Contract Intake Forms allow your internal clients to submit contract requests directly through Xakia's Internal Client Portal. When a request is received, the legal team can review the submitted details and map key information — including the contract document, matter entities, division, and key dates — across to a new Contract Record

Prerequisites

Before using Contract Intake Forms, make sure the following are in place:

Legal Intake Requests must be set up for your organization.
Internal Client Portal must be configured and shared with your internal clients.
Location Admin access is required to build and publish intake forms.

Part 1: Building a Contract Intake Form (Admin)

Location Admins set up Contract Intake Forms using the Form Builder. This is where you choose which contract fields to include on the form your internal clients will complete.

Navigate to the Form Builder

Go to Admin > Intake Forms and create a new form or open an existing one. Select the Contract tab in the left panel to access contract-specific fields.

Step 1: Add contract fields to your form

Drag fields from the Contract Fields panel onto the form canvas. The following contract fields are available:

Contract Name
Contract Details
Contract is Confidential
Contract Owners
Contract Start Date
Contract End Date
Contract Execution Date

Note: Contract Custom Fields are not yet available in the Form Builder — this capability is coming soon.

Step 2: Give your form a title and configure routing

Enter a title for your form at the top of the canvas. This title is visible to internal clients when they submit a request.
To control which team or individual receives incoming requests, select + Manage Intake Routing at the bottom of the left panel.

Step 3: Save and publish your form

Once your form is complete, click Save Draft to save your progress, or publish the form to make
it available to your internal clients through the Internal Client Portal.

Part 2: Processing a Contract Intake Request (Legal Team)

When an internal client submits a contract request, the legal team reviews it from the Legal Request Inbox. The Contract Record Details panel on the right-hand side of the request shows the information that will be used to create the Contract Record.

Navigate to the request

Go to Matters > Legal Request Inbox and open the relevant contract intake request.

Step 4: Select the contract document

In the Contract Record Details panel, locate the Contract Document field. Use the dropdown to select the document you want to attach to the Contract Record. The dropdown displays all documents uploaded by the requester as part of their intake submission.

Note: Only documents submitted with the intake request will appear in the dropdown. If no documents were uploaded by the requester, this field will be empty.

Step 5: Import matter entities and division (optional)

If you want to carry across entity and division information from the matter to the new Contract Record, tick one or both of the following checkboxes:

Import matter entities — copies the entities associated with the matter across to the contract.
Import matter division — copies the matter's division across to the contract.

These checkboxes are unticked by default. Leave them unticked if you do not need to import this information.

Step 6: Review and save

Review all the details in the Contract Record Details panel — including contract name, details, dates, owners, and confidentiality — and make any adjustments needed. When you are ready, click Save. Xakia will create a new Contract Record populated with the information from the intake request.

Note: The Contract Record is created at the point the matter is saved. You will see a prompt in the Contract Record Details panel confirming this before you save.

Result

A new Contract Record is created and linked to the matter. The record is pre-populated with the contract document, key dates (start, end, and execution), and — if selected — the matter entities and division. This reduces manual data entry and ensures the information captured during intake flows directly into the contract management workflow.

Need help?

If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager

Using Contract Intake Forms