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n8n workflow Beginner Single-firm

Client Document Reminder Automation for Law Firms

Matters stall waiting on client documents, and chasing them eats paralegal time. This workflow sends escalating reminders until the document arrives, then stops on its own. Free n8n workflow, yours to keep.

10-minute setupStops when the file arrivesReplaces manual paralegal follow-up
Download it — no email needed

Import it into n8n

  1. Open the link above and copy the workflow JSON (on n8n.io, use the Copy button; on GitHub, use Raw).
  2. In n8n, open the workflows list, choose Import from URL or Clipboard, and paste it in.
  3. Open each node flagged with a warning and connect your own credentials — none of ours are in the file.
  4. Run it once manually before you activate it, and check the output is what you expect.

How it works

  1. Runs every day at 8:00 AM (server timezone) on a schedule.
  2. Fetches firm users, open matters (including client email addresses), and all pending tasks from the Clio API.
  3. Keeps only tasks of the configured “Document Request” task type that have a due date, then calculates days overdue and assigns a reminder tier (1–2 days, 7–8 days, or 14–15 days overdue).
  4. Filters to tasks that are due for a reminder today and have a resolvable client email address, or cleanly skips the run when none qualify.
  5. Builds a tier-appropriate client reminder email (plain text and HTML), runs it through the compliance/opt-out guardrail sub-workflow, and sends it via SMTP only if approved.
  6. For tasks in the urgent tier, builds and sends a separate internal escalation email to the responsible staff member (or a configured fallback address) via SMTP.

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 document-chaser workflowImport one JSON file. An outstanding document triggers a reminder sequence to the client.
  • Escalating reminder cadenceGentle first, firmer later, all editable and firm-approved.
  • Auto-stop on uploadThe moment the client uploads, the reminders stop. No awkward extra nag.
  • 10-minute deploy guide + LoomConnect your intake or upload tool and messaging channel. No developer needed.

✓ Works great when

  • Matters stall while you wait on client documents
  • Your paralegal spends real time sending 'still need this' emails
  • You want reminders that stop themselves once the file arrives

✗ What breaks at scale

  • You want reminders driven by your case-management checklist
  • You need document validation, not just receipt
  • You want per-matter reporting on outstanding items

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 upload tool. Nothing is locked to us.

How does it know a document arrived?

It reads an upload event or a checklist flag from your form or portal. When the item is marked received, the reminders stop automatically.

Are document reminders compliant?

Yes. This is operational follow-up, not legal work. It reminds a client to send a file. It never gives legal advice or reviews the document’s content. You approve the template.

Can you tie it to my case checklist?

Yes. The free version chases a single outstanding item. Driving it from your full case checklist with validation is 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 chases documents until they arrive. When you want it driven by your case checklist with validation and reporting, that is a Quick-Win Build. We wire it into your stack and hand it back tested.

from $1,500 typical rangewithin a week typical timeline

What you get

  • Reminders driven by your case-management checklist
  • Document validation, not just receipt confirmation
  • Per-matter reporting on outstanding items
  • Secure upload portal tied to the matter
The 60-Day Build Guarantee. We agree on one success metric before we start, write it into the SOW, and build to hit it. If we miss, we keep working for free until we do. Or refund your project fee minus third-party costs. You keep everything we built.