Using the Client Portal

Accessing the Client Portal

There are two ways to access the Client Portal in the Smokeball Desktop App:

1. Open a matter file and select the Messages tab to see Client Portal messages within a specific matter:
   
2. Alternatively, you can select the Messages tab on the Smokeball home screen to view messages across all matters and conversations:
   

Sending a Message

1. Open a matter file and select Message from the matter action bar:
2. Optional: You can choose to send the message as an SMS text message, or require multi-factor authentication for additional security on your message.
   
3. Add the recipient(s) for your message: 
   
   
   • Selecting from Parties will create an External Matter Conversation to the selected recipient(s).
   • Selecting from Staff will create an Internal Matter Conversation within your firm.
4. Compose the contents of the message in the Message field:
   
5. Optional: Select Share, Attach, or Add Link to add files or links to your message.
   • Share sends the file or folder as a dynamic link, so recipients will always see the latest version with any updates you make.
   • Attach sends a fixed copy of the file as an attachment.
   • Add Link allows you to add a clickable hyperlink in the body of your message.
6. Select Send to send your message.
   

You can also send a message from the Messages tab on a matter or from the home screen by selecting + to start a new conversation, or choosing an existing conversation to continue.

Sending a File

The Send action in the Client Portal involves delivering a file as a one-off attachment in a conversation.

1. Navigate to the All Files section of your matter and locate the file you wish to send.
2. Right-click on the file and select Send, then select Client Portal.
3. Add the recipient parties and add an optional message. You can also attach extra files here. 
   
4. Select Send.

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.

1. Navigate to the All Files section of your matter and locate the file or folder you wish to share.
2. Right-click on the file and select Share, then select Client Portal.
   
3. Add the recipient parties and add an optional message. You can also select extra files to share. 
   
4. 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 shared file or folder, select the three dots on the top-right corner of the file or folder then select Remove Access.

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.