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Web-to-lead forms ​

Web-to-lead forms let you capture inquiries from your firm's website directly into the Prospective Clients pipeline. A visitor fills out the form; CaseFlow creates a new prospective client record (or, on duplicate, optionally a task for review).

Plan requirement

Prospective Clients is a Multi-Practice plan feature. Form management is admin-only.

Where to manage forms ​

Go to Setup > Prospective Clients > Web to Prospective Client. Click New Form to create one, or open an existing form to edit it.

Form builder ​

Each form has three tabs:

Form Builder ​

A drag-and-drop builder where you drop fields onto the canvas and configure each field's label, name, type, required state, default value, and options. The built-in fields you can place are Name, Title, Email, Phone Number, Value, Company, Address, City, State, Country, Zip, Description, and Website. Each is mapped to the matching field on the prospective-client record so the submission populates the intake form directly. Any custom field configured for Prospective Clients at Setup > Custom Fields is also offered.

You can also drop pure-presentation elements (header, paragraph) and a file upload field; uploads attach to the new prospective client.

Click the bottom toolbar Save to persist field changes.

Form Information ​

This is split into four sub-tabs:

General

  • Form Name (internal label)
  • Use Google Recaptcha - shown only if the firm has configured reCAPTCHA site and secret keys at Setup > Settings > reCAPTCHA.
  • Language - used for the validation messages shown to the visitor.
  • Lead name prefix - prepended to the visitor's submitted name (useful for tagging the form source).
  • Source - which Prospective Client source to record.
  • Status - which pipeline status the new record lands in.
  • Responsible - team member assigned to the new record. Required if you select "Notify the assigned user" or "Create task on duplicate".

Branding

  • Submit button text
  • Submit button background colour and text colour

Submission

  • "What should happen after a visitor submits?" - either show a thank-you message (you supply the text) or redirect to a URL you specify.
  • Auto-mark as public - new records are visible to all team members.
  • Allow duplicates - if off, CaseFlow checks one or two configurable fields (e.g. email, or email + company) for an existing prospective client. On a duplicate hit, the submission is rejected; if Create task on duplicate is also on, CaseFlow creates a task for the responsible team member containing the submission's contents.

Notifications

  • Notify when prospective client imported (toggle)
  • If on, choose whom to notify: specific team members, a role, or just the assigned user

Integration Code ​

After saving the form for the first time, this tab gives you:

Iframe embed - an HTML snippet pointing to forms/wtl/{form_key}. Paste it into your website to render the form in place.

html
<iframe width="600" height="850"
        src="https://yourfirm.caseflow.law/forms/wtl/abc123..."
        frameborder="0"
        sandbox="allow-top-navigation allow-forms allow-scripts allow-same-origin allow-popups"
        allowfullscreen>
</iframe>

Direct links - two URLs that render the form as a standalone page:

  • …/forms/wtl/{form_key}?styled=1
  • …/forms/wtl/{form_key}?styled=1&with_logo=1 (also renders your firm logo)

These are useful for email signatures, social posts, or landing pages where embedding is impractical. Replace {form_key} with the value shown in the integration tab.

What happens on submission ​

  1. Required fields and (if enabled) reCAPTCHA are validated server-side. Failed validation rejects the submission with an error message back to the visitor.
  2. If duplicates are blocked and the submission matches an existing record, no new record is created. If Create task on duplicate is on, a task is created for the responsible team member instead.
  3. Otherwise CaseFlow inserts a new prospective client with the configured source, status, responsible team member, and public flag. The lead name is prefixed if you set a prefix.
  4. Custom fields are saved.
  5. File-input attachments are stored against the new record.
  6. Notifications are dispatched to the configured recipients via in-app notifications and (where templates are active) email. The visitor's email address receives the acknowledgement template for web-form submissions, if you have it enabled.
  7. The visitor sees the configured thank-you message or is redirected.

Anti-spam ​

CaseFlow has no automatic spam classifier on web-form submissions. To reduce junk:

  • Turn on Use Google Recaptcha at the form level (requires reCAPTCHA keys configured firm-wide).
  • Use Allow duplicates: off with a tight match on the email field.
  • Triage incoming records and use Mark as junk on the prospective client record to hide spam from the pipeline. There is no "Spam" inbox; junk records are simply filtered from the active summary and counts.

Multiple forms ​

You can create as many forms as you need. Each form has its own field layout, branding, source, status, responsible person, notification rules, and form key. Common setups:

  • A general "Contact us" form for the main website
  • A practice-area-specific form (e.g. "Immigration inquiry") routed to the relevant attorney
  • A "Free consultation" form on a landing page with a different status and notification list