Auto-File Documents to the Right Matter
Inbound documents pile up unfiled, and finding them later wastes time. This workflow names, classifies by rule, and files inbound attachments and scans into the right matter folder. Filing and routing only. Free n8n workflow, yours to keep.
Import it into n8n
- The button above downloads the workflow as a .json file — that is the whole download.
- In n8n, open the workflows list, choose Import from File, and select the file you just downloaded.
- Open each node flagged with a warning and connect your own credentials — none of ours are in the file.
- Run it once manually before you activate it, and check the output is what you expect.
How it works
- Receives a new email via IMAP, extracts the sender, subject, received date, and any attachments. If there are no attachments, it stops processing with no further action.
- Searches Clio for a contact matching the sender’s email and only accepts an exact email match. Retrieves the contact’s open Clio matters and selects a matter only when there is exactly one open matter or the matter number appears in the email subject.
- Searches Google Drive for a folder for the matched matter under the configured parent folder, creating the folder if it does not exist.
- Uploads each attachment to the matter folder in Google Drive with the received date prefixed in the filename.
- Aggregates the upload results and calls a separate compliance audit workflow to log the successful auto-filing event.
- If the contact or matter cannot be confidently identified, it logs the exception via the compliance audit workflow and emails staff a manual-filing alert with the original attachments.
Compliance: never touches your legal work
This automation only handles operational steps — sending, routing, and moving data. It doesn’t draft, analyze, or make any legal judgment, consistent with ABA Opinion 512.
What’s inside
- The auto-filer workflowImport one JSON file. Inbound attachments and scans are picked up automatically.
- Rule-based naming + classificationDocuments are named and sorted by metadata and rules you set, not by guesswork.
- Filed to the right matter folderEach document lands in its matter, so it is findable later.
- 20-minute deploy guide + LoomConnect your inbox or scanner and storage. No developer needed.
✓ Works great when
- Documents pile up unfiled and get lost
- You want inbound files named and sorted automatically
- You want everything filed to the right matter without manual sorting
✗ What breaks at scale
- You want content-aware classification, not just rules
- You need it integrated with your document-management system
- You want exception handling for ambiguous documents
Frequently asked
What platform does this run on?
It runs on n8n, a free open-source automation tool you host yourself. Import one workflow file and connect your inbox and storage. Nothing is locked to us.
How does it classify documents?
By metadata and rules you set, such as sender, subject, or a matter reference. It routes on those signals. It does not read or interpret the legal content of the document.
Does it analyze document content?
No. Classification is by metadata and rules, not legal judgment. It files and routes. It never analyzes the substance of a document.
Can you make it smarter?
Yes. The free version files by rules. Content-aware classification and DMS integration are a Quick-Win Build, from $1,500, typically live within a week.
Want the version built for your firm?
Done-for-You Build.
The free workflow files by rules. When you want smarter classification, DMS integration, and exception handling, that is a Quick-Win Build. We wire it into your stack and hand it back tested.
What you get
- Smarter classification beyond simple rules
- Integrated with your document-management system
- Exception handling for ambiguous documents
- Reporting on filing accuracy over time
