USER GUIDE

How ProperFile Works

A real look at the everyday workflows inside ProperFile — from adding your first client to putting your firm’s follow-ups on autopilot. No jargon, just the actual steps.

ADD A CLIENT

From Lead to Client File in Under a Minute

Turning a new lead into an active client shouldn’t take a form-building session. Here’s the whole process.

STEP 1

Click Add New Lead/Client

It’s in the top navigation on every screen, so you never have to hunt for it. One click opens the intake form.

STEP 2

Enter the Basics

Name, contact info, and case type. Pick the practice area — Bankruptcy, Personal Injury, Family Law, Criminal, Immigration — and ProperFile shows the right fields for that case automatically.

STEP 3

The Case File Builds Itself

Save, and the client’s file, activity log, task list and document center are all created and ready — no separate setup required.

AUTOMATE THE BUSYWORK

Set an Automation Once, and It Runs Forever

Automations handle the repetitive follow-ups — welcome emails, status updates, reminders — so your team can spend that time on casework instead.

STEP 1

Name the Automation

Open Automations and click Create Automation. Give it a name your whole team will recognize.

STEP 2

Choose a Trigger

Fire it off a new lead, a new client, a case status change, or any record update — whatever moment in your workflow should kick it off.

STEP 3

Choose an Action

Send an email, a text message, or a client portal message. Personalize it with merge fields — client name, firm name, court date, case number — filled in automatically for every client.

STEP 4

Save and Forget It

Once it’s saved and toggled on, it runs by itself every time the trigger happens. No one on your team has to remember to send it again.

AND EVERYTHING ELSE

The Rest of Your Firm, Also Covered

Automations and new clients are just the start. Here’s a quick look at what else runs inside ProperFile.

Calendar

Court dates and appointments in one place, with two-way Google Calendar sync.

Tasks

Assign follow-ups to any team member and track them through to done.

Accounting

Track payment plans and invoices by month, right alongside the case file.

Data Tables

Build custom, filterable views of your caseload, firm-wide or just your own.

E-Documents

Send documents for e-signature and track pending vs. completed at a glance.

Client Portal

Clients upload documents, message your team, and view their calendar and payments.

See It in Your Own Firm

Start a free trial and walk through these same workflows with your own cases, or book a live demo with our team.

Built for Every Practice Area