Setting up a client portal in CaseWare Cloud

Setting up a client portal in CaseWare Cloud

A client portal enables your staff to interact with clients from a central location; you can share files, updates, and make requests. All these activities will then be stored in your workspace for future reference.

Set up a client account

You'll have to add your client as a contact before you can provide them access to Cloud. Once you've added them as a contact, you can activate their account. Your contact can then use their email address and designated password to access the portal.

To create a contact:

  1. Ensure that you have the Staff Admin role or equivalent rights.

  2. From the Cloud menu, select Contacts.

  3. Select New and, under Add, select Contacts.


  4. In the Add Contact dialog, enter your contact’s information, including the contact’s username, their first and last name, and their client entity.

  5. Select Save.

To create a contact group:

  1. Ensure that you have the Entities Admin role or equivalent rights.

  2. From the Cloud menu, select Groups.

  3. Select New, then choose Contact Group.


  4. In the Add Contact Group dialog, enter a name and description for your client group.


  5. Select Members in the left panel, and then select the checkboxes for all contacts you will add to the group.


  6. Select Save.

Share access to the client entity

Once the contact can access Cloud, you'll need to provide them basic access to their client entity - this way you can keep track of all documents and communications for this client in a single entity.

You can grant your contacts access to their client entity by giving them one of two predefined security roles:

  • The Contact - Entity Access role enables contacts to see the summary information for their client entity, and enables staff members to grant them access to files and activities as required.

  • The Contact - Entity Collaborator role grants the same permissions as the Entity Access role, but it also enables contacts to create their own files and activities in their entity.

To grant client-wide access:

  1. Ensure that you have the Owner role or equivalent privileges to the entity.

  2. From the Cloud menu, select Groups, Staff or Contacts.

  3. Select the user or group you want to edit the roles for, then select Ellipsis | Assign to Entities.


  4. Select the entities you want the user to have access to, then select Assign Roles to (#) and the appropriate role. Any roles that users already have due to previous settings appear under Inherited.


  5. Select Share.

Request files or updates from your client

Once the contact has access to the entity, you can begin requesting documents and engaging in discussions with your contact. All staff members with access to the entity will be able to see all communications and requests, unless their role prevents them.

To request a new file:

  1. Ensure that you have the Viewer role and your contact has the Entity Collaborator role, or equivalent privileges.

  2. From the Cloud menu, select Activities.

  3. Select New | File Request.


  4. Enter the appropriate Entity. A list of users with entity access will appear.


  5. Select the contacts you want to make the request of to add them to the recipient list.

  6. If applicable, set a Due Date, then select Next.

  7. Enter a subject heading and message detailing your request, then select Next.

  8. Optionally, you can enter an additional message which will appear in the body of the request email. Otherwise, select Complete.

To request an update to a file:

  1. Ensure that you have the Viewer role and your contact has the Entity Collaborator role, or equivalent privileges.

  2. From the Cloud menu, select Activities.

  3. Select New | File Request.


  4. Enter the appropriate Entity. A list of users with entity access will appear.


  5. Select the contacts you want to make the request of to add them to the recipient list.

  6. If applicable, set a Due Date, then select Next.

  7. Select the attach file, then select Existing to upload an existing file from Cloud or select Upload to upload a new file.


    Enter a subject heading and message detailing your request, then select Next.

  8. Optionally, you can enter an additional message which will appear in the body of the request email. Otherwise, select Complete.


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