Automated Matter Setup for Law Firms
Opening a matter by hand is slow and error-prone, and steps get skipped. This workflow builds the folder tree, applies your document templates, assigns the task list, and calendars intake deadlines the moment a matter opens. 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
- Runs every hour on a schedule and fetches all open matters from the Clio API. Deduplicates matters using n8n workflow static data so only newly seen matter IDs are processed.
- For each new matter, searches Google Drive for an existing matter folder under a configured parent folder and creates the root folder if it does not exist.
- Creates a standard set of subfolders in the matter’s Google Drive folder and stores the folder link for reporting.
- Looks up practice-area-specific configuration, copies the configured Google Docs templates into the matter folder, and replaces merge tags using the Google Docs API.
- Creates a practice-area-specific task checklist in Clio with due dates calculated from the matter open date.
- Calculates intake deadlines (calendar-day or business-day offsets) and creates all-day Clio calendar entries for each configured deadline rule.
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 matter-setup workflowImport one JSON file. A new matter triggers the full setup sequence.
- Folder tree + document templatesThe standard folder structure and your templates are applied automatically.
- Task list + intake deadlinesThe matter opens with tasks assigned and intake deadlines on the calendar.
- 20-minute deploy guide + LoomConnect your storage and calendar. No developer needed.
✓ Works great when
- You open matters by hand and steps sometimes get skipped
- You want every matter to start with the same structure
- You want tasks and intake deadlines set from minute one
✗ What breaks at scale
- You want setup branched by matter type and practice area
- You need it triggered from your case-management system
- You want conflict-checks and intake docs generated in the flow
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 storage and calendar. Nothing is locked to us.
What does 'matter setup' include?
The folder tree, your document templates, the task list, and intake deadlines on the calendar. You define the structure once, and every new matter gets it.
Does it make any legal decisions?
No. It applies your firm’s own structure and templates. It never analyzes the matter or gives legal judgment. It is pure setup and routing.
Can you branch it by matter type?
Yes. The free version applies one structure. Branching by matter type with conflict-checks 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 builds a consistent matter setup. When you want it branched by matter type, triggered from your case system, with conflict-checks built in, that is a Quick-Win Build. We wire it into your stack and hand it back tested.
What you get
- Setup branched by matter type and practice area
- Triggered from your case-management system on matter open
- Conflict-checks and intake documents generated in the flow
- Reporting on setup completeness per matter
