Exchanging Documents with Clients Using the Client Portal

In this article:

• Adding Documents to a Portal Folder
• Working with Subfolders

The Client Portal is an essential tool for organizing and sharing documents in a secure and centralized manner. By adding documents to specific folders within the portal, you can ensure easy access and collaboration for all relevant parties. This article guides you through the process of adding documents to the portal and enabling visibility for clients.

Adding Documents to a Portal Folder

You can add documents to any folder that has been set up as a portal folder in your matter. Folders you're sharing via the Client Portal use a unique icon:

Before you begin:

• Create the folder you want to use in the Client Portal. To do this, go to Admin > Matters types > [select a specific matter type] > Folders. 
• Assign this folder for use in the Client Portal. See Setting Up and Granting User Access to Client Portal for instructions. 

To add a document to the Client Portal:

1. In Practice Management, view the matter that you want to upload a document for. (See Editing a Matter for help.) 
2. Click the Documents menu icon within the matter.
    The Matter Documents page appears.
3. Add the document by completing either of these steps: 
   • Select a document already in the documents list and drag it to the folder you're using with your Client Portal.
     
   • Click Upload, select the desired document or file, choose the portal folder you want to place it in, and click Done.
     

This automatically triggers an email notification to the client, informing them that a new document has been added to the portal. They can then access the portal to view and retrieve the document.

Working with Subfolders

If you have created subfolders within a matter, it is important to ensure that clients can view the documents stored in them. To enable this, your admin must create and enable each subfolder individually in the workflow admin section.

To add subfolders and enable Portal access for them:

1. In Actionstep, go to Admin > Matter Types. The Matter Types page appears.
2. Click Settings for the matter type you want to work with. That matter type is opened.
3. Click Manage next to Folders, The Folders page appears.
4. Enter the Folder name for the folder you want to create.
5. Click the Parent folder drop-down list and choose the folder you're using for the Client Portal.
   
6. Click Add to create the folder in that location. The folder is listed as a subfolder.
   
7. Click the subfolder and choose Push to all Actions to enable it for all matters using this matter type.
   Once you have added and configured the subfolders, you need to enable portal access for these new folders.
   
   
8. Navigate back to the main Matter Types page by going to Admin > Matter Types > [select your matter type]. You can use the breadcrumb along the top of to do this.
   
9. Next to Matter type settings, click Edit. The Edit Matter Type page appears.
10. In the Client portal section (located near the bottom of the page), click Add row. 
11. Select the Participant Type and the subfolder you just created that you want to make available in the Client Portal.
12. Select the appropriate permissions for this role/folder.
13. Click Save to apply the changes.