Decision framework for routing legal requests - when legal review is required vs. when business can self-serve. Reduces legal bottleneck while ensuring appropriate oversight. Customize with your company's thresholds, approved templates, and routing rules.
# 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
Framework for documenting and applying contract negotiation positions by clause type. Enables sales and procurement to negotiate effectively without involving legal for every term. Customize with your company's specific positions, thresholds, and red lines.
Risk assessment methodology for scoring contracts before detailed review. Enables prioritization and right-sized review effort based on quantified risk dimensions. Customize with your company's risk tolerance and dimension weights.
Process checklists and risk assessment for employment actions including terminations, leaves, and investigations. Ensures compliance and reduces legal exposure. Customize with your jurisdiction-specific requirements and company policies.
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