Draft four · the prospect phase · all Clio GROW side

Every document’s journey

Documents down the left. Stages of the lifecycle along the top. In each cell: the action that happens to that document — who does it, and in which system. Read any row left to right and you are following that document’s journey.

The grid

Cell colour = the document’s state after the action. The small tag names the system the action happens in — the whole prospect phase lives in Grow, paper, and Outlook. Manage enters mid-phase, not only at the end: Shannon converts the consultation matter from Grow into Manage during prep (A6), the attorney opens the Manage matter and reads notes before the meeting (A12), and the card payment lands there at the LSA gate (B11). Blank = the document doesn’t exist yet or nothing happens to it.

Form STAGE 1Seminar / first contact STAGE 2Prospect created STAGE 3Pre-consult prep
(~1 week ahead)		 STAGE 4The consultation STAGE 5Signed & paid → matter
LEAD CAPTURE — how the prospect announces themselves
The blue form seminar info & evaluation · ~60 per event FILLED Prospect hand-fills it in the seminar room; staff use the stack to sort appointment priority PAPER SCANNED Seminar owner (Traci Carver, inferred) bulk-scans all ~60 as one PDF and emails it to Shannon SCAN → EMAIL RE-TYPED Shannon reads the handwriting and types each attendee in as a prospect — “you can’t read their handwriting half the time” [Shannon, P4] GROW — DEAD END The paper originals and the scan go nowhere further; the priority marks are never captured NONE
The phone call voicemail · 247 in July for Brittany alone CAPTURED Voicemail lands as an email with a rough machine transcript, sometimes an MP3 OUTLOOK LOGGED Tiffany pulls Brittany’s voicemails daily and types each onto the shared sheet — caller, recap, assignee, highlight. Joanna Burns checks the front-desk voicemail line onto the same sheet (P6) SPREADSHEET ACTIONED Brittany calls back and sends Charles’s three-tier template; Shannon keys the prospect into Grow OUTLOOK → GROW — DEAD END The spreadsheet row is unhighlighted and noted — nothing links it to the prospect it created (H03, R6) SPREADSHEET
CLIENT-SUPPLIED — documents only the client can produce
PIF — Personal Information Form SSN · DOB · children · advisors · estate value — OUT SOMEHOW The client may return it ahead of the meeting (A8); who sends it out, when, and by what channel is not covered — needs asking. Header says “Prefer to complete online?” CHANNEL NOT COVERED MAY RETURN If the client sends it back, somebody scans it to the P drive — who is never stated SCAN → P DRIVE COMPLETED Collected before or at the consult; an in-room fallback with the attorney is not covered — needs asking PAPER CONSUMED Shannon keys it into Clio (H09); at attorney EP review Jarvis pulls the PIF as the source of truth — “It comes from the pith” (K2). The WealthCounsel re-keying happens off the EP intake, not this form SCAN/ONLINE → CLIO
Deeds & statements the “additional scanned items” list —— — NAMED ALOUD Attorney states each missing item on the record — “we need a copy of the deed” TRANSCRIPT CHASED Becomes homework; chased by email and task due-dates — no system holds the outstanding list GROW TASKS
THE PACKET — 20 standing forms · Admin assembles, circles the per-client subset · one shared journey
The packet as one object Disclosure [yellow] · Fiduciary Chart · intakes · AMP agreement · asset-titling/beneficiary-designation intake · Funding [salmon] · What Happens Next [pink] · homework checklist… ⚠ the two attorneys fill different form sets and neither list is a superset — not covered, needs asking (B4) — — ASSEMBLED Admin builds the physical kit before the meeting and circles the subset for this client — colour is how forms are found PAPER HAND-FILLED Attorney fills each form with the client; client signs what needs signing PAPER FLATTENED Scanned as one bundle (~20 pages in the sample) — Suzanne to the Z drive 100% of the time; Charles by Z drive or several emails, unpredictably, and Shannon cannot tell when a set is complete (C6, H12, D1). She splits it back into individual documents by hand — the circled selection is captured nowhere as data SCAN → Z DRIVE → P DRIVE
LSA — Legal Services Agreement the exception: this one is the gate —— IN PACKET Assembled with the rest PAPER PRICED Attorney ticks the option, writes the fee and the retainer/balance split PAPER SIGNED + PAID In person: client signs on paper AND pays the retainer — §4(g): no obligation until both; attorney keys the card into Manage. THE PROSPECT BECOMES A MATTER. Remote clients e-sign (which system is unresolved — §7 C3) and the retainer routinely arrives later — signed-but-unpaid is a normal state, chased by Joanna Burns (B10, Phase E). If they do not retain: the consultation matter closes — “did we meet with them? Is there a next step? Then we close that” (A3) — the “EP did not retain” list is assigned (C12), and no work matter opens PAPER + E-SIGN + MANAGE
EP intake — RLT or Last Will the exception: it carries the silent decisions —— IN PACKET Both variants assembled; the plan type decides which is used PAPER FILLED SILENTLY Attorney writes choices never spoken aloud — the tax formula among them — in handwriting PAPER READ OFF HANDWRITING Joi later deciphers it to drive drafting — “I can’t read either of the writing” (Craig, on the recording) P DRIVE → WEALTHCOUNSEL
Draft of Attorney Notes the exception: one form that tracks three stages —— IN PACKET RLT / PLR variant assembled PAPER DRAWN Suzanne sketches the plan for the client on it; header records consultation date PAPER KEEPS TRACKING Its header carries the phone-review date, a changes-Y/N box, the signing date and location — a paper workflow tracker PAPER, TRAVELS WITH FILE
BORN IN THE MEETING — documents that exist because the consultation happened
The transcript the most valuable data event in the firm —— ENABLED BY HAND Suzanne converts the in-person meeting to Teams — every time, manually — so it can record (A10). Charles has three routes: Teams on the computer, Teams in a live meeting, or an unnamed third-party app (B1 — never named, needs asking) OUTLOOK → TEAMS RECORDING Attorney deliberately speaks the plan aloud — type, fiduciaries, distribution, homework — so it is captured TEAMS HARVESTED Attorney downloads it; Suzanne saves it to the P drive (C2) — Charles describes no save, he uploads it and moves on. Each feeds it to AI for the memo + client email — two attorneys, two different tools and prompts TEAMS → P DRIVE → AI
EP recap note staged empty, filled by the attorney —— STAGED Shannon copies the empty template out of OneNote into the Grow consultation matter ONENOTE → GROW FILLED Attorney completes it during or after the meeting GROW PRUNED Suzanne pastes her AI summary in as an attorney note (C9) and prunes the recap note Shannon put in Clio Grow (C14) — judgment, unrecorded. Whether that pruned note is this row’s artefact is not covered — needs asking GROW
Memo to file AI output, attorney-approved ——— — GENERATED + CORRECTED AI drafts from the transcript against a template; attorney reads, corrects, approves; email to Shannon (cc Brittany) carries it onward AI → EMAIL
Client email — the SHP template family a family of Grow templates, all named “SHP…” ——— — UNRECORDED RULE Suzanne picks an SHP… template in Grow by a rule that is never spoken and never recorded — two silent inputs: in-person vs virtual (decides whether the LSA must be e-signed) and whether the phone review is already set. She personalises only the first paragraph from the Copilot output, sends manually, cc Brittany (C10–C11) GROW TEMPLATE → OUTLOOK
DocuClub intro email a compensating handoff nobody drew ——— — SPLIT BY ATTORNEY Suzanne sends her own; Charles never sends it — Shannon compensates: “I send the DocuClub template e-mail that’s in Clio to his people” (C11) GROW TEMPLATE → OUTLOOK
Grow task list + next-steps note the post-consult engine, drawn nowhere else ——— — UNRECORDED JUDGEMENT Suzanne assigns the Clio Grow task list — “EP retained” / “EP did not retain” — types the due dates and deletes what’s not needed: unrecorded judgement, no rule, no source (C12). She also completes the Grow next-steps note — hired, how paid, thank-you note (C13) GROW
Financial-checkup disclosure a fourth packet exception, signed in the room ——— SIGNED Charles decides in the room whether a financial checkup is warranted; if so, the client signs the disclosure (B12) PAPER NO ONWARD RECORD The onward email to Traci Carver is “[requested, not yet AS-IS]” (§8) — today nothing carries the signed disclosure forward NONE

Reading the rows

The blue form and the phone call both end in a dead end. Each is captured, transcribed by a person, actioned — and then nothing links the artefact to the prospect it created. The seminar priority marks die on paper; the voicemail row dies in the spreadsheet.
The packet has one shared journey and its exceptions. Fourteen of the twenty line items live and die together — assembled, filled, signed, flattened. The LSA (the gate), the EP intake (the silent decisions), the Draft of Attorney Notes (a paper workflow tracker) and the financial-checkup disclosure (signed with no onward record) each earn their own row because their journeys genuinely differ.
Every paper document that survives the phase passes through Shannon. The blue forms, the bundle, the recap staging — the grid makes her lane visible without drawing lanes. The transcript is the exception: the attorney downloads it, saves it and feeds it to AI without her (C1–C3).
The phase is mostly Grow-side — but Manage is not only at the end. Shannon converts the consultation matter from Grow into Manage during pre-consult prep (A6), the attorney opens the Manage matter and reads notes before the meeting (A12), and the card payment at the LSA gate is a third appearance (B11). Everything else is Grow, paper, Outlook and the P drive.