Overview
With Docketwise, you can use the HR Portal to share employees and associated resources with your corporate clients' portals.
In the HR Portal, you can organize Tasks, Forms/Questionnaires, USCIS Receipts, Invoices, and Files, as well as the Status of Employee Matters by the employee so that it is easy to keep your corporate clients up-to-date and on track.
When sharing anything to the corporate client's HR portal, any of these Tasks, Forms, USCIS Receipts, Invoices, and Files can be simultaneously shared with the foreign national employee on their own portal.
In order to unlock this feature, you must be a Docketwise Pro or Advanced subscriber. If you would like to learn about the other features that you can unlock on a Docketwsie Pro or Advanced subscription, you can click here.
Contents
Setting Up the HR Portal
In order to set up the HR Portal for a corporate client, you will need to follow the steps below:
Activating the HR Portal:
Navigate to the contact's overview page
Click on the Portal tab
Click the slider bar to Allow Portal Access
Enter the email address
Select HR Portal as the Portal Type
Click the Submit button
After clicking the Submit button, your contact will be invited to the portal.
Changing a Client Portal to an HR Portal:
In order to convert a Client Portal to an HR Portal, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Select the option for HR Portal
Two-Factor Authentication
We're excited to announce the addition of two-factor authentication to our client portal, providing an extra layer of security to keep your account safe.
Enabling Two-Factor Authentication
Two-factor authentication can be easily enforced on each of your client's portals. If you wish to enforce two-factor on an HR portal, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Select the Enable 2FA button
Note: With two-factor authentication enforced, the contact will need to use an authenticator app (such as Google Authenticator, Microsoft Authenticator, Authy, Duo, etc.) to log in to their portal.
Disabling Two-Factor Authentication
If you wish to disable two-factor on an HR portal, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Select the Disable 2FA button
Sharing the HR Portal with an Additional Contact
With the HR Portal feature, you can share access to a company's HR Portal with any additional point of contact.
Granting Access to an Additional Contact
In order to grant HR Portal access to an additional contact, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Click on the Invite More Contacts button
Select the contact to whom you would like to grant HR Portal access
Click the Send button
Note: The additional point of contact for the company's HR portal will need to accept the email invitation that is sent when inviting them in order to access the HR portal.
Revoking Access from an Additional Contact
In order to grant HR Portal access to an additional contact, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Click on the Revoke Access Option next to the contact for whom you wish to revoke access
Adding Employees to a Company
To get started, the company will first need to have employees indicated. To add company's employees, you will need to follow the steps below:
Navigate to the contact's overview page
Select the Employees tab
Once you are in the Employees tab, you can indicate the employees by either creating a new contact or linking an existing contact
To create a new contact when indicating an employee, you will need to follow the steps below:
Click the + Create New button
Enter information regarding the new contact (Note: First Name and Last Name are required)
Click the Save button
To import a contact when indicating an employee, you will need to follow the steps below:
Click the Import button
Select the contact that is employed
Click the Import button
Adding Employees to the HR Portal
Once you have employees added, you are able to add them to the corporate client's HR Portal. To do so, you will need to follow the steps below:
Navigate to the contact's overview page
Select the Employees tab
Click the checkbox for each employee you would like to add
Click the "Bulk Actions ▼" button
Click Share to Portal
Select the corporate client's portal
Click the Submit button
Note: Archived contacts will not be shown in the HR portal even if they have been shared.
Removing Employees from the HR Portal
In order to remove employees from the HR Portal, you will need to follow the steps below:
Navigate to the contact's overview page
Select the Employees tab
Click the checkbox for each employee you would like to remove
Click the "Bulk Actions ▼" button
Click Share to Portal
Click the trash can icon
Sharing Resources to the HR Portal
Resources (such as Tasks, Forms, USCIS Receipt Notice Status, Invoices, and Files) can be easily and securely shared with your contact's client portal. When sharing these resources to an HR Portal, you can also share the same resource to the associated employee's Client Portal.
Also, when any of these resources are shared to a client's portal, they will be notified of that the new resource has been added and will be prompted to log in in order to view whatever has been shared.
To get started you would need to locate the resource(s) that you would like to share. Depending on how the resource is assigned, you will either navigate to the Company's overview page, Employee's overview page, or Matter's overview page.
Sharing and Un-Sharing Tasks
In order to share a Task, you will need to follow the steps below:
Navigate to the contact/matter to which the Tasks are assigned
Select the Tasks tab
Select the Share to Portal option
Select the company's portal
Indicate the employee associated with Task (optional)
Click the checkbox to share the Task to the employees Client Portal (optional)
Enter the employee's email address (optional)
Click the Submit button
In order to un-share a Task, you will need to follow the steps below:
Navigate to the contact/matter to which the Tasks are assigned
Select the Tasks tab
Select the Share to Portal option
Click the trash can icon
Sharing and Un-Sharing Forms
In order to share a Form, you will need to follow the steps below:
Navigate to the contact/matter to which the Forms are assigned
Select the Forms tab
Click the checkbox for the Form(s) you would like to share
Click the "Bulk Actions ▼" button
Select the Share to Portal option
Select the company's portal
Indicate the employee associated with Form (optional)
Click the checkbox to share the Form to the employees Client Portal (optional)
Enter the employee's email address (optional)
Click the Submit button
In order to un-share a Form, you will need to follow the steps below:
Navigate to the contact/matter to which the Forms are assigned
Select the Forms tab
Click the checkbox for the Form(s) you would like to share
Click the "Bulk Actions ▼" button
Select the Share to Portal option
Click the trash can icon
Sharing and Un-Sharing USCIS Receipts
In order to share a USICS Receipt Caste Tracking Status, you will need to follow the steps below:
Navigate to the matter to which the USICS Receipt was added
Select the Case Tracking tab
Select the Share to Portal icon
Select the company's portal
Indicate the employee associated with USCIS Receipt (optional)
Click the checkbox to share the USCIS Receipt to the employees Client Portal (optional)
Enter the employee's email address (optional)
Click the Submit button
In order to un-share a USICS Receipt Caste Tracking Status, you will need to follow the steps below:
Navigate to the matter to which the USICS Receipt was added
Select the Case Tracking tab
Select the Share to Portal icon
Click the trash can icon
Sharing and Un-Sharing Invoices
In order to share an Invoice, you will need to follow the steps below:
Navigate to the contact/matter to which the Invoice is assigned
Select the Invoices tab
Click the ⋮ 3 Vertical Dots icon for the Invoice you would like to share
Select the Share to Portal option
Select the company's portal
Click the Submit button
In order to un-share an Invoice, you will need to follow the steps below:
Navigate to the contact/matter to which the Invoice is assigned
Select the Invoices tab
Click the ⋮ 3 Vertical Dots icon for the Invoice you would like to share
Select the Share to Portal option
Click the trash can icon
Sharing and Un-Sharing Files
When sharing files to an HR portal, you also have the option to share the folders and folder structure as well. If you select to share a folder, it will share the selected folder along with all files and sub-folders associated with that selected main folder.
When the folder structure is shared with the client portal, your client can also use these folders as the destination for their uploaded files. You can click here to access a guide that can be shared with your clients on how to upload files to the client portal.
In order to share Files/Folders, you will need to follow the steps below:
Navigate to the contact/matter to which the Files are assigned
Select the Files tab
Click the checkbox for the File(s)/Folders(s) you would like to share
Click the "Bulk Actions ▼" button
Select the Share to Portal option
Select the company's portal
Indicate the employee associated with File(s) (optional)
Click the checkbox to share the File(s) to the employee's Client Portal (optional)
Enter the employee's email address (optional)
Click the Submit button
In order to un-share Files, you will need to follow the steps below:
Navigate to the contact/matter to which the Files are assigned
Select the Files tab
Click the checkbox for the File(s) you would like to share
Click the "Bulk Actions ▼" button
Select the Share to Portal option
Click the trash can icon
Sharing an Employee's Matter and Matter Status
In the HR Portal, employees' Matter Types and Matter Statuses are visible so that your corporate clients can stay up-to-date.
In order for a Matter and its Matter status to properly reflect in the HR Portal, the Matter should be assigned the corporate client as the Primary Contact and the Employee must be listed as Applicant. This can be done when creating a new Matter or by editing an existing Matter. Additionally, the employee must be shared to the HR Portal (click here to learn more).
Setting Up a New Matter
When setting up a new matter for a corporate client and their employee, you will need to follow the steps below:
Click the Create New ▼ button from your dashboard in Docketwise
Select Matter
Select the corporate client as the Primary Contact
Name the matter
Describe the matter (optional)
Choose a Matter Type (click here to learn more about matter types and statuses)
Select the Matter Status
Select the Employee as the Applicant
Click the Create Matter → button
Editing an Existing Matter and Updating the Matter Status
In order to edit an existing matter or update the Matter Status, you will need to follow the steps below:
Navigate to the matter's overview page
Click the Update Matter Details text under the Matter's name
Make sure the the corporate client is selected as the Primary Contact
Select the Matter Type (if necessary)
Update the Matter Status (if necessary)
Click the Update Matter → button
Previewing the HR Portal
In order to preview the HR Portal, you will need to:
Navigate to the contact's overview page
Click on the Portal tab
Click the Preview Portal button
After clicking the Preview Portal button, you will be taken to the main overview page of the HR Portal, where you will be able to see all Employees, Tasks, Forms/Questionnaires, USCIS Receipts, Invoices and Files.
Here, you can also select an individual employee that is related with the HR Portal in order to see only resources related to that specific employee.
Searching Employees in the HR Portal
Need help finding an employee in the HR portal? Not a problem!
From the Employees index of the HR portal, you can easily search by first and last name or email address to locate a specific employee.
Auto-Sharing to the HR Portal
You can choose to automatically share any newly created resources to a client's HR Portal.
These options can be set either across your entire firm for all contacts and/or at the individual level for each Client.
Firm-Level Portal Settings
To set your portal auto-sharing across the firm-level for all contacts, you will need to follow the steps below:
Navigate to Settings > Portal Settings
Check the boxes for resources that you would like to be auto-share to the HR Portal upon creation across your entire firm's contacts
Click the Save Changes button
Individual-Level Portal Settings
To set your portal auto-sharing for a specific contact's HR Portal, you will need to follow the steps below:
Navigate to the Contact Overview Page for whom you would like to update the settings for portal auto-sharing
Click the Portal tab
Check the boxes for resources that you would like to be auto-share to the HR Portal upon creation for this specific Contact in Docketwise
Showing/Hiding Sections of the HR Portal
If you don't want your clients to see certain sections of the portal, you can easily choose to hide these certain sections and they will be hidden from view in the HR portal.
These options can be set either across your entire firm for all contacts and/or at the individual level for each Client.
Firm-Level Portal Settings
To set your portal show/hide settings across the firm-level for all contacts, you will need to follow the steps below:
Navigate to Settings > Portal Settings
Check the boxes for resources that you would like to hidden in the client portal upon creation of a new portal across your entire firm's contacts
Click the Save Changes button
Individual-Level Portal Settings
To set show/hide settings for a specific contact's HR portal, you will need to follow the steps below:
Navigate to the Contact Overview Page for whom you would like to update the settings for portal auto-sharing
Click the Portal tab
Uncheck any boxes for the sections that you want hidden in the HR portal
Creating Contacts Via the HR Portal
Corporate clients using the HR Portal can create contact employees from within the HR portal for new foreign national employees that will need work done for a visa or immigration benefits. After the employee is added via the HR portal, the employee will be made as a lead within Docketwise.
Firm-Level Portal Settings
In order to allow/restrict corporate clients using the HR portal from adding employees, you will need to follow the steps below:
Navigate to Settings > Portal Settings
Check the box for Allow HR Portal clients to create employees to allow this action or uncheck the box to restrict this action
Click the Save Changes button
Notification Settings
You can also select how the users on your account/firm will be notified when a new employee is created via the HR portal. These notifications will arrive as soon as an employee is created via the HR portal and will arrive as an in-app notification.
In order select how the users on your account/firm will be notified when a new employee is created via the HR portal, you will need to follow the steps below:
Navigate to Settings > Notifications
Select the desired option under When an employee is created via the HR portal
Click the Save Changes button
Note: The client's assignee refers to the assignees of the corporate client contact from whose HR portal the employee was created.
How an Employee is Added
If the option above is enabled, corporate clients using the HR portal can add a new employee on the Employees dashboard from their HR portal.
When creating a new employee via the HR portal, the HR portal user will need to input the following:
First Name
Last Name
Email
Phone Number (optional)
Message (optional)
Once the employee is created, it will automatically be added as an employee of the corporate client and be shared to the HR portal.
How an Added Employee Appears
After an employee is create via the HR portal, this employee is added to your Docketwise account as a lead. This lead will list the company by which the employee was created and also will be added automatically as an employee of the corporate client, and be shared to their HR portal.
You can click here to learn more about leads and how they are utilized in Docketwise.