1. Introduction
The Estate Intake will change the way you obtain information on an estate from the Estate Representative. i.e. Estate Trustees/Executors
By leveraging our enhanced Estate Intake system, you’ll save time, improve accuracy, and streamline communication—both for your firm and the estate trustee. Estate trustees will enjoy a more intuitive, self-paced submission experience, reducing the burden on your team. Plus, with full control over access and the ability to manage links easily, you maintain security and compliance, ensuring a professional and smooth process throughout.
2. Email Estate Intake
To get started, simply click on the Intake tab in any file. Click on Email Estate Intake.
Choose Designated Executor to complete Estate Intake Form Widow - When you click Email Estate Intake, the Add new Choose Designated Executor to complete Estate Intake Form Window will appear. The following data fields will appear:
Enter Email Address or Select from dropdown as follows:
Manually enter an email address if you have not entered Executors on the Contacts > Executors tab. Note: you can only enter one email address.
If you have previously entered Executors on the Contacts > Executors tab which includes the Executors email addresses, the names and email addresses of those executors will be displayed in the dropdown. Select an executor from the dropdown.
Note: You can only select one executor from the dropdown.
Note: If you have not entered an email address for any Executor on the Contacts tab, they will not appear in the dropdown.
Enter Password – Manually enter a password. Note: Passwords must be at least 12 characters, contain 1 lowercase letter, I uppercase letter, 1 number and 1 special character. Click here to see suggestions on how to safely transfer passwords.
Confirm Password – Manually re-enter the password. Note: Passwords must match. If the passwords do not match, the Next button will not be enabled, and an error message will be displayed – Password must match. Use the to reveal each password
Once all data has been entered, click Next to proceed.
Email Document - when you click on Next on the Choose Designated Executor to complete Estate Intake Form Window, the Email Document window will appear. You can edit the Subject field and the Body of the Email Document window. Note: Do not delete the link to the Estate Intake form. If you mistakenly delete this link, you can use CTRL+Z to undo your action to retrieve the link. If this does not work, you will have to Cancel and resend the link. Click here to learn how to cancel a link.
If you are satisfied with the email, click Send. The email will be sent to the Executor, and the following confirmation message will appear, and an Email activity will be displayed in the File Activities section on the Overview page.
If you are not satisfied, click Cancel to close the window and start again.
3. Sharing Passwords with the Recipient of the Estate Intake Link
Once you have sent the email to the recipient of the Estate Intake, you will need to manually and securely exchange this password with the recipient. Some suggestions are as follows:
In person: If possible, hand the password over in person.
Secure Calls: If in-person isn't an option, consider a phone or video call using end-to-end encrypted services.
We strongly recommend avoiding sending the password in the same email as the link to the Estate Intake. Note: How you deliver the password is strictly up to you. We recommend establishing a process that works for your firm
4. Cancel Link to Estate Intake
Once the email has been successfully sent to the executor, a Cancel Link button will appear next to the Email Estate Intake button on the Intake tab.
To cancel a link to the Estate Intake, click on Cancel Link. A confirmation window will appear, You are about to cancel the link. Would you like to proceed? Click OK to proceed. Click Cancel to return to the Intake page without cancelling the link.
Once the link has been cancelled, the Email Estate Intake button will be enabled, and you are now able to send a new link to the executor.
5. Estate Intake Webpage
Once the Executor clicks on the link, they will start the Estate Intake process as follows:
Estate Intake Page – The Estate Intake Page will appear. The executor will see a field What is the password that was provided? The user will manually type in the password you provided to them and click Next to proceed.
The Estate Intake Page will appear. The Intake page contains 5 tabs as follows: Deceased Information, Beneficiary(s) Details, Executor(s) Details, Assets Of the Deceased and Liabilities of the Deceased.
The executor will complete all mandatory fields and as many as the non-mandatory fields as possible on each tab.
To proceed to the next tab, the executor must click Next at the bottom of each tab.
Beneficiary and Executor Tabs
the executor can add a beneficiary or add an Executor by clicking on + Add beneficiary or + Add Executor. When the user clicks on + Add beneficiary or + Add Executor, a new Beneficiary or Executor section will appear.
The executor can minimize any beneficiary or executor section by clicking on the ^ at the top of each section.
The executor can remove any beneficiary or executor by clicking on the Remove button.
Once the executor has added all beneficiaries and executors, they can click Next to proceed to the next page.
Assets of the Deceased tab
The executor can select from a list of Asset Types from the drop down. Depending on the Asset selected, all fields associated with that asset will be displayed similar to the application.
The executor can add an asset by clicking on + Add asset. When the user clicks on + Add asset, a new Asset section will appear.
The executor can minimize any Asset section by clicking on the ^ at the top of each section
The executor can remove any asset by clicking on the Remove button. If there are no assets or if the assets are unknown by the Executor at this time, the executor can click Remove and click Next to proceed to the next tab.
Once the executor has added all assets, they can click Next to proceed to the next page or select Back to return to the previous page.
Liabilities of the Deceased Tab
The executor can select from a list of Liability Types from the drop down
The executor can manually enter the Exact Value at Date of Death for the liability.
The executor can enter the Ownership type from the drop down if known for the liability. If unknown they will leave the field blank, and the data will not pass back in the import.
The executor can add a liability by clicking on + Add liability. When the user clicks on + Add liability, a new liability section will appear.
The executor can minimize any liability section by clicking on the ^ at the top of each section.
The executor can remove any liability by clicking on the Remove button. If there are no liabilities or if the liabilities are unknown by the Executor at this time, the executor can click Remove and click Submit.
Once the executor has added all liabilities, they can click Submit.
The Estate Intake will be submitted back to the law firm’s user who initiated the email in the application and the executor will be presented with the following confirmation message
If the executor tries to access the Estate Intake page after it has been submitted, they will see Intake already submitted error on the login page.
6. Import Estate Intake
When the executor has submitted the Estate Intake, a notification will be received in the application. To see the notification, click the bell icon . A notification will also be received in the record on the Overview tab. If the user who initiated the email to the executor is set up to receive notifications by email, an email will be sent to the user.
Importing the Estate Intake
On the Intake Tab, an Import Estate Intake button will be enabled. Note: The Cancel link button will no longer be visible once the executor has submitted the Estate Intake.
Click, Import Client Intake
The Import Estate Intake Step 1 of 2 window will appear.
Data to be imported will appear in the following columns:
Intake Category i.e. Deceased Information, Beneficiaries, Executors, Assets and Liabilities
Intake Field displays the field the data will be mapped to i.e. Deceased First name, last name, address, occupation etc.
Intake Value will display the data that will be imported to the Intake Field.
Validate the data to be imported
Review all data to be imported
Uncheck any box you do not wish to import the intake value. Note: all checked boxes beside Intake Category will be checked by default.
Click Cancel to cancel the import and close the Import Estate Intake window
Click Next to import.
Confirmation/Warning modal message Step 2 of 2 will appear. “You are about to import 239 values. All previous values will be overwritten."
Click Cancel to close the modal message and cancel the import
Click Import to import all Intake Values into the appropriate fields in the file
The Importing field Values/Import Complete window will appear. Click OK to close the window
The Intake imported successfully message will also appear and display the date and time of the import in the bottom right corner
All imported data will appear in the appropriate fields in the application
7. Re-Import Estate Intake (x days remaining)
You have the option to re-import the Estate Intake within 7 days of the initial import by clicking on the Re-Import Estate intake button. Note: The Re-Import Estate Intake button will display the number of days remaining to re-import. After 7 days, you will no longer be able to re-import.
8. Notifications
All throughout the Estate Intake process, the system will provide in-app notifications as follows:
When you email an Estate Intake link, the email activity will appear on the Overview page in the File Activities section
When the executor has submitted the Estate Intake, a notification will be received in the application. To see the notification, click the bell icon
A notification will also be received in the record on the Overview tab. Note: If the user who initiated the email to the executor is set up to receive notifications by email, an email will be sent to the user