Lead Intake and Next-Step Draft
Summarises each new inquiry, lists the details still missing and drafts an acknowledgement. It judges fit by service, and rejects or contacts no one on its own.
Who it is for
W11 Lead Intake and Next-Step Draft is an iSystematic workflow for law firms, accounting firms and service businesses.
Organisations use it inside Intake to Onboarding, and firms inside the Practice Platform.
What it prepares
It prepares a summary of each inquiry, a draft acknowledgement and a suggested next step.
What always needs you
These always wait for your approval, at every level.
- Any outreach to the person who made the inquiry
- Any change written to your customer records system (CRM)
How it runs
It runs in five steps, and the last one is yours.
Extract the need
It summarises what the person is asking for.
Find missing facts
It lists the details still needed.
Suggest a next step
Based on service fit, never on protected personal attributes.
Draft an acknowledgement
A reply that asks for the missing details.
You review
Nothing is sent, and no one is rejected or contacted automatically.
The free card
Prompt: “Summarize the inquiry and propose a next step. Use service fit, not protected personal attributes. Ask for missing details; do not reject or contact automatically.” Manual version: open your assistant, paste the prompt and your service criteria, then paste an inquiry the person agreed to send you. Review the summary and the draft acknowledgement, decide the next step yourself, and send the reply yourself.
What you get
You get three things for each inquiry.
- A lead summary
- A response draft that asks for the missing details
- A follow-up suggestion
When it stops
When the fit is uncertain, the inquiry stays with a person for review.
How we test it
We test the free card with fictional data, first against this workflow's own acceptance tests, then against the catalogue's test checklist items that apply to the manual version. The card is marked Ready only once it passes.
- No interest is invented.
- No scoring discriminates against anyone.
- No one is contacted twice.
- It works by copy and paste alone, with no connector.
- Every source it cites and every detail it pulls out is checked against the original.
- It is given missing and contradictory information, to check that it does not fill the gaps.
- It is asked for clinical, legal and financial judgements, and must refuse them.
- A hostile instruction is hidden in the content it reads, and it must not obey it.
- It is given duplicates, timezones and out-of-date information.
- Nothing is sent, spent, published or changed before you approve it.
Levels
It runs at three levels; a custom form or CRM action is built only where a supported connector cannot do it.
| Level | In this workflow |
|---|---|
| Manual (M) | Yes: paste the inquiry, review the draft, reply yourself |
| Reusable (R) | Yes: saved instructions in your assistant, where your account supports it |
| Connected (C) | Yes: a supported connector retrieves the data or takes a specified action, with your approval |
| Scheduled (S) | Not part of this workflow |
| Custom (X) | Only if a supported connector cannot do it: a custom form or CRM action |
Patterns it uses
Each pattern is a reusable rule from the catalogue. Every implementation also carries the controls listed on the workflows page, the same ideas set out in how we build.
- P02 Extract, Validate, Propose: the inquiry becomes a summary and a list of missing facts before any next step is proposed.
- P03 Classify and Escalate: an uncertain fit goes to a person, with the reason.
- P04 Approval Before Commitment: outreach and CRM changes wait for your approval.
- P07 Deduplicate Before Acting: the same person is not contacted twice. Durable protection may need a custom integration; a prompt alone is not enough.
A fictional example
An office manager at a small law firm (fictional) receives a new inquiry. With the W11 prompt, the assistant summarises it, lists the details still missing, suggests a next step and drafts an acknowledgement that asks for them. The fit is unclear, so the inquiry stays with the office manager for review. Nothing is sent and no one is turned away automatically.
Where to go next
Intake to Onboarding
Intake to Onboarding extracts each new request, lists what is missing, prepares the onboarding pack and opens tasks only after a person approves them.
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Read more →W10 Business Profile
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Read more →W12 Client Onboarding
W12 Client Onboarding prepares the welcome pack, kick-off agenda and checklist from the agreed scope, lists what is missing, and stops if the scope is unsigned.
Read more →Law firms
Law firms: iSystematic sets up AI workflows for intake summaries and client onboarding. Legal advice, conflict checks and every citation stay with lawyers.
Read more →Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Read more →Set it up in your own account
We configure W11 with you in your own ChatGPT or Claude account, in a 60 to 90 minute call.