Document Collection
Document collection is the core of what CaseHug does. This guide explains everything from how the intake link works to how documents are reviewed, approved, and eventually deleted.
How intake links work
When you create a matter, CaseHug generates a unique intake link — a URL that contains a secure token tied to that specific client and matter. Here's what makes it work:
One link per matter
Each matter has its own intake link. The link opens a personalized portal pre-populated with exactly the documents that client needs to provide.
No login required
Clients don't need to create an account or remember a password. The token in the URL is their authentication. Anyone with the link can access the portal — guard it like you would any client credential.
Automatic expiration
Links expire after 90 days by default. You can generate a new link at any time from the matter detail page if the original expires or gets lost.
Works on any device
The portal is mobile-first. Clients can click the link from a text message, open it on their phone, and photograph documents directly — no file conversion needed.
💡 The fastest way to send the link is via SMS — clients are more likely to open a text than an email, and they can complete intake while still at your office or immediately after a consultation.
Document types and requirements
CaseHug comes with 65+ document types pre-loaded, organized by practice area. When you create a matter, the platform automatically selects the right documents based on your case type and state.
Family Law
Marriage certificates, tax returns, financial affidavits, custody orders, birth certificates, and more
Immigration
Passports, visa records, I-94 records, police clearances, employment verification, sponsor documents
Estate Planning
Asset statements, property deeds, beneficiary designations, existing wills, trust documents
Personal Injury
Medical records, accident reports, insurance information, employment records, pain journals
Jurisdiction requirements are also built in — 42 specific requirements across SC, NC, GA, and FL are pre-loaded. If you practice in one of these states, CaseHug adds the state-specific items automatically (e.g., 1-year separation documentation for SC and NC divorce cases).
How to review documents
- 1From the Matter detail page, click 'Documents' to open the document review dashboard.
- 2The dashboard shows all requested documents as cards, organized into Required Documents and Additional Documents sections.
- 3Each card shows: the document name, current status (Pending, Uploaded, Approved, Rejected), the uploaded filename, and file size.
- 4Click on a document card's file row to open a preview modal. Images display inline with zoom. PDFs open in an embedded viewer. Word documents show file info with a download option.
- 5Use the Approve and Request Re-upload buttons on each card to action documents.
- 6For efficiency, use 'Approve All' when a client has uploaded a batch of clean documents that all look good.
Multi-page document upload
For documents that span multiple pages (tax returns, financial statements, medical records), clients can upload multiple files for a single document request. The portal groups them together under one document entry.
Multiple files per document
Clients can add multiple files to a single document request — useful for multi-page PDFs or photographed documents where each page is a separate image.
Reorder pages
Clients can drag-and-drop to reorder uploaded pages before submitting, ensuring the document is in the correct page order.
Combined review
All pages for a document appear together in your review dashboard — no hunting across multiple entries for the same document.
Document scanner (mobile)
Clients on mobile can use the built-in document scanner to capture paper documents with their phone camera. The scanner detects document edges, auto-crops, and enhances contrast so scanned documents are readable.
Camera capture
Tap the camera icon on any document upload to open the scanner. Point at the document and the scanner highlights its edges.
Auto-crop
The scanner automatically crops to the document boundary — no need to photograph the whole table or background.
Enhancement
Contrast and brightness are automatically adjusted to make text readable, even in low-light conditions.
Multi-page scanning
Keep scanning to add more pages. The scanner prompts 'Add another page?' after each capture.
Fillable court forms
CaseHug includes a library of fillable court forms for family law, immigration, and other practice areas. Clients can complete these forms directly in the portal — no printing, no handwriting.
Complete in-portal
Fillable forms open an in-browser form editor. Clients type their answers into the fields and submit — the completed form is auto-generated as a PDF.
Draft saving
Clients can save a draft and return later. Progress is preserved across devices.
E-signature
Forms requiring a signature include a signature pad. Clients sign with their finger (mobile) or mouse (desktop).
Auto-submit
Completed forms land in your document review queue automatically, labeled with the form type.
💡 Browse available court forms at Dashboard → Courts → [Your State]. You can assign any form from the library as a fillable requirement on a matter.
Requesting additional documents
If you need a document that wasn't in the original checklist, you can request it at any time.
- 1From the document review page, click '+ Request Document' in the header area.
- 2A modal opens. Select the document type from the dropdown (which includes all major categories — Identification, Financial, Legal, Children, Property, Medical, Other).
- 3If you select 'Other,' a text field appears where you can type a custom document name.
- 4Optionally add a note explaining what you need: e.g., 'Please include all pages and schedules from your 2023 return.'
- 5Check 'Notify client via email/SMS' if you want the client to be alerted about the new request immediately.
- 6Click 'Request Document.' The new item appears in the client's portal immediately.
💡 Clients can also upload documents of their own initiative from the “Additional Documents” section in their portal. These appear in your dashboard in a separate section.
Approving and rejecting documents
✅ Approving a document
Click 'Approve' on a document card when the uploaded file is correct and complete. The document status changes to Approved and (if integrated) syncs to your PMS. You can also use 'Approve All' to approve every uploaded document at once.
✗ Requesting a re-upload
Click 'Request Re-upload' when a document is blurry, incomplete, wrong document type, or otherwise unusable. A text field appears where you can add a note explaining what needs to be fixed. The client gets a notification and can re-upload directly from their portal.
Print-and-sign workflow
Some documents — like financial affidavits, retainer agreements, and consent forms — require a handwritten signature. CaseHug supports a “print and sign” workflow for these documents.
- 1. Mark a document as 'Print & Sign' when setting up your templates. The portal will show this document with a special print icon and instructions.
- 2. CaseHug presents the client with a download button for the document form, instructions to print and sign it, and an upload field to upload the signed copy.
- 3. Once the client uploads the signed document, it appears in your review queue like any other upload.
Auto-delete policy
CaseHug automatically deletes uploaded files after 90 days from upload. This is both a HIPAA compliance feature and a data minimization practice. Here's how it works:
⚠️ The 90-day auto-delete cannot be disabled on any plan. It's a core compliance feature. Plan your workflow accordingly — approve and sync documents promptly.
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