Intake conflict check gate: no enquiry moves until the check is recorded

Outcome. Every new enquiry gets a conflict check task within minutes, and an intake record cannot reach a consultation stage while the check still sits at Not started.

Workflow map Enrollment, branches and actions at a glance legal-001

flowchart TD
    A[New enquiry, contact created] --> B[Status set to not started]
    B --> C[Intake deal created at New enquiry]
    C --> D[Task to the conflicts clerk, 4 business hours]
    D --> E{Client states a date within 30 days?}
    E -->|yes| F[High priority, alert practice head]
    E -->|no| G[Stage set to Conflict check]
    F --> G
    G --> H{Someone moves the stage forward?}
    H -->|yes, check not cleared| I[Stage moved back, task and alert]
    I --> G
    H -->|no| J{Daily check: still not started?}
    J -->|1 day| K[Chase task to the clerk]
    J -->|2 days| L[Alert practice head and office manager]
    J -->|no| M{Status changes to a decision?}
    M -->|cleared or waiver| N[Stamp decision date, copy to deal, timeline note]
    M -->|declined| O[Deal to Not taken, letter task, alert]
    N --> P[Gate open, intake continues]

When to use it, when not to

• UseUse it when enquiries arrive through several doors, a web form, a shared inbox, a phone call typed up later, and the check depends on whoever happens to open them.
• UseUse it when you need to show, months later, that the check was run, by whom and on what date. The gate produces that trace as a side effect rather than as a separate chore.
• SkipDo not use it as the check itself. This workflow creates the task, holds the stage and records the answer. A person runs the search and decides. The firm decides what a conflict is, what a waiver needs and when to decline.
• SkipDo not use it if your practice management system already gates intake and writes back to HubSpot. Two gates on one process means two sources of truth and an argument every time they disagree.