How to configure the Client Portal?

Objectives

• How to manage your Clients?
• Client By Companies 
• How to add a new request type category?
• How to add a new request type? 
• How to set the permissions
• How to add a new contract/document request type category?
• How to add a new contract/document request type?
• How to set the contract/document permissions?

Steps

The admin will be able to configure the client portal by heading to the Settings icon on the top right of the main menu --> System Settings.

The admin will scroll to the Client Portal box to set up and configure the module.

• How to manage your Clients?

Clients are the Clients Portal Users who are allowed to communicate with the legal team using App4Legal's Client Portal.

Clients are managed from the "manage users" under the Client Portal section. The Requests that are sent through the Client Portal are injected as Matters/Cases/Contracts/Documents in App4Legal.

Clients can be added in 2 ways using the Add Client hyperlink or the Actions button on the top right-> Add Client

The add Client form has important fields such as First Name, Last Name, Username, Email, Password, and access type. 

The green circle next to the Client's Name indicates his/her Status whether Active or not; green is Active, and Grey is Inactive. Also, the circle has a built-in action to activate or deactivate the Customer when the User clicks on it.

• Clients by Companies 

Under the client portal section, you have the "Clients by Companies". 

You can see all the clients related to a specific company by choosing the company name.

• How to add a new request type category?

The request type categories are managed through the request type categories under the client portal section. 

Using the Add hyperlink, the administration can add a new Request Type category.

In this way, the request types are categorized on the request page.

• How to add a new request type? 

The request types are the forms the Clients will fill in to send requests to the legal team. Request Types can be as many as needed and customized to fit the legal team's needs.

They are managed through the Request types under the Client Portal section.

Using the Add Request Type hyperlink the administration can add a new Request Type.

The Request Type form has many important fields:

• Name: Name of the Request Type; for example "Legal Request".
• Request type category: This is the category associated with this request type.
• Applicable on: Choose if applicable on Corporate Matter or Litigation case.
• Practice Area: For this particular category, select the relevant practice area.
• Description: A short hint that describes the request type and when it should be used.

Default Fields of the Request Type: They are the mandatory fields in a request. They are by default filled in every Request Type to be designed. The fields are Name, Priority, and Assigned Team. The administrator can set them as visible so that the client fills them in. 

• Add Field: Select from a pool of Fields the needed Fields to appear in the Request Types. The Fields that are not mandatory in a request can be ordered in the same way that they are added. They can be set as not Required with no need to add a Default Value for them.
• Display Name. It could be changed as desired.
• Default Value: is the preset Value that the admin chooses instead of a mandatory field that is put as not required.
• Description: is a short hint under the field to indicate the descriptive need of it.
• Actions: non-mandatory fields may be deleted.

In the notification section, you can specify the user who will receive a notification once a new request is created.

• How to set the permissions

The Permissions page will display all the Transitions in the system.

The admin can grant the needed Permissions so that the client can be able to change the Status from within the Client Portal interface.

This strictly depends on the business need of every Client.

If there is permission granted to the Clients to change a Status of a matter to for example In Progress while there are configured SLAs related to this Status, the SLA counters will automatically start the counters. Hence, granting the Client such permissions should be dealt with care.
The interface will look as such:

If the Transition is checked, this means that permission is granted to all Client Portal Users.

• How to add a new contract/document request type category?

The contract/document request type categories are managed through the contract/document request type categories under the client portal section. 

Using the Add hyperlink, the administration can add a new contract/document Request Type category.

In this way, the request types are categorized on the contract/document request page.

• How to add a new contract/document request type?

The Contract/Document request types are the forms in which the Clients will fill in to send contract requests to the legal team. Contracts Request Types can be as many as needed and customized to fit the legal team's needs.

They are managed through the Contract/Document Request types under the Client Portal section.

Using the actions on the left, the admin can edit, delete or hide/un-hide a Request Type from the Portal.

Using the Add Request Type hyperlink the administration can add a new Request Type.

The Request Type form has many important fields:

• Name: Name of the Request Type; for example "Service Agreement".
• Request type category: This is the category associated with this request type.
• Type: The contract/Document type.
• Sub-type: if there is any.
• Description: A short text that is put under the title of the Request Type to describe it.

• Default Fields of the Request Type: They are the mandatory fields in a request. They are by default filled in every Request Type to be designed. The fields are Name, Priority, and Assigned Team. The administrator can set them as required so that the client fills them in. Or, as an alternative, one or more of these fields can be set as Not Required and a value by default is preset by the administrator.
• Add Field: Select from a pool of Fields the needed Fields to appear in the Request Types. The Fields that are not mandatory in a request can be ordered in the same way that they are added. They can be set as not Required with no need to add a Default Value for them.
• Display Name. It could be changed as desired.
• Default Value: is the preset Value that the admin chooses instead of a mandatory field that is put as not required.
• Description: is a short hint under the field to indicate the descriptive need of it.
• Actions: non-mandatory fields may be deleted.

In the notification section, you can specify the user who will receive a notification once a new contract/document request is created.

• How to set the contract/document permissions?

The Permissions page will display all the Transitions in the system.

The admin can grant the needed Permissions so that the client can be able to change the Status from within the Client Portal interface.

This strictly depends on the business need of every Client.

If there is permission granted to the Clients to change a Status of a document/contract to for example In Progress while there are configured SLAs related to this Status, the SLA counters will automatically start the counters. Hence, granting the Client such permissions should be dealt with care.
The interface will look as such:

If the Transition is checked, this means that permission is granted to all Client Portal Users

For more information about App4Legal, kindly reach out to us at help@app4legal.com.

Thank you!