# Auto-onboard new Clio matters with tasks and tracking > Every hour we catch new matters opened in Clio, create your standard onboarding tasks, log each one to a tracking sheet, and post a count to Slack. - Workflow type: code - Services: Clio, Google Sheets, Slack Bot - Categories: Operations - Published: 2026-07-17 ## What it does - Checks Clio every hour for matters opened since the last run, so no new file slips through the cracks. - Creates your standard onboarding checklist on each new matter, such as open the file, send the engagement letter, and set up billing. - Adds a row to your Google Sheets tracker with the client, practice area, and open date. - Posts a short count of new matters to your Slack channel so the team sees intake at a glance. ## What you'll need - A Clio account with permission to view matters and create tasks. - A Google Sheets tracker with columns for the client, practice area, and open date. - A Slack workspace and a channel for the update. ## Prompt 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. ## How to customize - Change the onboarding checklist by adding, removing, or rewording the tasks created on each matter. - Choose which matter details land in which columns of your tracking spreadsheet. - Adjust how often it runs and which Slack channel receives the count. ## Example output 3 new matters onboarded today: Rivera v. Cole (Litigation), Acme LLC Formation (Corporate), Estate of J. Nguyen (Trusts & Estates). Tracker updated. ## FAQ ### How does it avoid onboarding the same matter twice? It remembers the open date of the most recent matter it handled and only picks up matters opened after that point, so every matter is processed exactly once. ### What tasks does it create on a new matter? By default it adds open the file, send the engagement letter, and set up billing. You can change that list to match your firm's own intake steps. ### Do I need to keep checking Clio for new matters? No. The workflow watches Clio for you and posts a count to Slack each run, so you know how many new matters came in without opening the app. ### Can I use my existing tracking spreadsheet? Yes. Point it at any Google Sheet and it appends a new row for each matter without disturbing your existing data. ### How often does it check for new matters? Every hour by default, and you can make it run more or less frequently. Use this prompt in General Input: https://www.generalinput.com/prompts/auto-onboard-new-clio-matters-with-tasks-and-tracking