Auto-onboard new Clio matters with tasks and tracking

Every hour, run a deterministic workflow that catches newly opened Clio matters and kicks off client onboarding. This is a fixed pipeline with no judgement or free-form drafting: list new matters, create a standard set of onboarding tasks on each, log each matter to a tracking spreadsheet, and post a short count to Slack. Every step is a known operation over structured inputs.

Use Clio List Matters as the poll substitute, since Clio does not send outgoing webhooks. Filter to matters opened since the last run by passing created_since set to the stored watermark and ordering by created_at ascending, and use the fields parameter to select display_number, client, practice_area, and open_date so each matter comes back with the details the later steps need. Clio index endpoints are cursor-paginated, so follow meta.paging.next (its page_token) until every new matter has been collected.

For each new matter, create a fixed, configurable onboarding checklist in Clio with Create Task, associating each task with that matter. The default checklist is: open the file, send the engagement letter, and set up billing. Keep this list configurable so a firm can add, remove, or reword items to match its intake process, and allow an optional assignee and due-date offset per task.

Append one row per matter to a Google Sheets tracker with Append Values, writing the client, practice area, and open date by default. Keep the tracker columns configurable so the mapping of matter fields to spreadsheet columns matches whatever sheet the firm already uses, and write with USER_ENTERED so dates land as real dates.

After processing, post a short message to the configured channel with the Slack Bot Send a Message operation summarizing how many new matters were onboarded this run, for example "3 new matters onboarded". If there were no new matters, either skip the Slack message or send a quiet "no new matters" note depending on the configured preference.

Use each matter's created date as the watermark: after a successful run, store the newest created_at you processed and use it as the created_since floor next time so the same matter is never onboarded twice. Because Clio is the source of truth for the matter list and the tasks, and the spreadsheet is only ever appended to, re-running stays safe as long as the watermark advances.