How to Build a Centralized Legal Intake Process That Works

A lot of in-house legal teams are dealing with the same issue: fragmented intake. Instead of having one clear channel for legal requests, lawyers end up actively monitoring shared inboxes, Slack messages, spreadsheets, and more, just to stay on top of incoming requests.

And why is fragmented intake a problem? Because it makes it hard for legal teams to grow and work efficiently. Experienced lawyers end up wasting time manually triaging and tracking matters, and GCs are left without reliable data on workload, resourcing, or performance.

That’s why more and more legal teams are looking to centralize their intake process.  

So, what is centralized legal intake, and why does it matter?  

Centralized legal intake is like having one stream that collects requests from every source, and channels them through one path flowing directly to legal teams. It captures all incoming requests, enforces triage rules, and provides data on what legal is doing and why.

That way, legal can operate more strategically, improve service delivery, and gain access to insights that help them make better business decisions.

In this step-by-step guide, we’ll walk you through how to:

• Map your current intake landscape,
• Define smart routing rules,  
• Select the right tools,  
• Roll out a centralized process that sticks, and
• Optimize and automate over time.

You’ll also get access to a downloadable checklist to help you plan and execute every step with clarity.

Step 1: Map Your Existing Intake Channels

Before you can improve legal intake, you need to understand what you’re working with so it’s important to ask: How do I map legal intake channels?

Start by reviewing all the ways people reach out to legal. Are they sending emails? Messaging on Slack? Filling out forms? Make a list of every intake channel and note what kind of information usually comes through or what’s often missing.

Then, look for any issues. Are requests getting lost or duplicated? Are people unsure how to contact legal, so they just use whatever’s easiest?

This process surfaces inefficiencies and gives you a starting point for building a system with clear channels, consistent data, and better visibility.

What to Look for During Your Intake Audit

• Common intake channels (e.g., email, Slack, ticketing tools, spreadsheets)
• Types of requests typically submitted
• Inconsistencies in how information is provided
• Delays or bottlenecks caused by unclear ownership
• Work that bypasses formal intake altogether

Step 2: Define Intake Categories and Routing Rules

Once you’ve mapped your intake channels, the next step is bringing order to the chaos by asking yourself: How should legal requests be categorized and routed?  

To answer this question, start by defining clear intake categories and routing rules that reflect how your specific legal team actually works.

Think about the types of requests you get most often. Are they contract reviews? NDAs? Employment questions? Compliance issues? Make a list of the main types.

From there, create intake logic. This is the set of rules and steps that guide how information from legal requests is collected, checked, and assigned to the right person. For example, many in-house legal teams use complexity, subject matter, and risk level to guide assignment and escalation paths.

Remember, the goal is to make sure that when a request comes in, it’s clear what kind of request it is, who should handle it, and how quickly it needs a response.

Legal Request Routing Best Practices

• Defined request categories based on your most common legal work
• Ownership rules tied to subject matter expertise and workload
• Urgency levels or SLAs to prioritize time-sensitive matters
• Fallback assignments for when a primary owner is unavailable

Step 3: Choose the Right Intake Platform or Tool

After defining your categories and routing rules, it’s time to bring your intake process to life with technology. This is where you may be asking yourself: What platform should legal teams use for intake?

Some teams try using general tools or ticketing systems to manage legal requests, but those often require a lot of help from IT and take extra work to keep running. And while those might feel easier to implement in the short term, they don’t solve the root problem. They just shift the burden back onto the legal team.  

A better alternative is a legal-specific tool, such as Checkbox, that is built to centralize, structure, and scale legal intake workflows.

At a minimum, your intake tool should allow the business to submit matters through a single portal. It should automatically adjust forms based on the type of request and work smoothly with the tools you already use to manage matters, communicate, and report on work.

What to Look for in a Legal Intake Platform

• Customizable intake forms with conditional logic
• Routing automation based on request type, urgency, or business unit
• Integration capabilities with AI chatbot, communication, and matter management tools
• Request tracking and visibility for legal and the business
• Scalability for automation and self-service workflows over time

Step 4: Plan and Execute Your Intake Rollout

Any intake system will fall flat without the right rollout plan. So, what's the best way to implement a legal intake process?

The simple answer is communication, training, and a well thought out adoption plan.

Start by getting your legal team on the same page. Make sure everyone understands how the new intake process works, why it matters, and how it makes their jobs easier.  

Then, bring in key stakeholders and set expectations. For example, let them know: “from now on, you can lodge legal requests through the company AI chatbot and track their progress using the links provided”.

Key Intake Rollout Steps

1. Internal alignment: Brief the legal team and secure buy-in

2. Stakeholder communication: Announce the new process clearly across the business

3. Training sessions: Offer quick walk-throughs or demos for high-volume requesters

4. Pilot phase: Start with a specific team or use case, gather feedback, and refine

5. Full launch: Roll out broadly with clear documentation and support

Step 5: Monitor, Optimize, and Automate Intake Over Time

Rolling out centralized intake is a huge step forward, but it’s not the finish line. To keep improving, it helps to ask: How can we make intake even better?

To get long-term value, legal teams need to keep an eye on how things are working. Look for what’s going well, what’s slowing you down, and where automation could help.

Start by reviewing your intake data. What kinds of requests come in most often? Where do things get stuck? Which categories create the most back-and-forth or get rerouted? The answers will highlight both inefficiencies and opportunities.

Key Intake Areas to Monitor and Optimize

• Volume trends: Understand which request types dominate your intake

• Routing accuracy: Ensure matters are getting to the right people the first time

• Cycle times: Measure how long requests take from submission to resolution

• Drop-offs or bypasses: Spot requests still coming in through side channels

From there, look for ways to streamline. For example, adjust routing rules based on team capacity or shifting priorities. Or leverage AI to automate simple, repeatable tasks like NDAs, approvals, or basic contract reviews. That way, your team can focus on the work that really needs their time and attention.

Legal intake and triage software, like Checkbox, lets you easily build self-service workflows on top of your intake system. That means fewer manual tasks for legal, and faster service for the business.

Bonus Download: Intake Centralization Checklist

To make it easier for you to get started, we’ve put together a downloadable checklist.

This checklist is made for in-house legal teams who want a clear, simple way to improve their intake process. Whether you’re just getting started or refining what you’ve already built, it’s a practical resource to keep your efforts on track.

Key Takeaways

Fragmented intake is a visibility issue, a resourcing issue, and ultimately, a strategic issue. When legal work comes in through scattered channels, legal teams are forced to operate without the clarity or control they need to deliver efficient service and scale the business.

Centralizing intake changes that by creating structure and providing insight. With a single front door for legal, in-house teams can more easily track work, assign tasks, and show how legal is adding value.

To start centralizing intake, you can look at how requests come in, group them into clear types, invest in legal technology, and roll it out with a plan. From there, you can keep improving over time.

Want to learn more? Schedule a call with one of our technology consultants to see how Checkbox helps legal teams centralize legal intake processes and scale with control.