Frequently Asked Questions
Getting Started#
How do I get started with Lawzana Flow?#
Sign up at flow.lawzana.com, complete the 5-step onboarding wizard (firm details, data region, team invitations), and you're ready to go. See Getting Started for a full walkthrough.
Is there a free trial?#
Yes. Every new organization gets a 14-day free trial with full access to all features, up to 3 users, and 500 AI credits. No credit card is required to start.
Can I invite team members during the trial?#
Yes, you can invite up to 2 additional team members during the trial (3 total including yourself). They'll have full access to all features.
Leads & Matters#
How do I convert a lead to a matter?#
Open the lead detail page and click Convert to Matter. Enter a title, and the lead's contact information is automatically transferred to the new matter.
Can I customize the pipeline stages?#
Yes. Go to Settings → Matter Stages (or Lead Stages) to add, rename, reorder, or delete stages. Pre-built templates are available for Litigation, Transactional, and Family Law practices.
What's the difference between a lead and a matter?#
A lead is a potential client who has shown interest but hasn't been retained yet. A matter is an active case or engagement. Convert leads to matters once the client has been retained.
Documents#
What file formats can I upload?#
PDF, DOC, DOCX, TXT, and images (PNG, JPG, JPEG). Maximum file size is 25 MB for team uploads and 10 MB for client portal uploads.
Why isn't AI analysis available for my document?#
AI features require text extraction to complete first. Check that:
- The document format is supported (PDF, DOC, DOCX, or TXT)
- Text extraction has finished (look for the ✓ indicator)
- For PDFs, ensure the document contains selectable text (scanned image-only PDFs may not extract properly)
Can I organize documents into folders?#
Yes. Both matter documents and standalone files support folder organization. Create folders, nest them, and assign custom colors.
AI Features#
What AI features are available?#
Each document supports: AI Summary, Key Facts Extraction, Document Chat, Gap Analysis, Deviation Detection, and Playbook Analysis. At the matter level, you have Matter Chat. The standalone AI Assistant is available for general legal research.
How many AI credits do I get?#
Trial accounts receive 500 credits/month. The standard paid plan includes 1,000 credits per month. Custom limits may vary by subscription. See Billing & Plans for credit cost per operation.
Is my data used to train AI models?#
No. Lawzana Flow follows a Zero Data Retention policy. Your documents and data are never used to train AI models. Data is processed and the response returned — nothing is stored by the AI provider.
Client Portal#
How do clients access their portal?#
Clients receive a magic link via email — no password or account creation needed. They click the link to access only the documents and information you've shared.
What can clients see in the portal?#
Only what you explicitly share. Depending on access level:
- View: Download shared documents
- Upload: View + upload documents
- Full: View + upload + messaging + timeline + milestones + AI assistant
Can I revoke client portal access?#
Yes. Remove the client's access from the matter settings. The revocation is immediate — their magic link stops working.
Team & Permissions#
What are the user roles?#
| Role | Access Level |
|---|---|
| Owner | Full access including billing. One per organization. |
| Admin | Manage team, settings, and workflows. No billing access. |
| Member | Access leads, matters, documents, and AI. No settings access. |
| Viewer | Read-only access to assigned matters only. |
How do I invite team members?#
Go to Settings → Team and click Invite Member. Enter their email and choose a role. They'll receive an invitation email.
Can I change someone's role?#
Yes. Owners and Admins can change any member's role from Settings → Team.
Billing & Subscription#
How does billing work?#
Lawzana Flow uses seat-based pricing. You pay per active team member per month. AI credits are included in your plan. Billing is handled through Stripe.
What happens if I run out of AI credits?#
Your included credits reset at the start of the next billing period. If you keep using AI after your included quota is exhausted, overage charges may apply depending on your subscription.
Can I cancel my subscription?#
Yes. Go to Settings → Billing → Manage Billing to cancel through the Stripe portal. Your data is preserved for 30 days after cancellation.
Security#
Where is my data stored?#
Your primary Lawzana Flow data is stored in the region you selected during onboarding: US (Iowa), EU (Belgium), or APAC (Singapore). If you have strict regional requirements for AI processing, contact support before rollout.
Is my data encrypted?#
Yes. All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Documents are stored with server-side encryption in Google Cloud Storage.
Do you comply with GDPR?#
Yes. Lawzana Flow is fully GDPR-compliant for EU data subjects, including data portability, right to deletion, and data processing agreements.
Integrations#
Does Lawzana Flow integrate with Zapier?#
Yes. Generate your API key in Settings → Zapier and use it in your Zapier workflows to automatically create leads from web forms, email, CRM systems, and more.
Can I embed a contact form on my website?#
Yes. The lead capture widget can be embedded on any website. Configure it in Settings → Widget, choose your display mode and styling, and copy the embed code. See Integrations.
Support#
How do I contact support?#
- Email: [email protected]
- Live Chat: Click the chat widget in the bottom-right corner
- Help Center: Visit lawzana.com/flow/support
I found a security issue. How do I report it?#
Email [email protected] with details. We take all security reports seriously and respond promptly.