Tutorial

Microsoft Power Automate to Route Intake Forms to Attorneys

Posted on by Jeff Kirksey
05
Apr

Efficient client intake is critical to legal operations. Law firms often use Microsoft Forms for capturing new client inquiries or matter intake, but routing those forms manually can lead to delays or errors. With Microsoft Power Automate, legal teams can automatically send new client intake submissions to the appropriate attorney or practice group, improving response times and reducing administrative overhead.

This tutorial will show you how to automate intake form workflows and route form responses directly to assigned counsel using Microsoft Power Automate.

Step-by-Step Guide: Automating Intake Form Routing

Step 1: Build an Intake Form in Microsoft Forms

  1. Go to forms.office.com and click New Form.
  2. Title the form: Client Intake Form.
  3. Include fields like:
    • Client Name
    • Practice Area (Dropdown: Litigation, Corporate, Tax, Real Estate)
    • Description of Legal Issue
    • Contact Information
  4. Save and test the form.

🧾 Legal Tip: Use practice area selection to determine routing logic in Power Automate.

Step 2: Create a New Automated Flow in Power Automate

  1. Go to flow.microsoft.com.
  2. Click Create > Automated Cloud Flow.
  3. Name it: “Route Intake Form Submissions”.
  4. Trigger: When a new response is submitted (Microsoft Forms).
  5. Select your intake form from the list.

Step 3: Add Action to Get Form Details

  1. Add the Get response details action.
  2. Choose your form and insert the dynamic value for Response ID.

⚙️ Workflow Tip: This lets you retrieve the actual content of the form submission.

Step 4: Add Condition Logic to Route by Practice Area

  1. Add a Condition action.
  2. If Practice Area is equal to “Litigation”,
    • Add Send an email (V2) action.
    • To: litigation@yourfirm.com
    • Subject: New Client Intake – Litigation
    • Body: Include response data using dynamic content.
  3. Repeat for other practice areas: Corporate, Tax, Real Estate.

📬 Efficiency Tip: Each email is automatically customized and delivered instantly to the right team.

Step 5: Test the Workflow and Activate

  1. Submit a test intake through the form.
  2. Check that the correct attorney group receives the email.
  3. Turn on the flow and monitor the run history under My Flows.

🛡️ Security Note: Make sure the intake form does not ask for sensitive PII unless hosted securely.

Conclusion

By integrating Microsoft Forms with Power Automate, legal professionals can automate client intake routing, reducing delay and ensuring clients are promptly contacted. This process improves intake efficiency and enhances the client experience from the first point of contact.