Client Portal

The client portal gives your clients secure, self-service access to their matter information. Clients can view shared documents, track milestones, and send messages to your team, without needing a Lawzana Flow account.

How It Works#

1. You create a portal link for a matter
2. The client receives a magic link by email. No password or account is needed
3. They click the link to access their portal dashboard
4. The portal shows only what you've explicitly shared

Access Levels#

When setting up portal access, choose the appropriate level:

Under Advanced Permissions you can turn each part on or off for a link:

• Show shared documents
• Allow document uploads (works with View & Upload or Full Access)
• Show timeline
• Show milestones
• Allow messaging (works with Full Access)
• Show AI assistant

Setting Up Portal Access#

Owners, admins and the matter's responsible lawyer can create portal links.

1. Open the matter you want to share
2. Click Share with Client in the matter header
3. Click Create New Portal Link
4. Enter the client's email address and, optionally, their name (the matter's client details are filled in for you)
5. Choose an access level, and open Advanced Permissions to adjust individual switches
6. Leave Send email invitation to client on, or turn it off and copy the link to send it yourself
7. Click Create Link

The client receives an email with a secure magic link. Each link lasts 30 days.

What Clients See#

Documents Tab#

• List of all documents you've shared from the matter
• Download button for each document
• File size and date shared
• Clients cannot see documents you haven't explicitly shared

Timeline Tab#

• Shows when the matter moves from one stage to the next
• Each entry shows the date

Milestones Tab#

• Upcoming deadlines with due dates
• Overdue deadlines highlighted
• Completed deadlines for reference
• Priority badges: Low, Medium, High, Critical

Messages Tab#

• Clients can send messages to your team
• Each message is added to the matter's timeline and sent to the matter's responsible lawyer by email and notification (or as a notification to owners and admins when no one is responsible)
• Read and answer the conversation under Client portal messages: on a matter's Activity tab, or on a lead's Activity tab. The notice of a new client message opens it directly
• When you reply, each client with a live portal link that allows messages gets an email with a link to read it in their portal. The email doesn't contain your message
• Viewers can read the conversation but can't reply. If no client has a link that allows messages, share the portal first

Assistant Tab#

• AI chat for the client's questions about their matter
• Uses the matter's shared documents, plus its milestones and timeline when those are switched on for the link
• Each question uses 1 AI credit from your firm's pool. If your credits run out, the assistant asks the client to contact you directly.

Book a Meeting#

When at least one colleague has online booking open, the portal shows Book a meeting, with the lawyer on the client's matter first. See Integrations.

Sharing Documents#

Owners, admins and the responsible lawyer can share a document with the client. Anyone who can edit the matter can stop sharing it.

To share a specific document with a client:

1. Open the matter and go to the Documents tab
2. Find the document you want to share
3. Turn on the switch in the Client Portal column (on a phone, choose Share to Portal in the document's menu)
4. The document immediately appears in the client's portal

To stop sharing:

1. Turn the switch off (or choose Remove from Portal)
2. The document is removed from the client's view

Client Document Uploads#

Clients whose link allows uploads can upload documents:

• Maximum file size: 10 MB per file
• Supported formats: PDF, DOC, DOCX, TXT, images, Excel
• Uploaded documents are added to the matter's documents, but not shared back with the client
• The responsible lawyer (or, if no one is responsible, the firm's owners and admins) gets a notification, and the upload is added to the matter's timeline
• You can then share them back, analyze them with AI, or file them in a folder

The Client Intake Page#

A lead gets its own private page when you send the client intake (see Lead Management). The client opens it from the link in the intake email, with no account. It has numbered steps:

1. About your case: the client confirms their contact details and answers your intake questions, then clicks Submit intake. They can come back with Review or change answers
2. Your documents: they add several files at once (PDF, Word or photos, up to 10 MB each). Each upload is marked Sent to the firm
3. Ready to talk?: they click I'm ready to talk and the lawyer is notified. When online booking is open, they can Or book a time instead
4. Messages with the firm: they write to you, and you answer from the lead's Activity tab

The questions show in the language of the question set you chose in Settings → Intake questions. Lawzana's own questions follow the language the client picks.

Documents to Sign#

When you send a document for electronic signature (Essentials and Advanced), each signer gets their own link to that document only. The signer:

1. Clicks Review document to read it
2. If you asked for it, clicks Email me a code and enters the code to confirm it's them
3. Adopts a typed or drawn signature (and, when signing for a company, ticks I am signing on behalf of a company)
4. Clicks Sign

When everyone has signed, including your firm's countersignature if you required one, each signer gets the signed PDF by email and can click Download PDF. If you edit the document after sending it, the request is cancelled and you send a new version. This is an electronic signature with an audit trail.

Multi-Matter Access#

A client can have portal access to multiple matters at your firm. With active links for several matters, the client can use Switch Matter to move between them.

Managing and Revoking Access#

Click Share with Client on the matter to see its Active Portal Links. For each link you can:

• Copy link or Open portal
• Edit permissions
• Extend access by 30 days
• Revoke access

Each link also shows when it expires and when the client last opened it.

Security#

• Portal access uses token-based authentication, with no passwords stored
• Each access link is unique and tied to a specific client and matter
• Access links expire after 30 days unless you extend them
• Client uploads and messages, and your replies, are recorded on the matter's timeline, and you can see when each link was last used
• Documents are served over encrypted connections