Sharing Forms and Documents Via Portal
You may want to share important forms or documents with your matters via portal, as opposed to emailing the form or document to them. The portal helps create a secure and organized space where your clients can view all of their case-related items in one place. Both forms and documents can be shared to a client's portal manually, or via automation.
Below you will see an example of what a client may see in their portal.
Note: Once a contact has been granted portal access then they will automatically see any forms or documents that have been sent to them in their portal, whether or not that form or document was specifically shared via portal. The portal is intended as a one-stop-shop for them to view all of their case materials, so any contacts with portal access will see their forms and documents in their portal by default.
This article explains how to share forms via portal only, without also emailing them to the contact. Documents cannot be shared via portal only, they must go to the client's email as well, per e-signature regulations.
Let's take a look at sharing forms. To manually share a form via the portal, start by navigating to the matter's profile page. Then select the Form Actions button found at the very bottom of the page. Click Share Form.
When you first click the Share Form button, you will see the Send via Email option defaulted. If you only wish to share this form via portal, you will uncheck that box, and check Share with Portal Contacts, highlighted below. You will then be able to select which of the contacts on the matter you would like to share the form with, if the matter has multiple contacts.
Clicking Share Form in the image above will skip the step of emailing the client their form, and simply make it available in their portal.
To share a form to a client's portal via automation, you will use the Send Form action item while building the automation, select the form you wish to share, and then select the box labelled Assign Form to Matter Contacts - Share via Portal. You will then select which of the matter contacts should receive the form in their portal.
You can leave both the Email and Text options deselected as shown above if you only want to share the form via portal.
For sharing documents, you will simply follow your usual process of sending out an e-signature request. Once you have sent the request, it will automatically appear in the client's portal.
Do forms or documents that are shared via portal expire if the client has not submitted them in a certain amount of time?
Forms do not expire, the client can fill them out whenever. Forms also will autosave their progress, so if they start a form but do not finish, they can simply click on the form again and resume right where they left off. When sharing document you have the option to select a deadline. If you choose not to select a deadline, then the document will not expire, otherwise it will expire on the deadline date.
Why should I share forms and documents via portal rather than just emailing them to the client?
It may vary from client to client, but some of your clients may prefer logging into their portal to view any of their case material rather than feeling inundated with emails. Others may prefer to receive your emails. It's a good idea to discuss it with a client to see what works best for them, or give them a heads up of what to expect.