Exchanging Documents with Clients Using the Secure Portal

Modified on Fri, 5 Jul at 1:04 PM

In this article:

The client portal is an essential tool for organizing and sharing documents in a 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.

NOTE:  When adding documents to your client's portal, the following actions will cause an email to be sent to the client: clicking Copy to Matter, Move, or Upload, or dragging and dropping a document into the portal folder. Using Copy alone will not trigger an email being sent. 

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. Portal folders use a unique icon in the Documents area for each matter.

To do this:

  1. Edit the matter. (See Editing a Matter for help.) 
  2. Click the Documents menu icon within the matter.
  3. Add the document by following either of these steps: 
    • Click and drag an already uploaded document to the portal folder.
    • Click the upload button, select the desired document/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 conveniently access the portal to view and retrieve the document.

Accessing 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.
  2. Click Settings for the matter type you want to work with. That matter type is opened.
  3. In the Folders section, click Manage. The Folders page appears.
  4. Use the fields on the page to add the desired subfolders.
  5. Select each subfolder and choose Push to all Actions to enable its visibility across all related actions.

    Once you have added and configured the subfolders, you need to enable portal access for these new folders.

  6. Using the breadcrumb links along the top of the Folders page, click the name of your matter type to return to the main matter type page. 
  7. In the Matter type settings section, click Edit. The Edit Matter Type page appears.
  8. In the Client portal section (located near the bottom of the page), click Add row and select the Participant Type and Folder you want to make available in the Client Portal.
  9. Select the appropriate permissions for this role/folder.
  10. Click Save to apply the changes.

NOTE:  No email notifications will be sent to you when a client uploads a document or sends a message using the portal.

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