Automated client inquiry response

Purpose

1.1. To automate the collection and initial response to client inquiries for administrative attorneys, ensuring prompt engagement, accurate information gathering, reduced manual workload, and standardized legal intake communication workflows across all digital channels (web forms, email, phone, chat) for new and returning clients.
1.2. The automation captures essential client information, routes inquiries appropriately, sends acknowledgment, and provides next steps, significantly improving time-to-response, intake quality, and overall client satisfaction.

Trigger Conditions

2.1. New client inquiry received via website form submission
2.2. Reception of an email to designated intake address
2.3. SMS or WhatsApp message to business phone number
2.4. New chat message on website live chat or Facebook Messenger
2.5. Phone call received to IVR with voicemail transcription
2.6. Google My Business message initiated
2.7. LinkedIn message to company profile
2.8. Submission via client portal or client app

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Twilio Incoming SMS Webhook to capture client message; specify URL for webhook in SMS configuration.
3.2. SendGrid
• Feature/Setting: Inbound Parse Webhook configured to forward client emails to a designated endpoint.
3.3. Microsoft Outlook 365
• Feature/Setting: Use Graph API `/me/messages` to retrieve new emails from intake folder.
3.4. Gmail
• Feature/Setting: Gmail API `users.messages.list` for filtering new intake emails; connect via OAuth2.
3.5. Typeform
• Feature/Setting: Use Typeform Webhooks to send completed intake forms to process endpoint.
3.6. Google Forms
• Feature/Setting: Configure Google Apps Script to trigger POST requests on new submissions.
3.7. Facebook Messenger
• Feature/Setting: Use Facebook Graph API Webhooks to listen for new page messages.
3.8. WhatsApp Business API
• Feature/Setting: Incoming message events via webhook, parse for initial client intent.
3.9. Intercom
• Feature/Setting: Webhook integration on new lead conversation.
3.10. HubSpot CRM
• Feature/Setting: Workflow automation trigger on new contact or form submission.
3.11. Salesforce
• Feature/Setting: Configure Process Builder to trigger on creation of new Lead.
3.12. Zendesk Support
• Feature/Setting: Use triggers for new ticket creation; send payload to automation endpoint.
3.13. Slack
• Feature/Setting: Slack Events API to capture new direct inquiries to intake bot.
3.14. Microsoft Teams
• Feature/Setting: Teams Incoming Webhook configured to receive new intake requests via channel.
3.15. Calendly
• Feature/Setting: Webhook configured for new scheduled meeting; capture intake data.
3.16. Gravity Forms (WordPress)
• Feature/Setting: Add Webhook Add-on to POST data on new submission.
3.17. Pipedrive
• Feature/Setting: Webhooks for new deal created or contact added.
3.18. Google Voice
• Feature/Setting: Use Google Voice API to get new SMS or voicemail transcription.
3.19. Formstack
• Feature/Setting: Enable Webhooks to send new submission data.
3.20. Zoho CRM
• Feature/Setting: Workflow Rule for new Lead or Contact with ‘Webhook’ action.
3.21. DocuSign
• Feature/Setting: Event Notification (Connect) for completed envelope to notify intake system.
3.22. Lawcus
• Feature/Setting: Trigger via Zapier Webhook on new client intake form submission.
3.23. Mailgun
• Feature/Setting: Routes for incoming email parsing, webhooks for automation triggers.
3.24. ClickSend
• Feature/Setting: Webhook integration for inbound SMS messages to intake engine.

Benefits

4.1. Immediate, standardized responses for increased professionalism.
4.2. Decreased staff workload through inbound channel automation.
4.3. Captured, validated, and routed client information for faster attorney review.
4.4. Multi-channel support ensures no inquiry is missed, regardless of source.
4.5. Enhanced data accuracy and reduced risk of human error in intake.