Matter intake triage
Matter intake triage turns an inbound request into something a lawyer can act on. It reads the email or the form, pulls out the parties, the scope and the dates that matter, checks what is missing against your intake requirements and drafts the matter record with a suggested practice area. A lawyer confirms the detail before a matter is opened.
Step by step
Read the inbound request
Requests arriving in the legal mailbox or the intake form are picked up as they land, along with anything attached.
Pull out parties and scope
Counterparties, entities, value, jurisdiction and the dates that drive the work are extracted and set out in one place.
Check against intake requirements
The request is measured against what your team needs before work can start, and the gaps are listed explicitly.
Draft the questions back
Where information is missing, the agent drafts the clarifying questions for the requester rather than leaving a blank field.
Suggest the practice area
A routing suggestion is made with the reasoning shown, using the rules your team has written down.
Lawyer confirms before opening
The drafted record waits for a lawyer to confirm the detail and the route. Nothing is opened as a matter without that confirmation.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelIn-house teams and firms whose intake arrives as email with attachments, where the first hour of every matter goes on rekeying and chasing.
Escalation
When it asks a personA lawyer confirms the matter details before the record is opened
Applications & Rights
Which tools it uses, and what it may do in each
GmailRead only
SharePointRead only
NotionReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
In-house teams and firms whose intake arrives as email with attachments, where the first hour of every matter goes on rekeying and chasing.
What you’ll need
- Legal mailbox connected
- Intake requirements written down
- Practice area routing rules agreed
- Lawyer named to confirm
What you get
- A drafted matter record
- A list of missing information
- Drafted questions for the requester
What it doesn’t do
It reads what the request says and marks what is missing. It does not accept instructions on behalf of the firm, express a view on the merits, or open a matter without a lawyer confirming it.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
Does it reply to the business or the client?
It drafts the clarifying questions; a person sends them. Nothing leaves the legal team from this agent, because a reply from legal is itself a communication somebody has to own.
Can it read attachments?
Yes, including scanned documents, and it extracts the parties and dates from them alongside the covering email. Where a scan is unclear it flags the extract as uncertain and points at the page rather than guessing.
What if the request is urgent?
Urgency is one of the things it extracts and flags, using the markers your team defines. It does not decide priority, and it does not shortcut the lawyer confirmation, so an urgent matter reaches a person faster with better information rather than skipping the check.
Will it work with our matter management system?
It drafts into the systems it is connected to, and we agree that route in the co-build. Where your matter management system has no direct connector, the drafted record is prepared for a person to submit rather than pretending at an integration.