Smokeball has a built-in Client Portal messaging platform that allows you to message clients or internal staff members and send documents securely.
Please take a look at the overview for the feature to learn more.
Accessing the Client Portal in the Smokeball Desktop App
There are two ways to access the Client Portal in the Smokeball Desktop App:
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Open a matter file and select the Messages tab.
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Alternatively, you can select the Messages tab in the Smokeball home screen to view messages across all matters.
Accessing the Client Portal in the Smokeball Web App
There are two ways to access the Client Portal in the Smokeball Desktop App:
- Open a matter file and select the Messages tab.
This will show all messages for that particular matter -
Select the Messages option in the main Smokeball menu to view messages across all matters.
Sending a message
You can send a message to a party/parties (as an External Matter Conversation) in the matter or to internal staff (as an Internal Matter Conversation).
- Open a matter file and click on the Plus icon next to External Matter Conversations or Internal Matter Conversations.
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To create internal channels or group chats with staff members, open the Client Portal from the Smokeball main menu (Messages tab) and select the Plus icon next to Channels or Direct Messages.
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- Choose the participant/s and click Create/Go to start the conversation.
- Compose your message in the text box at the bottom of the screen.
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You can opt to send the message to be viewed through the Client Portal website or send it as an SMS text message.
- If you have the Archie AI add-on, you can use Archie to help better convey your message by changing the tone, length or by improving your writing.
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- Once your message is ready along with any attachments, click the Send button.
Sending a file from a matter
The Send action in the Client Portal involves delivering a file as a one-off attachment in a conversation.
- Navigate to the Documents section of your matter and locate the file you wish to send.
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From the Smokeball Desktop App, right-click on the file and select Send, then select Client Portal.
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From the Smokeball Web App, select the three dots on the right-hand side of the file and select Send a copy.
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Choose the parties/staff you would like to send the file to and add an optional message.
You can also attach extra files by clicking the Attach button below the Message field if working in the desktop app, or the Add button if working in the web app.
Desktop app view:
Web app view: - Click the Send button when ready.
Sharing a file or folder
The Share action in the Client Portal involves delivering the file or folder as a dynamic link, meaning that the recipient can view any changes you make to the file itself.
Changes you make to a document or folder (including changing the folder structure) in Smokeball will carry over to a client when shared. Your clients can then view the latest version of the document or folder from their Client Portal without you needing to send them multiple versions.
- Navigate to the Documents section of your matter and locate the file you wish to send.
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From the Smokeball Desktop App, right-click on the file and select Share, then select Client Portal.
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From the Smokeball Web App, select the three dots on the right-hand side of the file and select Share a link.
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Choose the parties/staff and add an optional message. You can also choose extra files to share.
- Select Send.
When you click on a Shared document in a conversation, the Shared icon appears in the document icon.
To remove client access to the file or folder, select the three dots on the top-right corner of the document.
Important notes:
- When sharing a folder, the recipient will have access to all files within the folder and subfolders contained in it.
- Each folder can have a maximum of 130 files, and each file can be up to 5GB in size.
- There is no restriction on file types you can send or share.
- Documents and folders shared between parties on the Client Portal can be viewed from the Messages section in the matter’s File viewer in the Smokeball Desktop App.
Other ways to access the Client Portal
You can also access the Client Portal from the browser or the mobile app.
If you require any help with the Client Portal and Communicate, refer to our Frequently Asked Questions and Troubleshooting Guide for assistance.
To assist your client with messaging, send them the Communicate Guide to get started.