Training 106: Client Portal and Checklists

How to Use the Client Portal in Prima.Law

Efficiently involving your clients in the case-building process is key to streamlining your practice. One of the best tools for this is the Client Portal in Prima.Law. This article will guide you through setting up and using the client portal effectively.

Setting Up the Client Portal

1. Access the Administrator Panel:
2. • Navigate to the Client Portal tab in your Administrator Panel.
   • Here, you can upload a landing page main image and your firm’s logo. Use the recommended dimensions to ensure a perfect fit.
2. Enable the Client Portal for a Contact:
3. • Go to a contact’s profile.
   • Ensure the client has a valid email address.
   • Click to enable the client portal, which will automatically send an email with login credentials and a direct link to access the portal.
   • If needed, you can disable and re-enable the portal, generating a new password for security purposes.
3. Customize the Portal:
4. • Add your firm’s logo and branding to provide a professional and personalized experience.

Sharing Cases and Information

1. Control What You Share:
2. • By default, no information is shared in the client portal until you decide to do so.
   • You can toggle sharing for specific cases by clicking the “Share in Client Portal” option.
2. Sharing Notes:
3. • Create a note in the case (e.g., “Client met with attorney today to discuss the case”).
   • Click the option to share the note in the client portal.
3. Using Checklists:
4. • Checklists are the main feature clients will interact with in the portal.
   • Create a checklist of required documents for the client to upload (e.g., passport photos, birth certificates, etc.).

Client Interaction with the Portal

1. Client Login Experience:
2. • When a client logs in, they’ll see their open cases, starting with the most recent one.
   • The checklist is prominently displayed, allowing them to upload documents directly from their computer or smartphone.
2. Document Upload:
3. • Clients can take photos or upload files such as birth certificates or divorce judgments directly to the checklist.
   • Once uploaded, the documents will appear in the checklist as “provided.”
3. Reviewing Uploaded Documents:
4. • Notifications will alert your team when documents are uploaded.
   • Review each document manually to ensure accuracy and completeness before marking it as “approved.”

Benefits of Using the Client Portal

• Saves Time: Clients can upload documents remotely, reducing the need for in-office visits.
• Enhances Communication: Clients have access to updates, shared notes, and checklists in one central location.
• Improves Accuracy: Your team retains control over what is shared and approved, ensuring no errors slip through.
• Streamlines Notifications: The portal notifies you when documents are uploaded, cases are created, or notes are shared.

Best Practices

1. Train Your Clients:
2. • During the initial meeting, explain how the client portal works and its benefits.
   • Provide clear instructions for uploading documents.
2. Use Organized Checklists:
3. • Keep checklist categories clear and organized for easy navigation.
3. Follow Up:
4. • Schedule follow-up interviews to review uploaded documents and finalize case details.

Security and Accuracy

• Manual Control: Only share and approve documents or notes after careful review to ensure accuracy.
• Notifications: Stay informed of portal activities through the Notification Center and email alerts.

By encouraging your clients to use the client portal and effectively managing the information shared, you can save significant time and effort while improving the overall client experience. The checklist functionality alone can handle 90% of document collection, making it an indispensable tool in your practice.

Start using the Client Portal today and see the difference it makes in your case preparation and client satisfaction!