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Legal concepts for Box-based legal workflows — risk rating frameworks, human-in-the-loop requirements, confidentiality principles, Box AI governance, collaboration roles, metadata strategy, and common workflow patterns. Referenced by box-legal-workflows-ma, box-legal-workflows-intake, and box-legal-workflows-contract skills.
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| name | box-legal-workflows |
| title | Shared Legal Concepts |
| description | Legal concepts for Box-based legal workflows — risk rating frameworks, human-in-the-loop requirements, confidentiality principles, Box AI governance, collaboration roles, metadata strategy, and common workflow patterns. Referenced by box-legal-workflows-ma, box-legal-workflows-intake, and box-legal-workflows-contract skills. |
| author | box |
| author_url | https://github.com/box/box-for-ai/tree/main/skills/box-legal-workflows |
| license | MIT |
| version | 0.1.0 |
| execution_mode | open |
| jurisdiction | general |
| practice | general |
| language | en |
Shared Legal Concepts
PREREQUISITE: Read box:box for Box MCP authentication, tool selection, and base workflows. If missing, run: npx skills add https://github.com/box/box-for-ai --skill box
Common legal principles, risk frameworks, and Box workflow patterns used by legal skills (M&A, Intake, Contract Review).
Risk Rating Framework
[CONFIRM WITH USER: What risk rating criteria does your firm use?]
High Risk
- Matters > firm's value threshold (e.g., $500K+)
- Politically exposed persons (PEP)
- Cross-border with sanctioned jurisdictions
- Conflicts of interest identified
- Missing critical contract protections
- 3+ material variances from standard templates
- Reputational risk to firm
- Criminal matters with media exposure
Medium Risk
- Complex corporate matters
- Litigation or regulatory exposure
- Unclear source of funds
- Minor conflicts requiring analysis
- 1-2 material variances from templates
- Incomplete documentation (can be supplemented)
- Matter value in mid-range (e.g., $50K-$500K)
Low Risk
- Individual clients, standard matters
- No litigation history
- All required documents complete and valid
- No conflicts of interest
- No material variances from templates
- Matter value below threshold (e.g., < $50K)
[CONFIRM: Customize thresholds for your firm's practice areas]
Human-in-the-Loop Requirements
ALWAYS Confirm Before:
- Granting external access (outside your organization)
- Creating shared links (especially Open/Company-wide)
- Auto-approving any client or contract
- Assigning risk ratings
- Routing to specific attorneys
- Generating legal documents (engagement letters, contracts)
- Sharing legal documents with clients/third parties
- Copying files to externally-accessible folders (if file was NOT already externally accessible)
- Creating initial folder structures (default vs. custom for deal rooms, matter folders)
CONFIRM If Uncertain:
- Writing or modifying metadata (if extracted values are unclear or contradictory)
- Copying or reorganizing files (if categorization is ambiguous)
Proceed Autonomously When Confident:
- Writing metadata when extraction is clear and unambiguous
- Copying/organizing files between folders with same access level (internal-only to internal-only, or external to external)
- Extracting standard information (dates, parties, amounts) with high confidence
- Creating summary reports and analysis documents
- Categorizing documents by obvious type
NEVER Auto-Approve Without Authorization:
- High-risk matters
- External access grants (Editor/Co-Owner roles)
- Engagement letters or contract generation
- Matters in sensitive practice areas (criminal, sanctions)
- Clients/contracts above value thresholds
- Actions that bypass firm policies
Confidentiality & Data Protection
Access Control Principles
- Need-to-know: Grant minimum permissions required
- Least privilege: Default to Viewer over Editor
- Folder-level: Prefer specific folders over root access
- Time-limited: Set expiration dates on external collaborations
- Audit trail: Track access grants with
list_item_collaborations
Sensitive Information Categories
- Client intake forms (ID scans, financial records)
- Contract terms (pricing, IP rights, liability caps)
- M&A deal documents (financials, strategy, due diligence)
- Attorney work product and strategy memos
- External parties beyond need-to-know
- Internal staff outside matter team
- Open shared links
- AI training (follow Box AI governance)
Box Collaboration Roles
[CONFIRM: What permission level is appropriate?]
| Role | View | Upload | Edit | Delete | Invite | Use Case |
|---|
| Viewer | ✅ | ❌ | ❌ | ❌ | ❌ | Clients, read-only stakeholders |
| Uploader | ❌ | ✅ | ❌ | ❌ | ❌ | External counsel submissions |
| Previewer | ✅* | ❌ | ❌ | ❌ | ❌ | High-confidentiality (no download) |
| Editor | ✅ | ✅ | ✅ | ✅ | ❌ | Internal team members |
| Co-Owner | ✅ | ✅ | ✅ | ✅ | ✅ | Deal leads, matter owners |
*Preview only, no download
Box AI Governance
When to Use Box AI
- Document completeness checks
- Risk factor identification (flag for human review)
- Metadata extraction (dates, parties, terms)
- Contract comparison (identify variances)
- Due diligence Q&A (with citation verification)
When NOT to Use Box AI
- Final legal advice/decisions (human attorney only)
- Access control decisions (human approves permissions)
- Client conflict checks (use firm's conflict system)
- Privilege determinations (attorney judgment)
- Settlement negotiations or strategy
Best Practices
- Pace calls: 1-2 seconds apart (rate limits)
- Verify citations: Surface source documents
- Provide context: "Assessing risk for law firm. Identify..."
- Limit scope: Search specific folders, not entire account
- Human verification: AI informs, human decides
Common Legal Workflows
Document Review Pattern
- Authenticate (
who_am_i)
- Locate folder (
list_folder_content_by_folder_id or search_folders_by_name)
- Inventory documents (
list_folder_content_by_folder_id)
- [CONFIRM: What documents are required?]
- Assess completeness (
ai_qa_multi_file)
- Extract metadata (
ai_extract_structured_from_metadata_template)
- Write metadata (
set_file_metadata)
- Route for review (
create_file_comment + create_collaboration)
Permission Audit Pattern
- [CONFIRM: What folder to audit?]
- List current permissions (
list_item_collaborations)
- Categorize: internal vs. external, roles, expirations
- Present audit report
- [CONFIRM: Should permissions be modified?]
- Make approved changes
- Re-audit to verify (
list_item_collaborations)
Temporal Monitoring Pattern
- [CONFIRM: Date range? (e.g., next 60 days)]
- Search by metadata date field (
search_files_metadata)
- Identify owner, calculate days to deadline
- [CONFIRM: Who to notify?]
- Create reminder (
create_file_comment)
- Update metadata (
set_file_metadata with notification tracking)
Metadata Strategy
[CONFIRM: Do you have existing Box metadata templates?]
Common Legal Metadata Fields
- matter_id, matter_name, practice_area, matter_owner
- client_name, counterparty_name, contracting_entities
- execution_date, effective_date, expiration_date, review_date
- active, expired, under_negotiation, pending_approval
- risk_rating (high/medium/low), risk_factors, review_required
- contract_value, payment_terms, notice_period, auto_renewal
- reviewed_by, review_date, next_review_date
Template Setup (If None Exists)
- [CONFIRM: Create metadata template?]
- Define fields based on firm needs
- Use
create_metadata_template
- Apply to files with
set_file_metadata
Decision Transparency
For every automated decision, document:
- WHAT: Approved, rejected, routed, risk rating
- WHY: Supporting evidence, risk factors, variances
- WHEN: Timestamp
- WHO: Human or "Automated Review Agent"
- SOURCES: Which documents, sections, pages
- TRACEABILITY: Write summary to Box, add to metadata
Compliance & Audit Trail
Maintain Records Of:
- Permission grants (who, what, when, why, expiration)
- Risk assessments (criteria, factors identified)
- Routing decisions (who assigned, why)
- Client approvals/rejections (basis)
- Contract reviews (variances, ratings)
Verification Steps:
list_item_collaborations before and after permission changes- Record returned IDs (folder, file, collaboration IDs)
- Timestamp all actions
- Write decision summaries to Box
- Update metadata to reflect current state
Legal Tool Selection
| Legal Task | Primary Tool | Notes |
|---|
| Create folders | create_folder | Batch for efficiency |
| Upload documents | upload_file | New files |
| Copy documents | copy_file | Organize existing |
| Grant internal access | create_collaboration | Viewer/Editor/Co-Owner |
| Grant external access | CONFIRM, then create_collaboration | Always confirm |
| Create shared links | CONFIRM, then add_folder_shared_link | Confirm Open/Company/Collaborators |
| Audit permissions | list_item_collaborations | Before/after changes |
| Search by keyword | search_files_keyword | General search |
| Search by metadata | search_files_metadata | Structured queries |
| Review documents | ai_qa_multi_file | Completeness, risk, comparison |
| Extract metadata (template) | ai_extract_structured_from_metadata_template | If template exists |
| Extract metadata (custom) | ai_extract_structured_from_fields_enhanced | Define fields at runtime |
| Write metadata | set_file_metadata | Persist data |
| Tag for review | create_file_comment | Notify attorney |
| Due diligence Q&A | ai_qa_multi_file | Cross-document analysis |
Common Confirmation Patterns
Risk Rating
"Based on [factors], I would rate this as [High/Medium/Low] risk. Does this match your firm's criteria for [type]?"
Permissions
"I'll grant [person] [role] access to [folder/file]. They can [permissions]. Proceed?"
Routing
"Based on [practice area/risk/type], I recommend routing to [attorney]. Correct, or assign to someone else?"
Document Completeness
"Firm requires: [list]. Found: [list]. Missing: [list]. Proceed with assessment?"
Auto-Approval
"This [client/contract] is low-risk and complete. Does your firm allow auto-approval, or should attorney review first?"
Metadata Template
"Do you have Box metadata template for [type]? If yes, scope and template key?"
Thresholds
"What is your firm's threshold for [matter value/expiration alert/risk escalation]?"
External Sharing
"Before sharing with [external party], confirm: (1) Permission level? (2) Folders? (3) Expiration? (4) Link or collaboration?"
