Data Transfer: The Embedded Client Portal Solution for Law Firms

March 18, 2025 - Law Practice Management

Law practice management software – which is effectively a relational database for case management – can also include almost all of the related data for your cases in its cloud iteration via integrations. And if you’ve heard of case management software, you’ve probably also heard of ‘client portals,’ which is a way for law firms to share information hosted or available through the case management software directly with clients.

Now, this is advantageous because that data remains in its encrypted form at the case management software program and isn’t sent anywhere, i.e., it’s never exposed. So the client creates a password and views the data in its secure format. Now the client may download or save the file or document, but then it’s on them to secure it. This method is safer/more secure than sending sensitive data via email where that information can pass through a number of unencrypted servers before reaching its final destination.

So, if you have law practice management software: heck, yes! use it to share secure data.

But, what if you don’t have a law practice management software tool?

Well, you can still use this technique for documents and files. If you have a subscription to either Microsoft 365 or Google Workspace, you can share files and folders in effectively the same way using Microsoft OneDrive or Google Drive. It’s a little less streamlined than using a case management software because, in that system, you can directly share invoices via the time & billing feature; for example, whereas in a traditional document management system, you have to build the invoice first and then share it. But, honestly, if you put in a little more prep work, you can end up sharing all the things you share in a case management software via a productivity software.

While it still makes good sense for law firms to also use a case management software (and potentially opt for that version of the client portal), even if you don’t have one, you can still get the benefit of secure file sharing.

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We can help you find undiscovered features in your existing technology. Just reach out!

The Wyoming State Bar offers free law practice management consulting services through Red Cave Law Firm Consulting.

To request a consult, visit the Wyoming State Bar’s law practice management page, and start running your law firm like a business.