Setup Custom Intake Workflows
Coheso’s Work Management System (WMS) lets power users configure custom Intake Workflows that provide business users with structured request templates. These workflows ensure that the legal team receives all necessary information for each request type upfront.
Accessing the Intake Workflows Section
To get started, navigate to Configure in the left sidebar and select Intake Workflows.
On the Intake Workflows page, by default, one general legal intake form is included - “General Question to the Legal Department”.
Creating a New Intake Workflow
To create a new custom intake workflow, click the Create Workflow button at the top right of the Intake Workflows page. This opens the Edit Intake Workflow, where you will configure the workflows’s details and fields.
Naming the Workflow and Setting Ownership
Enter the basic information for the workflow at the top of the editor. Provide a clear Workflow Name and a brief Purpose. The Workflow Name is what business users see when selecting a request type, while the Purpose provides additional context about when and why the workflow should be used. You’ll also see the Workflow Owner, which identifies the user or team responsible for managing the workflow. This field is automatically populated with the current user’s information and is used for ownership and tracking.
Assigning a Default Assignee
You can optionally assign a default Assignee for requests submitted through this workflow. If you want all incoming requests to automatically be routed to a specific legal team member, select that person in the Assignee dropdown. This means any request submitted via this workflow will be initially assigned to the chosen person. If you do not select an assignee, requests will come in unassigned, and you can assign them manually after submission. It’s fine to leave this blank if different requests will go to different people or if you prefer to triage assignments manually.
Selecting the Associated Board
In the Edit Intake workflow, start by selecting the Board (topic board) that this intake workflow relates to. The Board ties the intake workflow to a specific category (e.g., Contract & Commercial, Compliance, etc.). Choosing the appropriate board helps categorize incoming requests.
Configuring Internal Targets
Define expected turnaround timelines for requests submitted through this workflow. Internal Targets help teams track resolution performance and ensure timely completion. For full details on setting internal targets, see the Internal Targets documentation.
Configuring Contract Generation
Automatically generate agreements using predefined contract templates based on workflow responses. See the Contract Templates for detailed instructions.
Enabling Agentic Workflows
Attach AI agents to the workflow to review submissions, answer questions, or generate internal analysis automatically upon request submission. For details on using agentic workflows, see the Agentic Workflows documentation.
Intake Form
The Intake Form defines the fields business users fill out when submitting a request through this workflow. These fields ensure your team receives all the necessary information to review and complete the request efficiently.
Understanding Default Fields
The Requested Due Date field is added by default, but you can configure whether it is required or optional based on your workflow needs.
Adding Custom Fields to the Form
After setting the form’s general details, you can define additional fields to capture the information you need from the requester. You can build a list of questions/fields for the business user to fill out.
To add a new field, click the + Add Field button at the bottom of the form builder. Each time you click Add Field, a new blank field entry will appear in the list. You can add as many custom fields as necessary to capture all relevant data for this request type.
For each new field, fill in the details. Start by entering the Field Name, which is the prompt or question the business user will see. You can also provide Instructions (optional) – helper text that will appear to the user to clarify what information to provide. For example, a field named “Background” might have instructions like “Provide additional context on the request or any relevant details.” The Field Name and Instructions you enter will be visible to the requester on the form.
If the field is mandatory for all submissions, toggle Required to Yes for that field. Marking a field as required means the business user must fill it out before they can submit the request (the form will not submit if the field is left empty). Fields left as optional (not required) can be skipped by the user. Use required fields for information that the legal team absolutely needs for every request of this type.
Each field can be one of several Field Types, chosen from the dropdown menu. The Field Type determines what kind of input the user will provide. Available field types include: Text (free-form text input), Date (a date picker), File (file upload attachment), Number (numeric input), Header (a read-only text block used to display a section heading or description on the form), Dropdown (a single-choice dropdown list with options you define), Yes/No Dropdown (a preset dropdown for a Yes or No choice), and Multi-Select Dropdown (a list that allows selecting multiple options). Choose the type that best suits the data you need from the user. For example, use a Dropdown for a question like “Select Type of Counterparty” with options (Vendor, Client, etc.), use a Yes/No Dropdown for a binary question, or use a File field to allow the user to upload a document.
Repeat the add field process for each piece of information you want to collect. The form builder will list each field you create in order. You can continue clicking Add Field to include all necessary fields.
Adding Conditional Logic (Field Conditions)
Coheso’s intake form builder allows you to create conditions for fields, meaning certain fields can be shown or hidden based on the user’s responses to previous questions. This is useful for keeping the form streamlined - the requester will only see follow-up questions that are relevant to their situation.
To add a condition, click the Show Conditions button on the field that should appear conditionally. After clicking this, you can define the rule that controls the field’s visibility (for example, “Show this field only if Field X’s answer is Y”).
In the example shown, we added a field called “Please attach the counterparty form” (File upload type) that should only be shown if the business user answered “No” to a previous question “Have they agreed to use our template?” We accomplished this by clicking Show Conditions on the file upload field and setting the condition: Show this field only if “Have they agreed to use our template?” is “No.” Now, if the requester selects “No” for the template question, the form will display the file upload field prompting them to attach the counterparty’s form; if the requester selects “Yes,” that file upload field stays hidden.
Saving and Publishing the Workflow
Once you have added all the necessary fields and configured any conditions, click Save to save your workflow. (The system also auto-saves your progress frequently in the background) After saving, your new workflow will remain in Draft status until you publish it.
When you are done editing and are ready to make the workflow available to business users, click Publish Workflow. The workflow’s status will change from “Draft” to Published, and a green “Published” label will appear next to it on the Intake workflows list. Publishing the workflow means that business users can now see and select this intake workflow when submitting requests. (If you are not yet ready for users to use the workflow, you can leave it as a draft - it will not be visible to end users until published.)
Managing Intake Workflows (Modify or Delete)
After publishing, you can always manage your Intake Workflows from the main Intake Workflows page. Each workflow entry has actions available under the three dots on the right side: Edit, Duplicate, and Delete. Click Edit to reopen the workflow builder and update the workflow’s configuration or Intake Form fields. This allows you to update the workflow over time (for example, add a new field or change dropdown options) - note that if the workflow is already published, modifications you save will apply to new requests going forward. Click Duplicate to create a copy of the workflow, which you can modify and publish as needed. Click Delete to remove an Intake Workflow entirely if it’s no longer needed. Deleting a workflow will remove it from the list and it will no longer be available for new requests (any requests previously submitted through that workflow are not affected).
Using the Custom Intake Workflow
Once your Intake Workflow is published, business users will be able to use it to submit requests via Submit Requests on the left sidebar. When a business user initiates a new request, they can select the appropriate workflow from the dropdown.
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