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Client folders and secure sharing

A client folder brings together contact details, reports and conversation bundles. Client access and releasing documents are separate choices.

In brief

  1. Open Clients. Find an existing folder or click New client folder.
  2. Fill in the name and create the folder. Then open Contact to manage the contact details.
  3. Use Submit files for an intake address or a secure upload link, if this is available for your organisation.
  4. Use Client sign-in to invite a client. By default the client sees nothing from the folder; release documents one by one via Share with client.
  5. After releasing, check what is visible. Revoke a link or release as soon as it is no longer needed.

Please note. Do not use a real client folder for practice. A client portal or upload link may depend on your plan.

Tasks

Create a client folder

Options: New client folder · contact details

  1. Open Clients and choose New client folder.
  2. Fill in the client name and create the folder.
  3. Open the folder and only fill in contact details if you need them for your work.
  4. Check that work ends up in the right client folder.

Find a client folder

Options: Search · open folder

  1. Open Clients and use the search field.
  2. Check the name found and open the right folder.
  3. Use the tabs for contact, material, submitting files or access.

Update client details

Options: Contact · email address

  1. Open the right client folder and choose Contact.
  2. Only update the contact details that are needed.
  3. Check the saved details before you use an invitation or email.

Receive documents through a client-specific email address

Options: Intake address · known sender · receive attachments

  1. Open the client folder and fill in the client's email address under Contact.
  2. Open Submit files and create an intake address if this is enabled for your office.
  3. Give the address to the client and later check the files received in the folder.
  4. Use your office's separate submission address for recordings and transcripts.

Invite a client to the client portal

Options: Client sign-in · invite · portal

  1. Fill in the correct client email address under Contact.
  2. Open Client sign-in and choose Invite client if the portal is available in your plan.
  3. Check the invitation status.
  4. Then release documents separately; a portal invitation does not share them automatically.

Share a document with the client

Options: Release per document · check · revoke

  1. Open the right document in the client folder.
  2. Choose Share with client and check which document you are releasing.
  3. After releasing, check what the client can see in the portal.
  4. Revoke the release if the document should no longer be visible.

Link a client folder to a new task

Options: Choose existing folder · create new folder

  1. Open the new task, for example Report or Conversation bundle.
  2. Under Client folder, choose the right existing folder or use Create client folder.
  3. Check the link before you start processing.
  4. Then check the result in the client folder concerned.

Detailed explanation

Client folders, uploads and client login

One folder per client with all their reports and conversation bundles. So when you have a follow-up conversation, you'll find everything straight away.

Open Clients and select a client folder. Use Contact for client details, Submit files for submissions, Client sign-in for client access and Share with client to make documents available.

Clients

Send in documents by email

Give this client their own email address for sending in missing documents. Anything they mail there, such as a photo of their payslip, automatically ends up in this client's file.

  1. Email address:

    Fill in this client's email address above. Without it their mail is ignored: only known senders get through.

  2. Create an intake address

    This client can email missing documents to this address. The attachments automatically end up in their file. Photos of a payslip or annual statement are fine too.

An administrator must enable document intake for your office before clients can submit files by email.

This address is for documents from the client. Send recordings and transcripts to your office's delivery address on the conversation bundle.

Secure upload link

Give your client a link so they can send in their recording and documents themselves. They need no account and see nothing from their file.

  1. Create upload link

    The link is ready. Send it to your client.

  2. Revoke

    Anyone with the link can send files until the expiry date, but cannot view anything. Revoke the link once you are done.

The secure upload link is available from Pro+.

Client portal

Give your client their own login. They only see their own client folder, and within it only what you release. They can always upload.

  1. Email address:

    First fill in this client's email address under client details; that is where the invitation goes.

  2. Invite client

    Your client receives an invitation by email and signs in with a link. No password is involved.

  3. What your client can see

    By default your client sees nothing from this client folder. Release each item you want them to see; you can always revoke it.

Secure client portal

The client portal is available from Pro+.

What you see can depend on your role, your plan and your organisation's integrations. Review every draft you create before you share or send it.