Limit preliminary name questions to firm-approved fields

The operational decision

Collect only what the firm authorizes for the initial review stage. Conflict review remains the firm’s responsibility. Automation can support a controlled handoff, but a name match, missing search result or completed form must never be presented as a clearance decision.

Prepare the workflow

Have counsel define which names are requested, their purpose and the alternative when a caller declines; avoid expanding into a narrative questionnaire.

Example wording for approval

“The example firm asks only the preliminary names listed in its approved script. You do not need to provide a detailed account of the matter here.”

Worked example

Counsel approves a limited fictional name field for the first review stage, but a generic template also asks for household members and a detailed account. Remove the extra questions unless separately authorized. If a caller declines an optional field, preserve the incomplete state and staff route. The review worksheet should show each field's purpose and approval. It should not equate more collected information with a better intake, especially when the additional detail has no defined role at this stage.

Handoff record

Record these task-specific fields: approved name fields, optional status, reviewer queue, source.

Acceptance check

Have the caller decline an optional name. The assistant should preserve an incomplete-review state instead of inventing a clearance result.

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