legal-intake-triager

# Legal Intake Triager

## Overview

Legal teams are bottlenecks. Not because they're slow, but because everything gets routed to them. This skill provides a framework to determine what actually needs legal review vs. what business teams can handle themselves with proper guardrails.

## The Triage Problem

```
CURRENT STATE (Most Companies):
──────────────────────────────
All contracts → Legal queue → Wait 3-10 days → Business frustrated

IDEAL STATE:
────────────
Low risk → Self-service with guardrails → Same day
Medium risk → Light-touch legal review → 1-2 days  
High risk → Full legal review → 3-5 days
Critical → Priority legal handling → ASAP
```

## Triage Decision Framework

```
┌─────────────────────────────────────────────────────────────────┐
│                    LEGAL INTAKE DECISION TREE                   │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│                     NEW LEGAL REQUEST                           │
│                           │                                     │
│                           ▼                                     │
│              ┌────────────────────────┐                        │
│              │ Using approved template │                        │
│              │ without modifications?  │                        │
│              └───────────┬────────────┘                        │
│                    │           │                                │
│                  YES          NO                                │
│                    │           │                                │
│                    ▼           ▼                                │
│              ┌──────────┐  ┌──────────────┐                    │
│              │ SELF-    │  │ Check value  │                    │
│              │ SERVICE  │  │ threshold    │                    │
│              └──────────┘  └──────┬───────┘                    │
│                                   │                             │
│                    ┌──────────────┼──────────────┐             │
│                    │              │              │              │
│                 <$[X]K      $[X]-[Y]K        >$[Y]K            │
│                    │              │              │              │
│                    ▼              ▼              ▼              │
│              ┌──────────┐  ┌──────────┐  ┌──────────┐          │
│              │ LIGHT    │  │ STANDARD │  │ FULL     │          │
│              │ REVIEW   │  │ REVIEW   │  │ REVIEW   │          │
│              └──────────┘  └──────────┘  └──────────┘          │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘
```

## Request Categories

### Category 1: Self-Service (No Legal Review)

**Criteria - ALL must be true:**
- Using approved template without modifications
- Value below self-service threshold
- Standard terms (no negotiation needed)
- Counterparty on approved list OR standard vendor/customer

**Examples:**
| Request Type | Self-Service If |
|--------------|-----------------|
| NDA (mutual) | Using approved template, standard terms |
| Simple SOW | Under threshold, approved template, existing MSA |
| Vendor agreement | Under threshold, standard SaaS terms |
| Renewal | Same terms, no material changes |
| Amendment | Administrative changes only (contacts, addresses) |

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your self-service thresholds:               │
│                                             │
│ Maximum value: $_______________             │
│ Maximum term: _____ months                  │
│ Approved templates: _____________________   │
│ Approved vendors list location: _________   │
└─────────────────────────────────────────────┘
```

### Category 2: Light-Touch Review

**Criteria - ANY of these:**
- Minor modifications to approved templates
- Value in mid-range
- Low-risk contract type with standard counterparty
- Routine contract on vendor's paper (with checklist)

**Process:**
```
LIGHT-TOUCH PROCESS:
1. Requestor completes intake form
2. Requestor completes self-review checklist
3. Legal reviews checklist + flagged items only
4. Legal approves or escalates to full review
5. Target turnaround: 1-2 business days
```

**Self-Review Checklist (for Light-Touch):**
```
LIGHT-TOUCH SELF-REVIEW CHECKLIST
─────────────────────────────────
Contract: _________________
Value: $_________________
Term: ___________________

REVIEW THESE CLAUSES (check if acceptable):

□ Liability cap at least [X]x contract value
□ Indemnification is mutual OR limited to IP/breach
□ Termination for convenience included OR breach cure reasonable
□ Auto-renewal notice period ≥ [X] days
□ Governing law is [acceptable jurisdictions]
□ No mandatory arbitration OR arbitration terms acceptable
□ Data protection terms present (if handling data)
□ Payment terms Net [X] or better

IF ANY BOX UNCHECKED → Escalate to Standard Review

□ All boxes checked - Submit for light-touch approval
```

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your light-touch thresholds:                │
│                                             │
│ Value range: $_______ to $_______           │
│ Acceptable liability cap: ___x value        │
│ Min auto-renewal notice: _____ days         │
│ Acceptable jurisdictions: ______________    │
│ Required payment terms: Net ____            │
└─────────────────────────────────────────────┘
```

### Category 3: Standard Review

**Criteria - ANY of these:**
- Value in upper range
- Non-standard terms requiring negotiation
- Vendor's paper with material modifications needed
- New vendor/customer relationship
- Contract type not on approved template list

**Process:**
```
STANDARD REVIEW PROCESS:
1. Requestor completes full intake form
2. Legal assigned within 1 business day
3. Legal reviews and provides redline/comments
4. Negotiation support as needed
5. Target turnaround: 3-5 business days
```

### Category 4: Full/Priority Review

**Criteria - ANY of these:**
- Value above high threshold
- Strategic relationship
- Non-standard contract type
- Significant risk factors present
- Regulatory implications
- M&A or investment related

**Process:**
```
FULL REVIEW PROCESS:
1. Intake with business context call
2. Senior legal assigned
3. Full review with risk assessment
4. Cross-functional input if needed
5. Executive approval if required
6. Target turnaround: 5-10 business days (expedite available)
```

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your full review thresholds:                │
│                                             │
│ Value threshold: Above $_______             │
│ Term threshold: Above _____ years           │
│ Strategic vendors/customers: ____________   │
│ Always full review: ____________________    │
└─────────────────────────────────────────────┘
```

### Category 5: Immediate Escalation

**Always escalate immediately (regardless of value):**
- Litigation / threatened litigation
- Regulatory inquiry or investigation
- Data breach or security incident
- Employment disputes / terminations
- M&A / investment opportunities
- IP infringement claims
- Whistleblower complaints
- Government contracts
- Media inquiries with legal implications

## Intake Form

### Basic Information

```
LEGAL REQUEST INTAKE FORM
═════════════════════════

REQUESTOR INFORMATION
─────────────────────
Name: _________________________
Department: ____________________
Date: _________________________
Urgency: □ Routine □ Urgent □ Emergency

REQUEST TYPE
────────────
□ Contract Review (new)
□ Contract Review (renewal)
□ Contract Review (amendment)
□ NDA
□ Legal Question/Advice
□ Employment Matter
□ Regulatory/Compliance
□ IP Matter
□ Litigation/Dispute
□ Other: _________________

CONTRACT DETAILS (if applicable)
────────────────────────────────
Contract type: _________________
Counterparty: __________________
Our role: □ Vendor □ Customer □ Partner □ Other
Value: $________ □ Total □ Annual
Term: _______ months/years
Auto-renewal: □ Yes □ No
```

### Context and Risk Factors

```
BUSINESS CONTEXT
────────────────
Why do we need this?
___________________________________________

What's the deadline and why?
___________________________________________

What happens if we don't get this done?
___________________________________________

RISK FACTORS (check all that apply)
───────────────────────────────────
□ Handles customer data
□ Handles employee data
□ Involves PII / PHI / financial data
□ Requires system access
□ Requires on-site presence
□ International component
□ Government/public sector
□ Regulated industry
□ New vendor (no prior relationship)
□ Non-standard terms requested
□ Competitive/strategic relationship
□ Press/PR implications

ATTACHMENTS
───────────
□ Draft contract attached
□ Vendor's paper (their template)
□ Our template
□ Prior agreements with counterparty
□ Other: _________________
```

## Routing Logic

### Routing Matrix

| Request Type | <$25K | $25K-$100K | $100K-$500K | >$500K |
|--------------|-------|------------|-------------|--------|
| NDA (our template) | Self | Self | Self | Self |
| NDA (their template) | Light | Light | Standard | Standard |
| SaaS/Subscription (standard) | Light | Standard | Standard | Full |
| Services Agreement | Standard | Standard | Full | Full |
| MSA (new relationship) | Standard | Standard | Full | Full |
| MSA Amendment | Light | Light | Standard | Full |
| Partnership/Reseller | Standard | Full | Full | Full |
| Employment Agreement | — | — | Standard | Full |
| Real Estate/Lease | Standard | Standard | Full | Full |

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your value thresholds:                      │
│                                             │
│ Self-service max: $_______                  │
│ Light-touch max: $_______                   │
│ Standard max: $_______                      │
│ Full review above: $_______                 │
│                                             │
│ Adjust routing matrix above accordingly     │
└─────────────────────────────────────────────┘
```

### Routing by Risk Factor

Regardless of value, escalate to next level if:

| Risk Factor | Escalation |
|-------------|------------|
| Handles customer PII | +1 level |
| Handles PHI (healthcare data) | Minimum Standard |
| Government/public sector | Minimum Standard |
| International (non-US law) | +1 level |
| Strategic relationship | +1 level |
| Non-standard IP terms | +1 level |

## Legal Team Routing

### Who Handles What

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your legal team routing:                    │
│                                             │
│ Commercial contracts: __________________    │
│ Employment matters: ____________________    │
│ IP/Technology: _________________________    │
│ Regulatory/Compliance: _________________    │
│ Privacy/Data protection: _______________    │
│ Real estate: ___________________________    │
│ M&A/Corporate: _________________________    │
│                                             │
│ Escalation contact: ____________________    │
│ Emergency contact: _____________________    │
└─────────────────────────────────────────────┘
```

## SLA Expectations

### Response Time Targets

| Review Level | First Response | Completion Target |
|--------------|----------------|-------------------|
| Self-Service | N/A | Same day |
| Light-Touch | Same day | 1-2 business days |
| Standard | 1 business day | 3-5 business days |
| Full | 1 business day | 5-10 business days |
| Emergency | 4 hours | Best effort |

### When to Expedite

```
EXPEDITE CRITERIA:
□ Revenue at risk (deal deadline)
□ Regulatory deadline
□ Security/breach response
□ Executive request
□ Competitive situation

EXPEDITE PROCESS:
1. Mark request as URGENT
2. Explain business impact
3. Identify hard deadline
4. Legal will prioritize accordingly
```

## Self-Service Guardrails

### Approved Template Library

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your approved templates:                    │
│                                             │
│ □ Mutual NDA: [location]                    │
│ □ One-way NDA (inbound): [location]         │
│ □ One-way NDA (outbound): [location]        │
│ □ Simple SOW (under MSA): [location]        │
│ □ Standard MSA (vendor): [location]         │
│ □ Standard MSA (customer): [location]       │
│ □ Consulting agreement: [location]          │
│ □ _______________________: [location]       │
│ □ _______________________: [location]       │
│                                             │
│ Template library location: _______________  │
└─────────────────────────────────────────────┘
```

### Modifications Not Allowed in Self-Service

```
STOP: REQUIRES LEGAL REVIEW
───────────────────────────
Any modification to:
□ Limitation of liability
□ Indemnification
□ IP ownership
□ Governing law
□ Confidentiality term extension beyond standard
□ Non-compete / non-solicit
□ Exclusivity
□ SLA commitments
□ Warranty terms
```

## Intake Quality

### Common Problems with Requests

| Problem | Impact | Solution |
|---------|--------|----------|
| No deadline given | Can't prioritize | Always require deadline |
| Missing context | Wrong routing | Require business context |
| Wrong attachment | Delays | Verify before submission |
| Incomplete form | Back-and-forth | Required fields |
| Premature request | Wasted effort | Confirm deal is real |

### Request Completeness Check

```
BEFORE SUBMITTING, VERIFY:
□ All required fields completed
□ Correct contract/document attached
□ Value is accurate (not placeholder)
□ Deadline is real (not arbitrary)
□ Business context explains WHY
□ Risk factors reviewed and checked
```

## Resources

### references/
- **routing-matrix-detailed.md** — Full routing rules by contract type
- **template-library-guide.md** — How to use approved templates
- **escalation-procedures.md** — When and how to escalate

### scripts/
- **triage-router.py** — Auto-suggests routing based on inputs

### assets/
- **intake-form.docx** — Legal intake form template
- **self-review-checklist.xlsx** — Light-touch review checklist
- **sla-tracker.xlsx** — Track legal request turnaround