Deep Dive Recap: Master Document & E-Sign Workflows in Lawmatics

Documents are a critical part of any legal intake, but they’re also one of the easiest places for things to get messy. Whether it’s missing information, outdated templates, or slow turnaround times, small issues can add up fast. That’s why it’s so important to have a document workflow that’s tightly connected to the rest of your process, especially when it comes to forms, automations, and e-signatures.

Hosted by Product Manager Devon Butler and Clare Struzzi, manager of the account management team at Lawmatics, the session walks through how to use Lawmatics to build dynamic documents, pull in the right data, and automate the intake process all the way through to a signed agreement.

Time stamps of key takeaways

7:15 – Creating a new document

Devon walks through how to build a document using the Start Fresh option in Lawmatics, which is the recommended editor. She covers everything from adding headers and footers to inserting merge fields and signature blocks. Clare also shares tips on how to handle formatting, like where to place page breaks and how to use conditional logic blocks effectively based on practice area, without needing separate documents for each.

21:00 – Customizing content with merge fields

In this section, Devon explains how merge fields pull in data from both the contact and matter to personalize each document. She shows examples like merging in retainer amounts, scope of representation, and current dates. Clare also highlights how firms often use consultation notes forms to pre-fill these fields, so everything’s ready to go by the time a document is sent.

29:32 – Sending forms / merging data from forms

Devon and Clare walk through how forms and documents work together. Using a form lets you collect the exact information needed to populate an e-signature doc, things like fees, payment plans, or incident details. They also cover when to set fields as required and explain when to trigger sends in an automation, as opposed to manually reviewing before sending.

36:18 – Internal vs external forms

Not all forms are built the same. Devon explains that internal forms can’t be sent via automation — even to internal users — so marking a form as external is key when it's part of a workflow. They also share how to pre-fill fields like lead attorney using hidden defaults, and how to time form delivery (e.g., sending to a lead attorney 10 minutes before a consultation) using appointment-based automations.

Webinar slide deck