Streamlining the Intake-to-Matter Lifecycle
When a potential new client contacts your firm, the first impression is everything. The Case Status integration for Litify Intakes ensures that your "Day 1" client experience is automated, consistent, and seamless.
This guide combines three core automations that handle the entire lifecycle of an Intake: from the initial sync to the transition into a Matter.
NOTE
Please contact your Case Status Account Representative to enable Intake syncing with Case Status.
1. The Orchestration Wrapper
Flow Name: Case_Status_Sync_Intake
This Record-Triggered Flow acts as the starter for the entire process. It "listens" for changes in your Litify environment and triggers the synchronization only when specific, relevant updates occur.
When does it run?
To save system resources and prevent "automation fatigue," the sync only triggers when one of these specific fields is created or changed:
Status: (e.g., moving from "New" to "Qualified")
Matter: (Linking the intake to its eventual case)
Client: (Assigning or changing the Party)
Owner: (Changing the attorney or staff member in charge)
Pro Tip: This flow runs Async After Commit. This means it waits for all other Salesforce processes to finish before sending data to Case Status, preventing "row lock" errors and ensuring the data being sent is final and stable.
2. The Intake Sync Engine
Flow Name: Case_Status_Intake_Sync_Logic
While the wrapper (above) starts the car, this Subflow is the "engine." It handles the heavy lifting of preparing an Intake record for the Case Status platform. It doesn't just send data; it ensures your Salesforce data is clean and ready for client interaction.
Key Intelligence: The Client Association Gate
One of the most powerful features of this engine is its ability to resolve client identities automatically. If an Intake is missing a linked Party (Account), the flow performs the following:
Searches by Phone: It looks for an existing Party record with a matching phone number.
Creates if Missing: If no match is found, it creates a new Party record using the Intake's name and phone data.
Links the Intake: It then associates the Intake to that Party before initiating the sync.
Automated "Deletions"
To keep your Case Status dashboard clean, and to ensure the client experience in the app is seamless when a client converts to an open matter, this flow automatically flags an Intake as "Deleted" in the app if:
The Intake is linked to a Matter (as the record has now graduated).
The Intake status is changed to Turned Down or Referred Out.
3. Message Continuity: Intake to Matter Transition
Flow Name: Case_Status_Copy_Intake_Messages_To_Matter
The goal of this automation is to ensure that a client's conversation "follows" them as they move from a lead to an active case. When you convert an Intake into a Matter, the integration ensures the history is preserved within the Litify Matter record, for ease of retrieval by your legal teams.
How it works:
The flow detects the new Matter creation.
It identifies the Primary Intake linked to that Matter.
It instantly re-associates all existing Case Status Messages from that Intake to the new Matter.
The Result: Your legal team sees the full history of the client's messages on the Matter record without having to navigate back to the old Intake.
Testing & Validation Guide
To ensure your Intake integration is working perfectly, perform these four standard test cases in your Sandbox environment.
Test 1: The New Intake Sync
Action: Create a new Intake with a First Name, Last Name, and Phone Number.
Expectation: Within seconds, the Synced_with_Case_Status__c timestamp should populate. Verify that a corresponding Party record was created if one didn't exist.
Test 2: The Status Update
Action: Change the Intake Status to "Turned Down."
Expectation: The flow should trigger the sync logic and pass a
case_deleted = trueflag to Case Status, removing the lead from your active app view.
Test 3: The Matter Conversion (Continuity Test)
Send a test message to an Intake.
Create a Matter and set that Intake as the Primary Intake.
Expectation: Refresh the Matter record and check the "Case Status Messages" tab. The message originally sent to the Intake should now be visible on the Matter.
Test 4: Missing Information "Pre-flight"
Action: Create an Intake missing an Owner or a Last Name.
Expectation: The flow is designed to proceed through its "Pre-flight Gate" even with missing info, but it may log an error if the Case Status API rejects the incomplete data. Check your Case Status Log Error object for details.
Comparison Table: Intake vs. Matter Flows
Feature | Intake Sync | Matter Sync |
Trigger Object |
|
|
Client Handling | Automatically creates Party if missing | Requires existing Party |
Logic Location |
|
|
Sync Strategy | Async After Commit | Async After Commit |