When you have merged a Letter in MM, you will need to send it to the Client for their review. The following article sets out how to send merged Letters via the Secure Client Portal.
1. Generate the Letter or Document
For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter.
2. Open the Documents tab
Now go to the Documents tab, then select your Matter and choose the Out sub-folder.
3. Select to send item to the Portal
After you have selected the Letter you wish to send via the Portal, right-click it and from the context menu choose Send Item => By Portal Message (attached).
Note: You can also choose the option to Send Item => By Portal Message (embed) which will embed the contents of the letter into the body of the Portal Message itself.
4. The 'New Portal Message' window will appear
Once you have selected Send Item => By Portal Message (attached), the 'new Portal Message' window will appear.
The Letter will appear on the Attachments tab of the message.
5. Add a Message/Instructions
To send the message to your Client with the attached Letter/s, give the Message a subject and insert any relevant instructions in the body of the message.
6. Multiple Matters - Select the Matter Save Location
If your Client File has multiple Matters, select the Matter which this Document and Message relates to.
(This field will not be visible if you only have one Matter attached to the Client File).
7. Select additional options
When you upload a message and a Document/Letter to the Portal, you can elect for additional things to occur from the Tasks tab:
7.1. Request a Document from Client
This option allows you to also to request a document back from the Client via the Portal. This request will be linked to an item in the Progress tab for this matter. To find the relevant item in the Progress list that you wish to link to you can:
- Use the drop-down list which will show a list of all documents/forms currently show on this matters Progress tab; or
- Use the + button to create a new document/form entry on the Progress tab for this matter.
7.2. Mark a Progress Item as Complete
This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:
- Use the drop-down list which will show a list of all tasks currently show on this matters Progress tab; or
- Use the + button to create a new task entry on the Progress tab for this matter.
8. Send the message
You can now send the message. You can also choose if you want to notify the client of the new addition to the Portal.
8.1. Send Message
Choosing the Send Message option will simply send the portal message along with its attachment to the Client's Portal.
8.2. Send Message and Notify Client by Email
This option will open the 'Email To' window to prepare an email to send to the client. See the guide 'How to send an Email' for detailed steps on this process.
8.3. Send Message and Notify Client by SMS
If you have configured MM to use your SMS provider, you can use this option to notify your client via SMS.
