Designed change
The proposed intake would separate initial screening information from later document collection and engagement steps.
Illustrative scenario combining common practice needs. Software shown is a suggested stack.
Make the first request proportionate
The scenario begins with a short initial enquiry designed by the practice. It would request the information the team needs for its screening process and explain what the person should provide at this stage. Access would be limited to the staff responsible for reviewing incoming enquiries.
Let the review determine what happens next
Authorised staff would complete the firm's checks and decide whether to request further material, arrange a discussion or close the enquiry. Any later upload would follow an approved collection route. The design would keep a recorded decision between these stages and make clear that submitting an enquiry does not itself confirm engagement.
The practical lesson
Ask for information in stages that match the decisions the practice is ready to make.