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[New] Create and publish matter intake forms

Updated over 2 weeks ago

This article explains the features of the new LegalOn. For information on the current version’s product features, please refer to this page.

This guide explains how Module administrators can create and publish Matter intake forms, enabling them to receive matter requests.

To learn how to create matters directly from within the product, refer to "How to create a new matter in LegalOn."


What is a Matter intake form?

A Matter intake form is a customizable input form that Module administrators can use to receive matter requests. You can also use it to automatically set the responsible department and save location for each matter.

Even users who are not registered in LegalOn can use a Matter intake form to submit matter requests.

⚠️ Notes

Using Matter intake forms requires setting up IP address restrictions. You must complete this setup before deploying the form within your organization. For setup instructions, refer to "Setting Up IP Address Restrictions."

Sharing settings for Matter intake forms

The Matter intake forms you create can be managed and utilized with two types of sharing settings:

  • Public Access [Anyone can submit]:

    • Users without a LegalOn account can access these forms.

    • However, forms with this sharing settings require IP Address Restriction registration.

  • Internal Access [Matter Management Users]:

    • Only users with a Matter Management license can access these forms. They can access the form after signing in to LegalOn.

    • IP Address Restriction registration is not required for forms with this sharing settings.

Creating and publishing a Matter intake form

1. Create a Matter intake form

  1. Go to [Admin settings] > [Matter Management] > [Intake forms].

  2. Click [+ Add Form].

  3. On the "Form" tab of the Matter intake form creation page, edit or add fields as needed.

    • To add new fields, click [+ Add Field].

Input fields on the "Form" tab:

Field

Description

Required

Input Restrictions (Form Settings)

Input Restrictions (Requester Response)

Form name

Set the name of the form. Default is "Untitled Form."

Yes

Field name: Max 100 chars; Field Description: Max 1000 chars

Name

Set the name of the matter requester.

Yes

Same as above

Text (no line breaks); Max 100 chars

Email address

Set the email address of the matter requester.

Yes

Same as above

Email address (single entry only); Max 254 chars

Shared email address

Set the email addresses of LegalOn users to share the matter with.

Optional

Same as above

Email address (multiple entries allowed); Max 254 chars; Max 19 entries

Matter name

Set the name of the matter.

Yes

Same as above

Text (no line breaks); Max 200 chars

Request details

Set the details of the matter request.

Optional

Same as above

Text (line breaks allowed); Max 4000 chars

File

Allow files to be uploaded.

Optional

Same as above

Max 10 files

Due date

Set the due date for the matter.

Yes

Same as above

Single date selection

Free input (Multiple entries allowed)

Customizable fields you can set from [+ Add Field].

Optional

Same as above

Text (line breaks allowed); Max 4000 chars

Requesting department (*)

Set the department requesting the matter. You can set this from [+ Add Field].

Optional

Same as above

Single selection from dropdown

(*) Using this field requires prior registration of "Departments." For details on how to register, refer to "How to manage your departments."

💡 Info

You can add or delete fields using [+ Add Field].

  • Clicking [+] on an unused field adds it to the form.

  • Fields currently in use are indicated by an [In Use] label.

  • Clicking the [Delete] icon removes a field from the form.

4. Manage necessary items on the [Settings] tab.

Input fields on the "Settings" tab:

Field

Description

Complete page editing

Customize the text displayed on the screen shown after the form is submitted.

Save location for Matter creation (Required) (*1)

Set the workspace where the matter will be created.

Matter type (Required)

Set the type of matter.

Matter handler (*2)

Set the handler for the matter. You can set this from [+ Add Field].

Sub-handler (*2)

Set the sub-handler for the matter. You can set this from [+ Add Field].

(*1) You can select any workspace within the tenant, including those for which the configurator does not have access permissions.

(*2) Only users meeting both conditions can be selected:

- Users with view permission for the [Workspace] where the matter will be created.

- Users with a Matter Management/Pro license.

5. Click [Save as Unpublished] or [Publish]. You can choose from the following sharing settings:

  • Matter Management users

  • Anyone can submit

⚠️ Notes

  • If you set the publication scope to [Anyone can submit], you must register IP address restrictions.

  • Matter intake forms come with default formats based on their purpose and your contract. If you delete a format, it cannot be restored. To restore a deleted format, refer to "Example Matter intake form settings

  • " and recreate the form.

💡 Info

You can create up to 100 Matter intake forms.

2. [If forms with "Anyone can submit" setting exist] Set IP address restrictions

  1. Go to [Admin settings] > [Matter Management] > [IP address restrictions].

  2. Click [Set IP address].

  3. Add the IP addresses that are allowed to access, then click [Save].

The IP addresses from which Matter intake forms can be accessed will now be restricted.

⚠️ Notes

The following restrictions apply to IP addresses you can set:

  • Maximum number of entries: 100

  • Maximum characters: 500

  • IPv6: Not supported

  • CIDR notation: Supported (subnet mask length: 16 or greater)

3. Obtain the Public link

  1. Hover over the form for which you want to get the public link, click [...], and select [Copy Public link].

  2. Share the obtained public link within your organization.

Clicking the public link opens the form input page, allowing users to submit matter requests.


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