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Understand and Enable the Client Portal

Introduction

The Client Portal is a secure way for you to communicate and share information with your clients. With using this function, you can invite your clients to a private page in which you can communicate and share various items related to their matter. These include invoices, events, tasks, notes, and documents. There is also a messaging and commenting function for instant communication. 
 
As an admin, you have full control over what can or cannot be shared with your clients. And can set permissions/restrictions per matter
 
 
Below is a sample client portal in which clients can access. Note that viewable items change based on permissions
 

They can have access to the following functions:

  • Dashboard: View their pending invoices, upcoming tasks, and upcoming events.
  • Invoice: Download and view all of their invoices shared by the firm as well as pay online via the LawPay integration.
  • Calendar: View calendar events shared by the firm.
  • Task: View tasks shared by the firm.
  • Documents: Download, view and upload documents shared by the firm.
  • Notes: View tasks shared by the firm.
  • Messages: Read and respond to messages from permitted users within CosmoLex

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Before Getting Started

To set up the Client Portal, firm-level permissions and matter level permissions need to be set.
Note that to make these changes, User must have a Normal or Admin role, as well as access to Setup.

Enabling Your Client Portal

Go to Setup > Firm Settings > Firm Preferences > Client Portal: Turn ON
 
 
Once turned on, You will then need to choose what areas are permitted to be shared:
  • Invoices
  • Tasks
  • Calendar Events
  • Notes
  • Messages
  • Documents
  • Send daily digest email to the client with a summary of new activities of the day.
  • Send email notification to Client when a new item is shared with the Client.
  • Send email notification to client portal parties when the client uploads a new document.
Note that further restriction can be added on the matter level.

Be aware that if the box is unchecked for any of the items, such as tasks, or calendar events on the firm level, it will be removed on the matter level.

If the box is checked for an item on the firm level, it will show on the matter level. 

 

Only Invoice and Messages are on as default on the firm level.

The next step is to turn on client portal for a matter.

 
Go to Matter Page > double click on the matter, or highlight the matter > Details
 
 
In matter details, click on Client Portal tab > Client Portal: Turn ON
 
Under Permissions, you can select what you want to share with the client. Note these selections are specific to this matter only. 
 

Once client portal is turned on, you will see  to the left of the client name on the Matter Page indicating that items can now be shared on the client portal for this matter. 
 
 
When turning off client portal for a matter, you will see a warning message as shown below:

If you click yes, the client portal will be turned off for the matter.

 

 
When turning off client portal on a firm level, you will see a warning message as shown below:

If you click yes, it will turn off client portal for all existing matters.

 

To learn how to invite your client to the portal, see here.
Updated on May 29, 2019

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