal-workflows-intake

Client Intake & Onboarding

PREREQUISITES:

• Read box:box for Box MCP auth, tool selection, base workflows. If missing, run: npx skills add https://github.com/box/box-for-ai --skill box
• Read box-legal-workflows for risk frameworks, confidentiality, human-in-the-loop requirements, Box AI governance. If missing, ensure it's installed from the same skill package.

Legal client intake determines if the firm can and should take on a prospective client. This skill automates completeness checks, risk assessment, intelligent routing, and engagement letter generation.

Core principles: Completeness first, risk-based routing, transparent decisions, human oversight for high-risk.

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Completeness & Risk Framework

Required Documents Checklist

[CONFIRM: What documents required for intake?]

Typical:

• Client intake form (completed questionnaire)
• Valid government ID (passport, driver's license)
• Conflict check authorization
• Source of funds documentation (certain practice areas)
• Business entity documents (corporate: articles, operating agreement)

Optional/practice-specific:

• Financial statements (bankruptcy, tax)
• Prior legal proceedings (litigation)
• Contracts or agreements (transactional)

Validation questions:

1. Document present?
2. Complete? (not blank, has expected info)
3. Valid? (ID not expired, forms signed, dates current)

Risk Rating

[CONFIRM: Low/medium/high risk criteria for your firm?]

See box-legal-workflows for: General risk framework.

Low-risk: Individual client, standard matter, no litigation, clear funds, all docs complete, no conflicts, value below threshold.

High-risk: PEP, high-value, cross-border with sanctions, conflict identified, criminal with media, reputational risk.

Routing Logic

[CONFIRM: How to route intakes?]

Route based on:

1. Practice area: Match matter to attorney expertise
2. Risk level: Low → associate, Medium → senior, High → partner
3. Workload: Current caseload if known
4. Jurisdiction: Attorney bar admission
5. Language: Attorney language capabilities

Example matrix:

Risk	Route To	Action
Low	Auto-approve OR associate	Generate engagement letter (if allowed)
Medium	Senior attorney	Add comment with risk summary
High	Partner + Compliance	Detailed analysis, block auto-processing
Incomplete	Intake coordinator	List missing documents

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Tool Selection

Task	Primary Tool	Notes
List intake folder	list_folder_content_by_folder_id	Get all submission files
Review documents	ai_qa_multi_file	Completeness & validity
Extract data	ai_extract_structured_from_fields_enhanced	Name, matter, dates
Assess risk	ai_qa_multi_file	Multi-file risk analysis
Create summary	upload_file	Write summary doc
Write metadata	set_file_metadata	Record decision, risk, attorney
Tag for review	create_file_comment	Tag attorney with instructions
Grant access	create_collaboration	Give attorney access
Generate letter	[CONFIRM: DocGen?]	Need template access
Share with client	add_folder_shared_link OR create_collaboration	Provide client access

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Implementation Workflow

Phase 1: Intake Review

1. Authenticate: who_am_i
2. [CONFIRM: Intake folder ID?]
3. Inventory: list_folder_content_by_folder_id
4. [CONFIRM: Map files to required checklist]
5. Assess completeness: ai_qa_multi_file (questions for each doc)
6. Extract info: [CONFIRM: Fields?] → ai_extract_structured_from_fields_enhanced

Phase 2: Risk Assessment

7. Risk analysis: ai_qa_multi_file (PEP, sanctions, conflicts, litigation, high value, inconsistencies)
8. Assign rating: [CONFIRM: Match firm's criteria?]

Phase 3: Decision & Routing

9. Determine action:

   • INCOMPLETE: [CONFIRM: Who follows up?]
   • HIGH RISK: [CONFIRM: Who reviews? Block auto-processing?]
   • MEDIUM RISK: [CONFIRM: Who based on practice area?]
   • LOW RISK: [CONFIRM: Auto-approve or needs review?]

10. Save summary: upload_file (completeness, risk, factors, action)

11. Write metadata: [CONFIRM: Template exists?] → set_file_metadata

Phase 4: Routing & Collaboration

12. Add comment: [CONFIRM: Who to tag?] → create_file_comment
13. Grant access: [CONFIRM: Permission level?] → create_collaboration

Phase 5: Engagement Letter (If Low-Risk Auto-Approve)

14. Generate letter: [CONFIRM: DocGen template ID?] → Use DocGen if available
15. Save: upload_file
16. Share: [CONFIRM: How? Expiration?] → create_collaboration or add_folder_shared_link

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Guardrails

See box-legal-workflows for: Human-in-the-loop requirements, confidentiality, Box AI governance.

Intake-specific:

ALWAYS confirm before:

1. Auto-approving any client (even low-risk)
2. Generating engagement letters without attorney review
3. Sharing engagement letters with clients
4. Assigning risk ratings
5. Routing to specific attorneys
6. Copying files to externally-accessible folders (if file was NOT already externally accessible)

CONFIRM if uncertain: 7. Document completeness (if missing docs or validity is ambiguous) 8. Extracted metadata (if values are unclear or contradictory)

Proceed autonomously when confident:

• Writing metadata when extraction is clear and unambiguous
• Copying/organizing intake files between folders (internal-only to internal-only, or external to external)
• Creating intake summary reports
• Extracting client information with high confidence
• Assessing document completeness when criteria are clear

NEVER auto-approve without authorization:

• High-risk clients
• Matters above value threshold
• Clients in sanctioned jurisdictions
• Matters with conflicts
• Any category requiring human review per firm policy

Decision transparency:

• Document WHY (risk factors, missing docs)
• Cite which documents reviewed
• Record WHO decided (human or automated)
• Timestamp
• Make summary available to assigned attorney

Box AI usage:

• Pace 1-2 seconds apart
• Context: "Assessing risk for law firm intake. Identify red flags..."
• Surface specific passages supporting assessment
• Human attorney must review final decision

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Example Workflows

Example 1: Complete Low-Risk

Request: "Review John Smith intake, ready to approve?"

Flow:

1. [CONFIRM]: "Folder ID?"
2. list_folder_content_by_folder_id
3. Inventory: intake_form.pdf, drivers_license.jpg, conflict_check.pdf
4. [CONFIRM]: "Required: form, ID, conflict check. All present. Assess?"
5. ai_qa_multi_file: "Form complete? ID valid? Conflict check signed?"
6. ai_extract_structured_from_fields_enhanced: name, matter, value, jurisdiction
7. [CONFIRM]: "$5K estate planning - low-risk?"
8. [CONFIRM]: "Auto-approve or route to Sarah?"
9. Create summary, set_file_metadata, create_file_comment, create_collaboration
10. Report: "Docs complete, low-risk. Routed to Sarah."

Example 2: Incomplete

Request: "Review Acme Corp, what's missing?"

Flow:

1. Get folder ID
2. list_folder_content_by_folder_id
3. Inventory: intake_form.pdf, business_license.pdf
4. [CONFIRM]: "Required: form, articles, operating agreement, officer ID, conflict check. Only have form and license. Confirm?"
5. ai_qa_multi_file verify
6. [CONFIRM]: "Missing: articles, agreement, ID, conflict check. Who follows up?"
7. Create summary, metadata, comment, collaboration
8. Report: "Incomplete. Missing 4 docs. Routed to Maria."

Example 3: High-Risk

Request: "Review International Trading LLC."

Flow:

1. Get folder ID
2. list_folder_content_by_folder_id
3. [CONFIRM]: "Check PEP, sanctions, cross-border, high value?"
4. ai_qa_multi_file: "Red flags? PEP? Cross-border? Sanctions jurisdictions? Value > $500K?"
5. AI: "Cross-border OFAC country, $2M, former gov official (PEP)"
6. [CONFIRM]: "HIGH RISK: OFAC, $2M, PEP. Partner + compliance. Who?"
7. Create risk memo, metadata, comment, collaboration
8. Report: "HIGH RISK. Routed to James + Rachel. Recommend sanctions screening."

Example 4: Low-Risk + Engagement Letter

Request: "Review Jane Doe, generate engagement letter if approved."

Flow:

1. Complete Example 1 steps (completeness, risk)
2. Determine: low-risk, complete
3. [CONFIRM]: "Auto-approve for estate planning?"
4. [CONFIRM]: "DocGen template ID?"
5. Generate via DocGen OR [CONFIRM]: "DocGen unavailable. Draft or manual?"
6. upload_file (save letter)
7. [CONFIRM]: "Share with Jane? Collaboration or link?"
8. create_collaboration, set_file_metadata
9. Report: "Approved. Letter generated and shared."