Agent setup guide
Legal Intake & Conflict Check
Organizes every inquiry, screens all parties against your conflict list, drafts the engagement letter.
What it does
Organizes every inquiry, screens all parties against your conflict list, drafts the engagement letter.
- Receives each new client inquiry from your web form, or the form staff fill in for phone and referral inquiries, through a webhook.
- AI organizes it into the matter type, parties and roles, key dates, facts and the client's request, flags time-sensitive dates and suggests the practice group.
- Every person and company named is screened against your client, matter and adverse-party list, read fresh from your Google Sheet on each inquiry, including close variants and related companies the list shows. If the sheet can't be read, the inquiry is treated as a possible conflict.
- Possible conflicts go to your conflicts channel in Slack with the matches and why they matter, and stop there.
- Matters with no match go to the responsible attorney in Reviews. Once cleared, AI drafts the engagement letter from your template and fee terms, and a matter page with the intake, conflict screen and draft letter is opened in Notion.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers), used under your firm's policy for client information.
- Google Sheets, Slack and Notion, connected in Settings → Integrations.
- A Google Sheet with your client, matter and adverse-party names (kept current), your engagement letter template, and an intake form that can send to a webhook URL.
What it doesn't do
- It doesn't connect to document- or practice-management systems (NetDocuments, iManage, Clio); it screens against the Google Sheet you keep current (very large lists, over roughly 2,000 rows, should be split or trimmed to open and recent matters).
- A 'clear' result isn't a conflict clearance: an attorney clears every matter.
- It isn't legal advice, doesn't assess the merits and doesn't calculate deadlines or limitation periods.
- It doesn't send the engagement letter or collect signatures; the draft waits in Notion for the attorney.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets, Slack and Notion.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 25 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can open your conflict sheet (Settings → Integrations → Google Sheets).
3. Connect Slack
Connect the Slack workspace your intake team uses (Settings → Integrations → Slack).
4. Connect Notion
Connect your Notion workspace (Settings → Integrations → Notion) and share your intake or matters database with Fluxo Flow.
5. Pick your conflict list sheet
Open “Read your conflict list”, pick your Google account, paste the link of the sheet with your clients, matters and adverse parties (one row each, header row first) and pick the tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (conflict list) | The Google account that can open your conflict sheet. Keep the sheet shared only with the people who need it. Pick your connected Google Sheets account. | “Read your conflict list” |
| Conflict list spreadsheet | Paste the link of the Google Sheet with every client, matter, adverse party and related company: one row each, with a header row such as Name, Role, Matter, Status (open/closed), Related to. The screen only covers what's in it, so keep it current. | “Read your conflict list” |
| Conflict list tab | The tab that holds the list, e.g. Conflicts. | “Read your conflict list” |
6. List your practice groups
Open “Organize the intake and screen for conflicts” and replace the placeholder with your practice groups and the matters each takes.
| Setting | What to enter | In step |
|---|---|---|
| Your practice groups | Replace the placeholder with each practice group and the matters it takes, e.g. Employment: wrongful termination, wage claims. It starts as “[LIST YOUR PRACTICE GROUPS AND THE MATTERS EACH HANDLES HERE]” until you replace it. | “Organize the intake and screen for conflicts” |
7. Pick the conflicts channel
Open “Send possible conflicts to Slack” and pick your account and a private channel. Invite the app first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace possible conflicts are posted to. Pick your connected Slack account. | “Send possible conflicts to Slack” |
| Conflicts channel | A private channel your conflicts attorney or intake team watches, e.g. #conflicts. | “Send possible conflicts to Slack” |
8. Paste your engagement letter template
Open “Draft the engagement letter” and replace the placeholder with your template and fee terms per matter type.
| Setting | What to enter | In step |
|---|---|---|
| Your engagement letter template and fee terms | Replace the placeholder with your engagement letter template (variables like [CLIENT NAME]) and the scope and fee terms per matter type. It starts as “[PASTE YOUR ENGAGEMENT LETTER TEMPLATE AND FEE TERMS HERE]” until you replace it. | “Draft the engagement letter” |
9. Pick your matters database
Open “Open the matter page in Notion” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace your intake or matters database is in. Pick your connected Notion account. | “Open the matter page in Notion” |
| Intake or matters database | The Notion database cleared matters are added to (share it with Fluxo Flow via ••• → Connections). | “Open the matter page in Notion” |
10. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
11. Switch the trigger on
Open the trigger, switch the webhook on and send your intake form to its URL. Assign the review step to your responsible attorneys.
How it works
The agent is a normal workflow with 9 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New client inquiry — Starts when your form or app sends data to the agent's webhook URL. Your website intake form (or the form staff fill in for phone and referral inquiries) posts each new inquiry to the workflow's webhook URL.
- Read your conflict list — Google Sheets: Read rows. Reads your client, matter and adverse-party list from your Google Sheet on every inquiry, so the screen always uses the current list.
- Organize the intake and screen for conflicts — AI step (runs on your AI provider key). AI organizes the inquiry (matter type, parties, key dates, facts), compares every person and company named with the rows of your conflict list, and suggests the practice group.
- Possible conflict? — Decision: picks the branch to follow. Potential or actual conflicts go to your conflicts channel in Slack for an attorney; no engagement letter is drafted.
- Send possible conflicts to Slack — Slack: Post a message. Branch: Possible conflict. Posts the inquiry, the matches found and why they matter to your conflicts channel for an attorney to resolve.
- Attorney clears the matter — A person approves or rejects it in Reviews (the run waits). Branch: No match found. The responsible attorney checks the intake summary and the conflict screen in Reviews, runs any further checks the firm requires and approves taking the matter forward.
- Draft the engagement letter — AI step (runs on your AI provider key). Branch: Cleared. AI drafts the engagement letter from your firm's template and fee terms for this matter type, with every open point marked for the attorney.
- Open the matter page in Notion — Notion: Create a page in a database. Creates a page in your Notion intake or matters database with the organized intake, the conflict screen and the draft engagement letter.
- Not taken forward — Kept in the run history. Branch: Declined. Declined intakes stay in the run history only; nothing is sent.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
name, email, phone, source, matter, message, referral.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, switch the webhook on and send your intake form to its URL. Assign the review step to your responsible attorneys.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Where does the conflict list come from?
From a Google Sheet you keep (one row per client, matter, adverse party or related company, e.g. an export from your practice-management system). The agent reads it fresh on every inquiry, so updates count straight away. It doesn't connect to NetDocuments, iManage or Clio.
Is a 'clear' result a conflict clearance?
No. It means no match was found in your conflict sheet as it stood. If the sheet can't be read, the inquiry is treated as a possible conflict, never as clear. An attorney clears every matter before anything else happens.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .