Building Blocks for Document Requests

• PDF Forms: Provision PDFs with fields and signatures once and reuse them as many times as you like.
• Text snippets: Insert recurring phrases into any message in seconds via the slash menu.
• Portal Flows: Combine an initial message and PDF forms – one click for a complete request.
• Embedding-ready: Portal flows can be used directly for embedded document requests on your website.

Where to find the building blocks

In the "Document Request" section you will find the three areas "PDF Forms", "Text Snippets" and "Portal Flows".

PDF Forms

A PDF form is a PDF that you provision once with input fields and optionally a signature field – e.g. a power of attorney or an assignment declaration. This PDF form can then be included in any number of requests.

How to create a PDF form:

Step-by-Step

1. Click "New" in the "PDF Forms" section.
2. Upload PDF via drag-and-drop or file selection.
3. Place fields via drag-and-drop: text, date, selection, and signature fields.
4. Optionally deactivate individual pages if the PDF contains more pages than the client should fill out.
5. Name and save the PDF form – ready to use in any request.

When creating a new request, simply select the PDF form from the dropdown. Fields, required entries and page configuration are applied automatically.

Text Snippets

Text snippets are short, reusable text blocks. They appear everywhere in the editor where you compose initial messages or client messages.

In the editor, simply type / to open the slash menu and select the appropriate snippet – with live search and keyboard navigation.

Useful Snippets from Law Firm Practice

• "Please provide police case number": consistent note for every mandate acceptance.
• "Please upload the following documents…": compact list of typically required documents.
• "Privacy notice brief": summary in one line, complementing the official text.
• "Kind regards, Law Firm XY": consistent signature in every message.

Portal Flows

Portal flows are the most powerful type of building block: they combine an initial message and any number of PDF forms into a ready-made set. This allows you to set up a complete mandate acceptance for criminal law or traffic law in seconds.

A portal flow can typically contain:

• Initial message: including text snippets and instructions for the client.
• One or more PDF forms: e.g. power of attorney, assignment, privacy policy.
• Default designations and case number schemes for consistent assignment within the firm.

Applying portal flows in a request

When creating a new document request, select the desired portal flow from a dropdown. Initial message, file types, provisions and signature fields are applied automatically.

You can then customise each portal flow individually – e.g. attach an additional document or refine the initial message – without changing the original portal flow.

Best Practices

To get started, the following building blocks are worthwhile and useful in almost every firm:

• General mandate acceptance: Initial message + power of attorney + privacy notice.
• Power of Attorney (Standard): PDF form as a reusable PDF with signature field.
• Assignment declaration traffic law: specific to the requirements of liability insurers.
• Initial consultation questionnaire: standardized data collection for every new client.