AI Conflict Check Automation Workflow

Overview

Most practice management systems only perform basic, name-match conflict checks that search clients and matters for exact matches. AI expands this dramatically by scanning multiple data sources, understanding name variations, detecting relationships, identifying issue-based conflicts, and analyzing documents and communications.

This workflow describes how a full AI-driven conflict check operates inside a modern law firm.

Purpose

To perform a complete conflict-of-interest scan across all relevant firm data, including databases, documents, emails, prior matters, and entity relationships, and produce an attorney-ready conflict memo with clear findings and recommendations.

When to Use This Workflow

Initiated when:

  • a new lead enters the intake funnel
  • a referral partner sends a potential client
  • a paralegal flags an adverse party
  • the firm adds new names to a case
  • documents reveal new individuals or entities

Inputs Required

  • Court filings / PDFs (optional)
  • Intake form data (client + opposing parties)
  • PMS (practice management software) client/matter database
  • Document repositories (Dropbox, OneDrive, Google Drive, etc.)
  • Email data (optional)

The 9 Step Conflict Check AI Workflow

AI Conflict Check Automation Workflow Diagram

1. Intake Trigger

A conflict check begins when ANY of the following occur:

  • A new lead submits an intake form
  • A referral partner sends a potential client
  • The firm manually initiates a check
  • A paralegal flags a possible adverse party during intake
  • AI detects a similar name during document ingestion

2. AI Extracts All Relevant Names & Entities

From the intake data, AI automatically identifies:

  • Client full name + any known aliases
  • Opposing party names
  • Spouse names (if applicable)
  • Employer names
  • Corporations/entities involved
  • Insurance carriers
  • Other relevant individuals
  • Related parties mentioned in communications

AI also generates variations:

  • Nicknames and shortened versions
  • Alternative spellings
  • Common misspellings
  • Married/maiden names

This already outperforms standard PMS conflict checks.

3. AI Performs a Deep Conflict Scan

Unlike your PMS, which only searches exact name matches in your client database, AI searches:

Names & Variations

  • All name variations across every data source
  • Fuzzy matching (catches “Jon Smith” vs “John Smith”)
  • Semantic matching (understands context, not just keywords)

Relationships

  • Spouses, domestic partners, family members
  • Employers and supervisors
  • Parent/subsidiary corporate structures
  • Joint ventures and affiliates
  • Insurance carriers and reinsurers
  • Board members and officers
  • Witnesses and expert witnesses
  • Repeat co-parties

Documents & Communications

  • Emails (with permission settings)
  • Contracts and engagement letters
  • Court filings and pleadings
  • Exhibits and evidence
  • Invoices and billing records
  • Meeting notes and memos
  • Documents in Dropbox/OneDrive/Google Drive

Issue-Based Conflicts

  • The firm representing another client on the same legal issue
  • The firm taking inconsistent legal positions in past matters
  • The firm drafting documents now at issue in the case
  • Work that could be materially adverse to current clients
  • Policy language the firm previously wrote

Each potential match gets a confidence score and shows you exactly where it was found.

4. AI Generates a Conflict Findings Report

The system produces a structured report with:

Exact Matches (99-100% confidence)

  • Direct name matches in client database
  • Confirmed prior representation
  • Clear adversarial history

High-Probability Matches (85-98% confidence)

  • Fuzzy name matches requiring verification
  • Corporate relationship connections
  • Document-based discoveries
  • Email correspondence indicators

Relationship-Based Flags

  • Family/business connections
  • Corporate affiliates
  • Shared representatives or insurers

Issue Conflict Flags

  • Similar matters with inconsistent positions
  • Documents drafted by firm now at issue
  • Overlapping subject matter

Each result includes:

  • Source (database, document, email, etc.)
  • Match confidence score
  • Extracted snippet showing the matched text
  • Why it matters (direct adversity, relationship, issue conflict)
  • Recommended next steps

5. AI Prioritizes High-Risk Conflicts

The system automatically flags critical conflicts requiring immediate attorney review:

  • Direct adversity (representing opposing parties)
  • Significant financial conflicts
  • Prior representation of adverse party
  • Matter significantly related to previous case
  • Multiple adverse connections
  • Conflicts appearing in documents not captured in PMS

These get pushed to the top of the review queue.

6. Attorney Reviews & Makes Disposition

AI prepares a clean, human-readable summary showing:


  • What was found
  • Why it matters legally
  • Recommended disposition

The reviewing attorney makes the final call:

  • “No Conflict” – Clear to proceed
  • “Needs Further Review” – Additional investigation required
  • “Conflict Exists” – Cannot represent
  • “Consent Required” – Can proceed with informed consent/waiver

All decisions get logged in the audit trail.

7. AI Generates the Conflict Memo Automatically

The system produces a complete conflict clearance memo including:

  • Full list of search terms used
  • Data sources checked (database, emails, documents, etc.)
  • Search methodology (semantic, fuzzy matching, relationship mapping)
  • All findings with confidence scores
  • Final disposition and reasoning
  • Attorney reviewer name
  • Date and time of review
  • Consent/waiver templates (if applicable)

This satisfies both internal policy AND professional responsibility requirements.

8. System Updates & Documentation

After attorney approval, AI automatically:

  • Updates conflict check status in PMS
  • Attaches conflict memo to the matter
  • Updates master conflict log
  • Triggers next steps in intake workflow
  • Creates calendar reminders (if consent needed)
  • Syncs data back to Clio, MyCase, or other PMS

9. Ongoing Monitoring (Optional Advanced Feature)

AI can continuously watch for conflicts that emerge later:

  • New documents that create conflicts after intake
  • New parties added to the case
  • Changes in opposing counsel
  • New court filings involving connected parties
  • Corporate changes (mergers, acquisitions, name changes)

This creates ongoing conflict monitoring, not just one-time checks.

Why This Workflow Matters

Because existing practice management software is not as thorough as a properly designed and deployed AI conflict checker.

AI enables:

  • Deeper searches across all firm data, not just your client database
  • More sources including emails, documents, and relationship mapping
  • Faster review with confidence scores and prioritization
  • Reliable flagging of high-risk conflicts
  • Issue conflicts (rarely caught by traditional systems)
  • Relational conflicts (almost never caught)
  • Proper documentation with automated memo generation
  • Continuous monitoring (impossible to do manually)


This workflow solves a real legal ethics and malpractice risk that firms immediately understand the value.

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