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Inviting Contacts to the Client Portal

Updated over a week ago

The Lawmatics Client Portal enhances client engagement by providing a dedicated space for clients to access their case information. Upon invitation, clients can create a password and sign into their personalized dashboard to view their matters. They will receive an email from [email protected], like the one shown below:

Granting Portal Access:

  1. Navigate to the Matter's Profile:

    • Click on the People tab in the main side navigation.

    • Select Matters and choose the relevant matter.

Invite Contacts:

  • Click the Portal Options icon located next to the matter's title, highlighted in red in the picture above as a handshake icon.

  • In the dialog box, check the box next to each contact you want to grant portal access to.

  • Click Save to send portal invitations to the selected contacts.

Automating Portal Invitations:

  1. Set Up an Automation:

    • Navigate to the Automations tab in the main side navigation.

    • Create a new automation or edit an existing one.

  2. Add the Invite to Client Portal Action:

    • Within the automation, add the Invite to Client Portal action.

    • Select which relationships should receive the invitation (e.g., primary contact, spouse, third-party payor).

    • Configure any additional settings as needed.

Managing Portal Access:

  • Revoking Access:

    • To revoke portal access, navigate back to the Share icon in the matter's profile.

    • Uncheck the Has Access? box next to the contact's name.

    • Click Save to remove their portal access.

  • Identifying Portal Access:

    • Matters with granted portal access are indicated by a portal (handshake) icon under their profile picture in their matter page:

  • Reporting on Portal Access:

    • You can create a custom report to show you all matters that have portal access.

    • Navigate to Reports > Custom Reports. When creating or editing a matter report, you can use the true/false field "Has Portal Access" as a column and/or filter.

    • If Has Portal Access is True, a contact has been invited to the portal for that matter.

Portal Dashboard:

  • After accepting the invitation, clients can log into their portal to view shared tasks, invoices, appointments, e-signature documents, file requests, intake forms, and messages.

  • You can see exactly what the portal will look like to your clients here: Client Portal (From the Client's Perspective)


FAQs:

  • Will I, as a firm user, sign into the client's portal?

    • No, firm users manage client-related information directly from the Lawmatics account. The client portal is exclusively for client access.

  • Can clients see all notes on their matter?

    • No, clients can only view items explicitly shared with them, such as tasks, appointments, invoices, e-signature documents, file requests, intake forms, and messages. Internal notes and CRM data fields remain private.

  • Can any firm user grant or revoke portal access?

    • Portal access permissions can be managed in Settings > User Management. Click Manage Roles to customize permissions for different user roles, including the ability to grant or revoke portal access.

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