Overview
Docketwise's client portal enables you to collaborate securely with your clients via their own portal in Docketwise.
If you are the client of a firm/organization and wish to learn about using your client portal, you can click here to access an article that guides you through each step involved in using the client portal.
Contents
Setting Up the Client Portal
Inviting Your Client to their Portal
In order to set up the client portal for an individual contact, 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 Standard Portal as the Portal Type
Click the Submit button
After clicking the Submit button, your contact will be invited to the portal and receive an email that asks them to set their password and then directs them to their portal. From thereon, your client can log in to their portal anytime by navigating to client.docketwise.com.
Deactivating the Client Portal
If you wish to revoke access to the client portal for any reason, you can easily deactivate that client's portal. In order to deactivate a client's portal, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Click the slider bar next to Allow Portal Access
Resending a Client Portal Invitation
Portal invitations can also be re-sent to a contact. In order to re-send a portal invitation to a contact, you will need to follow the steps below:
Navigate to the contact's overview page
Navigate to the contact's overview page
Click on the Portal tab
Select the Resend Invitation button
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 a client 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 a client 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 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. Below, we will go over how each of these resources can be shared.
To get started you would need to locate the resource(s) (Tasks, Forms, USCIS Receipts, Invoices, and Files) that you would like to share.
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 contact's portal
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 More Actions ▼ button
Select the Share to Portal option
Select the contact's portal
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 More 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 contact's portal
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 contact'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 and Folders
When sharing files to a client 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 to 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 More Actions ▼ button
Select the Share to Portal option
Select the contact's portal
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 More Actions ▼ button
Select the Share to Portal option
Click the trash can icon
Secure Portal Messaging
Secure Portal Messaging allows you to communicate securely with your clients via the client portal.
You can click here or continue reading below to learn more.
Creating a new Secure Portal Message
In order to start creating a new conversation with secure portal messaging, you will need to follow the steps below:
Click the Create New ▼ button
Select the Message Option
Choose the Secure Portal option
Select the contact to whose portal the message will be sent
Enter your message subject and content or import a message template
Click the Send Message button
Note: A client must first have a client portal activated in order to receive a secure portal message.
Responding to Secure Client Messages
As soon as a client responds to the message, you will receive an in-app notification about the client's response.
In order to see the client's response, you can either click on the notification or click on the message from the Message index.
Once here, you can view the entire chain of correspondence as well as leave an additional reply.
Secure Portal Messaging Notifications
Notifications are sent to the parties involved when a new portal message is sent/received. See below for more detail on how these notifications will work:
A client starts a new message thread:
Depending on the option selected under your account's Notification Settings, the following parties will receive an in-app and email notification
Only the client’s assignees
The client’s assignees and the owner
All members of the firm
No one
A client responds to an existing message thread:
All members of the firm/account will receive an in-app notification
A client is sent any secure portal message:
The client will receive an email notification to their email address associated with their client portal
Previewing the Client Portal
You can easily review your client's Client Portal, as though you were the client by using the Preview Portal option. In order to use the Preview Portal option, you will need to follow the steps below:
Navigate to the contact's overview page
Click on the Portal tab
Click on the Preview Portal button.
Auto-Sharing to the Client Portal
You can choose to automatically share any newly created resources to a Client's 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 Client 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 Client 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 Client Portal upon creation for this specific Contact in Docketwise
Showing/Hiding Sections of the Client Portal
If you don't want your clients to see certain sections of the client portal, you can easily choose to hide these certain sections and they will be hidden from view in the client 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 client 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 client portal
Adding the Client Portal to Your Website
We've made it easy to add a button that opens up the Client Portal login page right from your firm's website, so clients can find it easily! Just copy and paste the code snippet below where ever you would like to include the link on your firm's website:
<a href="https://client.docketwise.com/c/sign_in">Immigration Software Portal</a>