Clients
Every person your firm works with is a client. A client’s profile brings together everything in one place:- Overview — the case at a glance, its owners, and the client’s contact history.
- Profile — personal details collected across all their intakes, editable by attorneys.
- Documents — uploaded files with review status, plus translations.
- Forms — a fillable preview of each form’s questions and answers, with Lex’s review findings as comments pinned to the fields they’re about.
- Packet — the filing packet for the selected matter, and its findings.
- Government — USCIS receipt status, Court Watch and FOIA.
- Billing — invoices and payments across all their matters.
- Messages — the single thread between the client and your firm.
- Tasks — work items related to the client.
Contact history
The Contact history card on the Overview tab lists every email and link Lexfill has sent this client, newest first: when it went out, who sent it (or Automatic for system notices), the address it went to, and what happened to it. It covers:- invitation and sign-in link emails, and invite links you copied to send yourself,
- document-rejected notices,
- invoice emails and invoice reminders,
- payment receipts,
- new-message notices.
Delivered means the client’s mail server accepted the email. Spam
filtering happens after delivery, so it doesn’t confirm the email reached the
inbox or was read. If a client says they never got it, ask them to check
their spam or junk folder.
Exporting the client list
Use Export in the Clients page header to download the list as an Excel workbook or a PDF. The export contains the clients you can see, filtered by whatever is typed in the search box, with their name, email, phone, latest form type, creating attorney, invitation status and dates. The PDF carries your firm’s letterhead, and column headings follow the language you use in the console.Clients can also start life as leads. Prospects who fill out your firm’s
public lead form land on the Leads pipeline, and a hired lead
becomes a client with their screening answers already in the profile — either
when you convert them yourself, or
automatically when they sign and pay a
retainer you sent from the lead’s page.
Cases list
The Cases page lists every case you can see, one row per matter, with an Owners column: up to three owner avatars, then a “+N” that lists the rest, or Unassigned when nobody owns the case (the column is hidden on narrow screens). The Owner filter narrows the list to All owners, Me, Unassigned, or any teammate — and it lives in the page’s URL as?owner=, so a filtered list is a link you can share or bookmark (/cases?owner=me is where the My cases dashboard widget’s View all lands).
Import an existing matter
Not every client is a new one. If you already have a matter — a folder of passports, green cards, birth certificates, and the half-filled worksheet a paralegal built over email — you can create the client from those files instead of retyping them. On New client, choose Upload documents.- What to upload. Whatever you already have: PDFs, photos and scans, Word documents, plain-text and RTF files. Anything Lex can’t read is still stored and labelled “stored — not read”, and it never fails the import.
- Lex proposes the owner, you override. The review screen’s Owners row starts from the worksheet’s lead attorney when that name matches exactly one attorney at your firm, otherwise you; leave it alone and that derived owner is used (the screen says which), or tick your own choice and it wins outright. Anyone who has since left the firm is dropped with a note rather than failing the import.
- Every value shows its source. Lex reads the bundle and proposes the client’s identity and case type, with each value attributed to the document it came from and marked High or Check. Where two documents disagree, both values are kept and shown — nothing is silently resolved.
- Nothing is saved until you confirm. No client, no case, no used case allowance, and no row in your Clients list until you press the button on the review screen. Close the tab and come back later — an unfinished import is waiting for you under Resume import.
- Your client is not contacted. An import is you moving an existing relationship into Lexfill, so no invitation email is sent; the client’s Overview tab shows a banner saying they haven’t been invited yet, with Send invite and Copy link. Lex leaves you a high-priority task to invite them when you’re ready — and it’s your choice when that is.
Intakes
An intake is one guided questionnaire for one form. To start one, pick the client, the case type, and the form — Lexfill tailors the questions to the case type, so clients only see what’s relevant. Both the new-client wizard and Send another form also ask who owns the new case (you, by default; clear the row for an unowned case). A few things to know:- Multiple intakes per client. Need a second form from the same client? Use Send another form — answers already collected are reused wherever forms share fields, so clients never repeat themselves.
- Secure links. Intake links are tokenized and expire after 7 days. Clients can also complete intakes from their portal if they’ve registered.
- Preview chat. Attorneys can step through the client questionnaire exactly as the client sees it. Previews are stateless — nothing is saved.