Documents & Files

Lawzana Flow provides two ways to manage documents: attached to a matter, or as standalone files in the Documents section. Both support AI-powered analysis.

Uploading Documents#

To a Matter#

1. Open the matter and go to the Documents tab
2. Click Upload, then drag and drop files into the window or click Browse Files. You can add several files at once
3. Documents are automatically associated with the matter

If a folder is selected when you upload, the files go into that folder.

The upload window also has Google Drive and OneDrive buttons. Pick files there and Flow adds a copy to the matter, as if you had uploaded them from your computer. Flow only reads the files you choose. Google Docs, Sheets and Slides are added as Word, Excel, PowerPoint or PDF files.

To the Documents Section (Standalone)#

1. Go to Documents in the sidebar and open the Files tab
2. Click Upload Files or drag and drop
3. Standalone files are not tied to any matter. Use them for templates, reference materials, or firm-wide documents. Use Assign to Matter later to move one into a matter.

Supported Formats#

File Size Limits#

• Uploads by team members: Up to 25 MB per file
• Uploads by clients (via portal): Up to 10 MB per file, in PDF, Word, Excel, text or image format

Duplicate Uploads#

When you upload a file to a matter or lead that already holds the exact same file, Flow asks before storing it. Choose:

• Cancel: keep only the existing document
• Upload a copy: store the file again as a second document
• Replace existing: keep the existing document, with its folder, portal sharing and AI results, and give it the new file name

When you upload several files to a matter at once, the others are stored first and Flow asks about each duplicate in turn. Documents uploaded before this check existed are not matched.

Folder Organization#

Organize your documents into folders for easy navigation:

1. In the Documents tab, click Show folders
2. Click the new-folder icon next to Folders and name the folder
3. Move documents with Move to Folder in the document's actions
4. Use New subfolder in a folder's menu to nest folders; you can also rename or delete folders there

AI Processing#

When you upload a document the AI can read, Lawzana Flow reads it in the background and extracts its key facts. The AI reads the file itself, so photos and scanned pages work as well as typed documents.

In the Documents section, each file shows its status: Pending, Text extracted or Analyzed.

AI Analysis#

Click View & Analyze on a document to open it with its AI tools, or Open in Assistant to ask the Assistant about it. See AI Features for full details on:

• Summary: One-click document overview
• Facts: Dates, parties, claims, amounts
• AI Assistant: Ask questions about the document
• Review: Run a playbook review for issues and gaps
• Entities: Find the people and companies the document names, and add them to your contacts or the matter

Sharing Documents with Clients#

To share a document through the client portal:

1. Open the matter's Documents tab
2. Turn on the switch in the Client Portal column for that document (on a phone, choose Share to Portal in the document's menu)
3. The document becomes visible in the client's portal view, marked Shared in your list
4. Clients can download shared documents

Signed Documents#

When everyone has signed a draft sent for e-signature from a lead or matter, Flow files the signed PDF in that lead's or matter's documents. A copy you upload with Upload signed copy is filed the same way. See Drafting.

Downloading Documents#

• Click the download icon next to any document to save a copy
• Documents are downloaded in their original format
• Clients can download shared documents from the portal

Deleting Documents#

1. Click the delete icon next to a document (on a phone, use the document's menu)
2. Confirm the deletion

Only owners and admins can delete matter documents and standalone files; on a lead, anyone except viewers can delete documents. Standalone files can also be archived and restored instead.