Draft one · to-be · prospect phase · companion to the as-is grid
Same documents, same rows, same stages — but now every journey is driven by triggers the current process already produces. The paper doesn’t change and the consultation doesn’t change. What changes is that when a scan lands or a signature completes, the system reacts instead of a person re-typing.
Five kinds of cell now. The amber ones are the point — each is an event the firm already produces today, promoted into a trigger the platform listens for.
| Document | STAGE 1Seminar / first contact | STAGE 2Prospect created | STAGE 3Pre-consult prep | STAGE 4The consultation | STAGE 5Signed & paid → matter |
|---|---|---|---|---|---|
| LEAD CAPTURE | |||||
| The blue form paper stays; a QR names it; an iPad joins it at check-in | HUMAN Prospect hand-fills it as today — the form carries a pre-printed QR naming the form type and the seminar. Or they tap the same form on an iPad at check-in, which skips the scan entirely PAPER + IPAD | ⚡ TRIGGER The bulk scan landing IS the trigger: the QR tells the platform what every page is, it splits per attendee, reads the handwriting — evaluation answers included — and spawns the whole of Shannon’s follow-up as a task queue SCAN → PLATFORM OCR | REVIEW Shannon handles exceptions only — illegible fields and duplicate conflicts beside their scanned crops. Clean pages file themselves into the lead inbox; the acknowledgement send policy is a separate firm decision (auto vs one-tap release) PLATFORM → GROW LEADS | — | EVIDENCE Every prospect links to its source page; the evaluation answers are extracted and surfaced so Traci can make the priority-slot call — the resulting order is recorded, proposed by the system at most, decided by her. The dead end is gone PLATFORM |
| The phone call the voicemail spreadsheet retires | ⚡ TRIGGER Voicemail email arrives — Brittany’s line and Joanna Burns’s front-desk line both (P6) — and the mail pipeline that already classifies the firm’s inbound recognises it as a lead OUTLOOK → PIPELINE | AUTO Properly re-transcribed, caller auto-matched to existing contacts; a proposed new prospect is confirmed by Brittany on the callback before any Grow lead-inbox write — mirroring the blue-form row, where Shannon approves before the platform files leads. Callback task raised for Brittany with the recap attached — Tiffany types nothing. The task lives on the platform: Grow’s API has no tasks, by Clio’s design GPU TRANSCRIBE → PLATFORM | HUMAN Brittany makes the callback — the relationship stays hers. One tap sends Charles’s three-tier template, and the send is logged PHONE + PLATFORM | — | EVIDENCE Call → prospect → callback → template send, one linked chain. 247 voicemails become a queue with a state, not a sheet with highlights PLATFORM |
| CLIENT-SUPPLIED | |||||
| PIF the form itself already asks: “Prefer to complete online?” | — | AUTO Booking confirmation carries the online PIF link — the firm’s own form, as a form PLATFORM INTAKE | ⚡ TRIGGER Submission lands structured — no scan, no re-keying. A paper PIF that arrives instead is scanned once and OCR’d into the same record, human-checked PLATFORM | HUMAN Attorney fills gaps with the client in the room, on the pre-filled record PLATFORM | EVIDENCE Identity data typed once, by the client — and Joi reads data, not handwriting PLATFORM → WEALTHCOUNSEL KEYING |
| Deeds & statements homework becomes a tracked list | — | — | — | ⚡ TRIGGER The attorney already names each item aloud, deliberately — the transcript is the source. AI extracts the homework list; the attorney confirms it TRANSCRIPT → AI | AUTO Each item becomes an expected document on the matter. Arrivals check themselves off; chases are queued on schedule for Brittany, every attempt logged — the ladder is computed, the outreach stays hers; “what are we waiting on?” is a query PLATFORM |
| THE PACKET | |||||
| The packet as one object paper in the room stays; identity survives the scan | — | — | AUTO The circled selection becomes a recorded manifest: Admin ticks the subset on screen, prints the kit with a QR code per form — colour and identity both survive PLATFORM → PAPER | HUMAN Attorney hand-fills with the client, client signs — the room is untouched PAPER | ⚡ TRIGGER The bundle scan auto-splits on the QR codes; each form files itself, individually, state = signed. The trigger accepts both delivery channels — Z-drive landing and email attachment ingestion (Charles delivers unpredictably, sometimes over several emails, C6) — unless his delivery is standardised as part of the rollout. The split is checked against the manifest — a missing form flags immediately, not at the signing date SCAN → PLATFORM → P DRIVE |
| LSA the gate becomes an event | — | — | AUTO Printed with the packet, fee section blank PLATFORM → PAPER | HUMAN In person: attorney prices it and takes the paper signature; card payment keyed into Manage as today. Virtual: the client e-signs — dependent on the unresolved e-signature decision (§7 C3, #255) — and the retainer routinely arrives later, chased by Joanna Burns (B10, Phase E) PAPER + E-SIGN + MANAGE | ⚡ TRIGGER Signed LSA + retainer payment = the gate event — firing on e-sign completion + payment received, whenever the second arrives. The work matter opens in Manage, the prospect converts, File Opening tasks spawn — nobody “remembers” to open a file. Did not retain: the consultation matter closes, the “EP did not retain” set is assigned, no work matter opens (A3, C12) MANAGE + PLATFORM |
| EP intake → the Plan Spec the silent decisions get a home | — | — | — | REVIEW AI drafts the plan design from the transcript; the attorney reviews — “approve, approve, approve” — and MUST pick the tax formula from the firm’s list. That field is never pre-filled, by design TRANSCRIPT → AI → PLATFORM | EVIDENCE The Plan Spec: typed, versioned, one record of the plan’s legal shape. Four re-derivations collapse into one; nobody reads handwriting again PLATFORM |
| Draft of Attorney Notes the sketch stays; the tracking duty moves | — | — | AUTO Printed with the packet as today PLATFORM → PAPER | HUMAN Suzanne draws the plan for the client — that conversation is the product; it stays paper PAPER | AUTO Scanned and attached with the packet. Its header’s tracking jobs — phone-review date, changes box, signing date — live on the matter record instead of a form header SCAN → PLATFORM |
| BORN IN THE MEETING | |||||
| The transcript exists by default, not by memory | — | — | AUTO One capture path for all three meeting modes — Teams, in-person and phone (G2); booking-created Teams transcription is an interim mechanism for booked meetings only, and no attorney converts anything by hand. The booking event needs a named source: a Calendly webhook (attorneys) and/or a platform booking surface — Grow-link bookings (paralegals, via the 340 Network page) must move, because Grow’s API exposes no calendar (P8). Charles’s as-is routes include an unnamed third-party app (B1): either it is identified and ingested, or the design states he moves to booking-created Teams meetings — needs asking PLATFORM → CALENDAR | HUMAN Attorney speaks the plan aloud, deliberately — unchanged, because it was designed behaviour all along TEAMS | ⚡ TRIGGER Transcript-ready event fires the whole post-meeting chain: saved to the matter, memo drafted, intake extracted, homework listed, client email drafted — one unified prompt for both attorneys TEAMS → PLATFORM → AI |
| Memo to file + client email 15–20 minutes of post-meeting admin becomes one review | — | — | — | — | REVIEW Attorney corrects and approves the drafts in one sitting. Approval files the memo and queues the finished client email — and the DocuClub intro — for Suzanne (or Shannon for Charles’s clients) to send, and notifies Shannon and Brittany. The send stays a named human’s act, matching the Stage 1 RACI PLATFORM |
| Client email — the SHP template family an unrecorded selection rule becomes data | — | — | — | — | AUTO The SHP… selection rule — today never spoken and never recorded — is elicited and captured as explicit data (in-person/virtual × phone-review-set) and drives which draft the AI produces; the send stays Suzanne’s (or Shannon’s for Charles’s clients), per C10–C11 PLATFORM → GROW TEMPLATES |
| Grow task list + next-steps note Grow tasks are API-dead; the judgement becomes data | — | — | — | — | AUTO Suzanne’s “EP retained” / “EP did not retain” list becomes platform tasks — Grow’s task API is dead, by Clio’s design — with the deletion and due-date rules captured as data instead of unrecorded judgement (C12–C13); the next-steps note’s fields (hired, how paid, thank-you) live on the record PLATFORM |
| Financial-checkup disclosure a consultation-born signature the firm already asked to automate | — | — | — | HUMAN Charles decides in the room whether a financial checkup is warranted; the client signs the disclosure (B12) PAPER | ⚡ TRIGGER The signature (or its transcript mention) triggers the referral email to Traci Carver that the firm has already requested (§8 — requested, not yet AS-IS) — drafted and queued for Charles’s review, never auto-sent PLATFORM → EMAIL DRAFT |
| Break, as it exists today | Fate in this design |
|---|---|
| Shannon re-types ~60 handwritten blue forms into Grow | ELIMINATED — OCR proposes, she approves; illegible ones go to her, not all sixty |
| Nobody knows who scans a returned PIF | ELIMINATED — the client types it once, online; paper fallback scans into the same record |
| The tax formula travels silently, on handwriting | ELIMINATED — forced selection on the Plan Spec; the field cannot be skipped and is never AI-filled |
| Homework has no home; chasing is memory and due-dates | ELIMINATED — extracted from the transcript, tracked as expected documents, chased on schedule |
| The transcript exists only if the attorney remembers to convert the meeting | ELIMINATED for booked meetings — transcription is on at booking; the full fix is one capture path for all three meeting modes (G2), and Charles’s unnamed-app consults are not covered until then |
| The attorney’s handwritten legal pad hides in the bundle | CONTAINED — the auto-split files it as its own document; a person still reads it. Honest limit: OCR of a legal pad is assist, not automation |
| The bundle scan flattens the circled subset of the 20-item standing packet list — ~8 documents across 20 pages in the sample — into one PDF, re-split by hand | ELIMINATED — corner codes split it automatically and verify against the recorded selection |
approve, approve, approve. Every AI output in the grid passes a REVIEW cell before it takes effect, and the tax formula is structurally barred from ever being proposed.
signing on an iPad, not paper). Same device, both ends of the journey.