Introduction
Are your business teams constantly asking for legal reviews via email, chat, or in passing? SpotDraft's Intake Workflow feature allows you to create standardized, non-contract request forms. This helps you streamline your internal processes, whether it's for reviewing marketing materials, approving a new vendor, or any other task that requires legal oversight.
By creating a dedicated intake workflow, you can ensure that your legal team receives all the necessary information right from the start, reducing back-and-forth communication and saving valuable time.
Who is this guide for?
This guide is for SpotDraft Administrators or any user with permissions to create and manage workflows.
Why is this important?
Building a structured intake workflow allows you to:
- Standardize Your Request Process: Ensure that every request from a business team is submitted in the same format.
- Gather All Necessary Information Upfront: Use a custom questionnaire to make sure you get all the details you need to start working immediately.
- Improve Efficiency: Reduce the time spent chasing down information and clarifying ambiguous requests.
- Assign and Track with Ease: Once a request is submitted, it can be easily assigned and tracked within SpotDraft's Intake module.
How to Create a New Intake Workflow ⚙️
Follow these steps to build and publish your own intake workflow.
Step 1: Navigate to the Workflow Manager
- From the main navigation menu on the left, click on Manage.
- Select Workflow Manager from the sub-menu.
Step 2: Start a New Intake Workflow
- In the top right corner of the Workflow Manager page, click the + Set Up New Workflow button.
- From the dropdown menu, select Intake Workflow.
Step 3: Define Your Workflow Details
- A "Set Up New Intake Workflow" window will appear.
- Workflow Name: Give your workflow a clear and descriptive name (e.g., "Marketing Document Reviews").
- Workflow Description: Add a brief explanation of what the workflow is for. This helps your team understand when to use it.
- Click Start Setup.
Step 4: Configure the Questionnaire
- This is where you build the form your business teams will fill out.
- Click on Setup Questionnaire from the left-hand navigation panel.
A. Configuring Basic Information
- SpotDraft provides a set of default fields called "Basic Info." You can customize how these appear to the user submitting the request:
- Visible in Questionnaire: Uncheck this box if you want to hide a field from the user. For example, you might hide the "Assignee" field if you want the legal team to assign the request internally after it's submitted.
- Mandatory: Check this box to require the user to fill out a field before they can submit the request. For example, making the "Due Date" and "Priority" fields mandatory ensures you always receive that critical information.
B. Adding Custom Sections and Questions
- You can add your own questions to gather specific information.
- Click + Add Section to group related questions (e.g., "More Information").
- Within a section, click + New Question.
- Fill out the question details:
- Question Title: The actual question you want to ask (e.g., "Which geo is this relevant for?").
- Question Type: Choose the format for the answer (e.g., Short answer, Dropdown, Number).
- Question Label: A unique internal identifier for this data field.
- Is the question mandatory?: Select "Yes" or "No."
- Options (for Dropdowns): If you chose "Dropdown," list each possible answer on a separate line.
- Click Create to add the question to your questionnaire.
Step 5: Publish the Workflow
- Once you are happy with your questionnaire, click the Publish Workflow button in the top right corner.
Conclusion
You have now successfully created and published a new Intake Workflow! Your business teams can now use this form to submit standardized requests, which will appear in the Intake module for your team to manage.