Web Intake Forms

Create embeddable intake forms for your firm's website to capture new matter enquiries. Submissions flow into Cadence IP for review, and approved submissions automatically create fully configured matters.

Creating a form

Navigate to Settings → Intake Forms and click + New Form. Each form is linked to a specific matter type, which determines the available fields and roles.

Name the form

Give the form a descriptive name that identifies its purpose. This name is shown internally in Cadence IP but not on the public form unless you choose to display it.

Select the matter type

Choose which matter type this form creates. The fields and roles available for the form are determined by the selected matter type's configuration.

Configure form appearance

Set the form heading, description text, submit button label, and confirmation message that the submitter sees after completing the form.

New Patent Enquiry form

You create a form called "New Patent Enquiry" linked to the "AU Provisional" matter type. The public heading reads "Submit a New Patent Enquiry" with a description: "Please provide details about your invention. Our team will review your submission and contact you within 2 business days."

Selecting fields and roles

After creating the form, configure which fields and roles to capture from the submitter. You select from the fields and roles defined on the linked matter type.

Fields

Select which matter fields appear on the form. For each field, you can mark it as required or optional. Field types are respected: date fields show a date picker, list fields show a dropdown, text fields show a textarea.

Roles

Select which roles to capture contact details for. Each selected role shows name, email, and optional phone fields on the form. The submitted contact information is linked to the matter when approved.

Submit a New Patent Enquiry

Please provide details about your invention.

Invention Title *

Description of Invention *

Priority Date

Applicant Details

Name *

Email *

Submit Enquiry

A patent enquiry intake form as it appears on your website

Fields for a patent enquiry form

For a "New Patent Enquiry" form, you might select:

Invention Title (String, required) — what the applicant calls their invention
Description (Text, required) — a brief description of the invention
Priority Date (Date, optional) — if they have an existing filing
Country (List, optional) — which countries they are interested in protecting

For roles, select Applicant (required) to capture the enquirer's name, email, and phone number.

Title pattern for auto-naming

Each form has a Title Pattern that determines the name of the matter created when a submission is approved. The pattern uses the same variable syntax as other templates.

Pattern:

$field.Invention Title

Result: "Widget Fastener"

Pattern:

$role.Applicant.display_name - $field.Invention Title

Result: "Acme Corp - Widget Fastener"

Keep titles concise

Matter titles appear in lists, tables, and the sidebar. Keep the title pattern short enough to be readable at a glance. The full details are in the matter's fields.

Embedding on your website

Once your form is configured, Cadence IP generates an HTML embed code that you can place on any external website. Navigate to the form's settings and copy the embed code.

The embed code ready to copy

The form is served from Cadence IP's domain and embedded via an iframe. It inherits a clean, neutral style that works on most websites. The form is responsive and works on mobile devices.

No authentication required

Intake forms are public-facing. Anyone with the form URL can submit an enquiry. Submissions are protected by rate limiting and CAPTCHA to prevent abuse.

Processing submissions

When someone submits an intake form, the submission appears in Intake → Submissions with a status of Pending. You receive a notification and can review the submission details.

Pending Submissions

3 pending

Form

Applicant

Title

Submitted

New Patent Enquiry

John Smith

Widget Fastener Mechanism

2 hours ago

New Patent Enquiry

Sarah Chen

Solar Panel Mounting System

5 hours ago

Trademark Enquiry

Mike Torres

BRIGHTFLOW Logo

1 day ago

The submissions queue showing pending intake form submissions

Approval workflow

Click on a pending submission to open its detail view. Here you can review all submitted data, edit field values, and then choose to approve or reject.

Review submission

Check the submitted field values and contact details. Verify the enquiry is legitimate and contains sufficient information.

Edit if needed

You can modify any field value before approval. For example, correct the invention title formatting, add a priority date the client mentioned in the description, or fix a misspelled name.

Approve to create matter

Click Approve to create a new matter from the submission. The matter is created with the submitted (and edited) field values, the contact is assigned to the appropriate role, and the matter title is generated from the title pattern. Any matter-creation automations (folder creation, welcome emails) fire automatically.

Or reject

Click Reject to decline the submission. Optionally enter a reason. Rejected submissions are archived and can be reviewed later if needed.

Processing a patent enquiry

John Smith submits a "New Patent Enquiry" form with:

Invention Title: "widget fastener mechanism"
Description: "A new type of fastener that uses magnetic alignment for quick assembly of modular furniture..."
Applicant: John Smith, john@acme.com, +61 2 9876 5432

You review the submission, capitalise the title to "Widget Fastener Mechanism", and click Approve. Cadence IP creates matter M-46 "Widget Fastener Mechanism" as an AU Provisional, assigns John Smith as Applicant, creates the Dropbox folder structure, and sends the welcome email automation.

Notification preferences

Configure notifications under Settings → Notifications to receive email or in-app alerts when new submissions arrive. This ensures enquiries are processed promptly.

Working with Matters

Learn how to manage the matters created from intake form submissions

Settings

Configure notifications, user permissions, and organisation preferences