Practice management · Fee-earner, partner, COLP, client relationship lead
Share work with a client, with a passcode and a view log
Most advice leaves a firm as a PDF attached to an email, after which the firm knows nothing about who read it. A share link replaces the attachment, and every view and download is recorded on the matter.
- Agents
- First draft
- A share link created in under a minute from a signed-off run; the client's view is logged the moment it happens.
- Steps
- 6
The problem
Step 01 of 06
Start from a signed-off run
The action items are ticked and Verify all has been clicked before the share is created. The firm can require this with a hold policy.
Step 02 of 06
Create the link
Passcode on by default, an optional email gate, an expiry and a download setting are chosen; the cautious defaults are already selected.
Step 03 of 06
Privilege review runs first
The content that is about to leave the firm is checked before the link exists, not after it is sent.
Step 04 of 06
The client opens the link
The reader sees the memo in the firm's own brand, with the authorities and their verdicts, but not the internal action items or what the run cost.
Step 05 of 06
Read the view log
Client sharing lists every link, its settings and every view, with who and when if the email gate is on.
Step 06 of 06
Revoke or extend
A superseded document is revoked immediately and a fresh link created from the updated run; both versions stay on the register.
What comes back
A document, not a transcript.
- A client-facing link with a passcode, an optional email gate, an expiry and a download setting.
- A view log recording each time the link was opened, and by whom if the email gate is on.
- A record of any revocation, with the time, so a later question about which version was in circulation has an answer.
- The authorities and verdicts travelling with the shared document so the client can check them directly.
What it does not do
- It does not encrypt a copy the reader has already downloaded. Revoking the link does not reach a copy already saved.
- There is no watermarking or print blocking on the shared document.
- With the firm's hold policy switched on, a run citing an authority the firm checked and could not confirm cannot be shared at all.