Training 108: Sharing Forms In The Client Portal

Sharing Forms with Clients through the Client Portal in Prima.Law

Collaborating with clients is an essential part of building efficient cases, and Prima.Law provides tools to share forms with clients via the Client Portal. While this feature can be powerful, it’s important to use it thoughtfully to maintain a productive client-attorney relationship. Below, we outline how to share forms and manage permissions effectively.

Why Share Forms with Clients?

Sharing forms can be useful in scenarios such as:

• Accuracy Reviews: Allowing clients to review forms for accuracy before submission.
• Employment-Based Immigration Cases: Providing employers the ability to verify information.
• Collaborative Clients: Engaging clients who prefer to stay involved in the details of their case.

However, be mindful of potential risks. Sharing forms too early or allowing full editing access could lead to misunderstandings about the role of the attorney. Use this feature selectively and communicate its purpose clearly to clients.

How to Share Forms via the Client Portal

1. Navigate to the Forms Tab:
   • Open the client’s case in Prima.Law.
   • Go to the Forms tab and select the form(s) you wish to share.
2. Enable Sharing:
   • Click the option to share the form with the client. This action will make the form available in the Client Portal.
3. Set Permissions:
   • Open the form in Prima.Law and adjust sharing permissions:
     • Read-Only Access: Allow clients to view the form without making changes.
     • Editable Fields: Enable specific fields for editing if necessary.
     • Use the options to enable/disable all fields on a page or select individual fields to manage access.
4. Client Portal View:
   • When clients log into the Client Portal and navigate to the Forms section, they will see the shared forms.
   • Forms with read-only permissions will display as locked fields. Clients can review the entire form but cannot make changes unless specific fields have been enabled for editing.

Sharing Best Practices

1. When to Share Forms:
   • Share forms during the review phase to ensure accuracy.
   • Avoid sharing forms too early in the data entry process to prevent confusion.
2. Communicate Expectations:
   • Explain to clients why forms are being shared and how they should interact with them.
   • Let clients know that your firm typically handles the majority of data input to ensure accuracy and efficiency.
3. Use Selective Permissions:
   • Limit editable fields to critical areas where client input is needed.
   • Keep the majority of fields read-only to maintain control over the form’s integrity.

Additional Options

1. Share Completed Packages:
   • If sharing forms isn’t part of your typical workflow, you may prefer to share a complete case package later in the process.
   • This ensures that all data is finalized and reviewed before the client sees it.
2. Use for Specific Case Types:
   • Sharing forms is particularly helpful for employment-based cases or clients who are highly detail-oriented.

Final Thoughts

Client collaboration is an important part of building efficient cases. While sharing forms is not the default approach for many firms, it can be a valuable tool when used strategically. Prima.Law’s Client Portal makes it easy to share forms securely and manage permissions to suit your practice’s needs.

By enabling selective access to forms, you can involve clients in the process while maintaining control over the case’s integrity. Use this feature wisely to enhance efficiency and client satisfaction.