Client intake and conflict checks in Notion for law firms

How should a law firm intake pipeline work?

How do you build the Intake database?

1. 1

   Create Intake

   Properties: prospective client, contact details, matter type, stage (status), source, urgency, date received, assigned lawyer.

2. 2

   Add conflict fields

   Parties searched (relation to Parties), conflict result (select: clear, potential, conflict), checked by (person), checked on (date).

3. 3

   Add decision fields

   Decision (accept, decline), reason, engagement letter sent (date), matter (relation to Matters).

4. 4

   Save views

   New this week, Awaiting conflict check, Awaiting engagement, Declined this month.

• Free client intake tracker template (CSV)

How do you set up a searchable conflict check?

Create a Parties database with one entry per person or organisation the firm has encountered: clients, former clients, opposing parties, related companies, directors and key witnesses where relevant. Each entry has a role (client, opposing party, related entity), aliases and former names, and a relation to the matters where it appears.

• Search Parties by name, aliases and related entities before every new matter.
• Add new parties from every intake, even declined ones.
• Record the result and the searches run on the intake entry.
• Escalate potential conflicts to whoever your procedure designates.

Can prospective clients fill in a form?

Notion supports forms that create database entries, which can feed the Intake database directly. Keep the form short (name, contact, matter type, opposing party, urgency) and collect sensitive details only after the conflict check and engagement. Check that how you collect and store prospective client data meets your confidentiality and data-protection obligations.

Which automations help intake?

• A button on an intake entry that creates the matter and links the client once engaged.
• A database automation that notifies the assigned lawyer when an enquiry arrives.
• A reminder when an engagement letter has been out for seven days without signature.

• Notion: Database automations

What are the limits of conflict checking in Notion?

Notion search is good but not a formal conflict system: it depends on consistent data entry, aliases and related entities. For larger firms or regulated practice areas, dedicated conflict-checking software may be expected. For solo lawyers and small firms, a disciplined Parties database is a real improvement over memory and email.

Frequently asked questions

How do I run a conflict check in Notion?

Keep a Parties database of clients, opposing parties and related entities linked to matters, search it before accepting work, and record the result on the intake entry.

Can Notion replace conflict-checking software?

For small firms it can support a disciplined procedure. It is not a formal, audited conflict system.

Can clients submit an intake form to Notion?

Yes. Notion forms can create entries in an Intake database; collect sensitive details only after the conflict check.

What should a law firm intake form ask?

Name, contact details, matter type, opposing party, urgency and how they heard about the firm.

Is there a free Notion client intake template?

Yes. NotionforLawyers offers a free client intake tracker you can import as a CSV.