Introduction
In any busy organization, business teams often need the legal team's expertise for tasks that aren't formal contracts, such as reviewing marketing materials or getting advice on a new initiative. SpotDraft's Intake feature provides a centralized place for your legal team to receive, manage, and track these requests, ensuring nothing falls through the cracks.
This guide will walk you through the entire process of managing an intake request from the moment it's submitted to its completion.
Who is this guide for?
This guide is primarily for members of the Legal Team or any other designated reviewers who are responsible for actioning requests submitted through an intake workflow.
Why is Managing Intake Important?
Effectively managing intake requests helps your team:
- Stay Organized: View all incoming requests in a single, organized repository.
- Ensure Accountability: Assign clear ownership for each request and its associated tasks.
- Gain Visibility: Easily track the status of any request, see what's in progress, and identify what's blocked.
- Collaborate Efficiently: Break down large requests into smaller sub-tasks and collaborate with team members using comments and mentions.
How to Manage an Intake Request ⚙️
Here is the step-by-step process for handling a new intake request.
Step 1: Accessing Your Intake Requests
- From the main navigation menu on the left, click on the Intake icon.
- This will take you to the Intake repository, where you can see a list of all submitted requests.
Step 2: Review the Intake Details
- Click on an intake request from the list to open its details page.
- Here, you can review all the information submitted by the business user, including the description, priority, due date, and any attachments.
Step 3: Assign the Intake to an Owner
- Every intake needs a primary owner. To assign one, click the "Assigned to" dropdown.
- Select the team member who will be responsible for overseeing the request. The person you select will be notified that the intake has been assigned to them.
Step 4: Create and Assign Sub-Tasks
- For larger requests, it's helpful to break the work into smaller, actionable sub-tasks.
- Click the + New Task button.
- Describe the task (e.g., "Review landing page copy for compliance").
- You can then set a Priority, Due Date, and assign the task to a specific person. This can be the main intake owner or any other team member.
Step 5: Update the Status of Tasks and the Intake
- As work progresses, keep the status updated. You can change the status of the main intake or any individual sub-task. The available statuses are:
- To-do: The task has not been started.
- In Progress: The task is actively being worked on.
- Blocked: The task cannot proceed. Use this when you are waiting for more information from the business team or another stakeholder.
- Done: The task is complete.
- Discarded: The task is no longer relevant and has been cancelled.
Step 6: Collaborate Using Comments and Mentions
- Use the Comments and Activity section to communicate with your team.
- You can add comments, ask questions, and use the @mention feature to tag other users. Tagging a user will add them as a "Collaborator" on the intake.
Important Notes 💡
- Assignees vs. Collaborators:
- An Assignee is the owner of the intake or a sub-task. They can edit details and change the status.
- A Collaborator is any user who has been @mentioned in a comment. They can view the intake and its details but cannot make edits.
- Notifications: When a user is assigned to an intake or a task, they will be notified via email. The task will also appear on their main Dashboard and in their personal Task Center.
- Viewing Your Tasks: To see a consolidated list of all intake tasks assigned to you across all workflows, click on the Task Center icon at the top right of your screen and navigate to the "Intake Tasks" tab.