How to Automate Sending Engagement Agreements in Lawmatics
This guide walks you through the full process of automatically sending your engagement agreements—and reminders to sign them—based on client intake activity in Lawmatics.
✅ Step 1: Add Engagement Agreement Logic to Your Intake Form
Before building the automation, update your Intake Form:
Add a field labeled “Next Steps”.
Include “Send Engagement Agreement” as one of the dropdown options.
Use conditional logic to only show required agreement-related fields when "Send Engagement Agreement" is selected.
Include a dropdown field for “Which Agreement to Send” so your automation knows which document template to trigger.
✅ Step 2: Create the Engagement Agreement Automation
Go to Automations > Workflows
Click Create New Automation
Set:
Name: Engagement Agreement
Type: Trigger-Based
Target Type: Matter
Status: Potential New Client (PNC)
Click Create
✅ Step 3: Set Entry Condition
Select Entry Condition > Match on Fields
Set:
Field: Next Steps
Condition: Contains "Send Engagement Agreement"
Click Save
This ensures that when the intake form is submitted with that selection, the automation is triggered.
✅ Step 4: Move Matter to the Engagement Agreement Stage
Click + Add Action > Change Attributes
Choose the Stage field
Set it to Engagement Agreement Sent
This keeps your pipeline up to date automatically.
✅ Step 5: Add Conditional Logic to Send the Right Agreement
Click + Add If/Else Condition
Use Match on Fields
Set:
Field: Which Agreement to Send
Condition: Equals [Agreement Name]
Repeat for each agreement option (you’ll need one If/Else branch per agreement)
✅ Step 6: Send the Engagement Agreement via E-Sign
For each “Yes” branch in the If/Else:
Click + Add Action > Request Signature
Choose:
Document Type: Signable Document
Document: [Select appropriate template]
Deadline: Relative (e.g., 10 days from send date)
Signature Requester: Lead Attorney (or appropriate role)
Firm Signer: Lead Attorney
Client: Automation Target
Enable sending via both Email and Text
Use or create a template email
Draft a text message with the document link using merge fields
Click Save
Repeat this step in each branch of the If/Else tree to send the correct agreement.
✅ Step 7: Set Up Engagement Agreement Reminders
To create reminders for unsigned documents:
Go to Documents > Document Templates
Click the three dots next to your engagement agreement
Select E-Sign Reminders > Add New Reminder
Create the Reminder Email:
Create or select an email template
Use merge fields to personalize
Include the Document Link
Optional: Add a Reminder Text Message
Enable Send Text
Draft a short, friendly message with the Document Link
Schedule the Reminder:
Choose how the reminders are timed:
Option 1 (Most Common): Send reminders based on how many days have passed since the document was first sent (e.g., Day 1, Day 3).
Option 2: Schedule reminders relative to the document deadline.
⚠️ Note: Once the client signs the agreement, they will stop receiving reminders automatically.
✅ Step 8: Add Exit Conditions for Reminders
To prevent reminders from sending if the matter is no longer active:
Set exit conditions for:
Stage: If moved to “Hired” or “Lost”
Status: If changed to something other than PNC
✅ Step 9: Add Additional Reminders (Optional)
Duplicate your first reminder
Edit the content if desired
Update the send schedule (e.g., Day 3, Day 5)
Save
You can create as many reminders as you'd like to encourage timely signatures.
✅ Summary
Step | Action |
Intake Form Setup | Add “Send Engagement Agreement” and conditional logic |
Automation Entry Condition | Triggers when “Send Engagement Agreement” is selected |
Move to Stage | Automatically updates stage to “Engagement Agreement Sent” |
Conditional Logic | Sends correct agreement based on form selection |
Request Signature | Sends document via email + text with signature fields pre-filled |
Email & Text Reminders | Automated follow-ups to encourage signing |
Exit Conditions | Stops reminders if matter is signed, hired, or marked lost |
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