Services / Intake documents
Signed intake to ready-to-work file, on its own.
The moment a signed intake packet comes in, the client's entire folder structure gets built, named the way your team actually files, and the CRM record is created or updated to match. The setup work that used to sit between signing and working is gone.
The problem
Between "the client signed" and "the team can work the case" sits a pile of setup: create the folders, create the subfolders, name everything consistently, get the contact into the CRM. It's pure overhead, it's identical every time, and it still manages to produce inconsistencies because humans name folders differently on a Friday afternoon.
Firms that automated this with no-code tools know the other failure: a duplicate webhook builds the whole folder tree twice, and now there are two homes for one client's documents.
How we build it
Fire on submission
The signed intake form triggers the build immediately. No batch job, no waiting for someone to notice the signature came back.
Build the whole tree in one pass
Root folder, 10 subfolders, 7 medical subfolders, 2 report subfolders, created as one operation. The Zapier version did this as 19 sequential steps, each one a chance to fail halfway.
Name it the way your team files
Folders are created as Last, First from the start. At the firm this runs for, staff used to rename every single lead folder by hand. That step no longer exists.
Survive retries
A duplicate webhook can't build a second tree or a second contact. The old flow also needed a hard-coded 5-minute delay to dodge Google Drive's timing quirks; that's replaced with proper retries, so the file is ready minutes sooner.
Where it runs today
Live in production at a Social Security disability firm, where it ran side by side with the Zapier flow it replaced until the outputs matched. Every submission writes an audit row, so there's a record of every tree ever built.
20
folders built per new client, in one pass
19
zap steps replaced by one call
Common questions
We use a different form tool. Does that matter?
No. The production version listens to Jotform carrying a DocuSign packet, but the trigger is just a form submission with client data in it. The build works from whatever your intake actually produces.
Does it touch the signed documents themselves?
It files what the intake produces and builds the structure around it. Your DocuSign account, templates, and the legal documents themselves stay exactly as they are.
What happens if the same intake submits twice?
Nothing bad. Folder creation skips anything that already exists and the CRM update is keyed on the client's email and phone, so a duplicate submission converges on the same single client file instead of forking it.
Still building client folders by hand?
Book a free audit and we’ll walk your setup and tell you what this would look like at your firm, including what it would save.