The template approval log and the responsible attorney
You'll be able to: set up a log that shows who approved every message and script the firm sends, and name the attorney responsible for it.
Rule 4-7.11 makes the firm and its lawyers responsible for the firm's communications about its services, including those a vendor or a staff member drafted. With eight practice packs, two languages, and several offices, a Group firm can easily have well over a hundred templates, scripts, and saved replies. Someone has to know which are approved and by whom.
Name one responsible attorney for communications. That attorney may delegate review of a practice group's templates to its lead attorney, but the log shows every approval.
The approval log has one row per template or script: name, language, practice, the text (or a link to the exact version), who approved it, the date, and the reason for any change. A template cannot send until it has a row. When text changes, it gets a new row and a new approval.
What the reviewer checks, at minimum: the firm's name appears; no predicted results, no guarantees, no claims that cannot be verified (Rules 4-7.13, 4-7.14); sequences go only to people who contacted the firm (Rule 4-7.18(b)(2)); stop words end the sequence; the voice agent and chat say they are automated (Opinion 24-1). The Spanish version is reviewed as its own text, not assumed to match the English. Whether a particular wording complies is the attorney's judgment; when in doubt, the Florida Bar Ethics Hotline is there for that question.
Do it in LegalCRM
- Export the list of templates, sequences, saved replies, and scripts.
- Create the approval log with one row each; mark anything with no approval.
- Pause any unapproved template that is live until it is reviewed.
Ask the Guide
Paste this into the AI guide, without client names or matter facts:
"Give me a checklist an attorney can use to review an intake text template, based on the rules this course cites. I know the attorney decides."