Send files directly to clients with due dates, acknowledgment requirements, and signature requests so your agency can track exactly when documents are received, reviewed, and signed.

### Overview

Assigning files to clients lets your agency deliver documents to specific individuals and track their progress through every stage, from delivery to acknowledgment to signature. Instead of mailing physical copies or relying on generic email attachments, you can assign files through eCourtDate and monitor client engagement in real time.

- Assign files to one or more clients with specific due dates and instructions
- Require clients to acknowledge receipt before they can proceed
- Collect electronic signatures and initials from multiple signers on a single document
- Send automatic reminders when due dates are approaching or past due
- Track the full lifecycle of each assigned file from delivery through completion

Court clerks use file assignments to distribute court orders and compliance documents. Probation officers assign conditions of supervision paperwork. Administrative staff send onboarding materials to new clients. In each case, the assignment creates a clear audit trail that your agency can reference at any time.

### Prerequisites

Before assigning files to clients, make sure you have:

- An active eCourtDate agency account with Admin or Manager role access
- At least one file uploaded to your agency's file library (go to **Admin** > **Files** to upload)
- At least one client record created in your agency's **Clients** page
- A configured [web portal](https://app.ecourtdate.com/portals) so clients can access assigned files
- (Optional) Auto message templates set up if you want to send reminders automatically

### How-To Steps

#### Step 1: Navigate to the Files Page

1. Sign in to your eCourtDate agency.
2. Click **Admin** > **Files** in the top navigation bar.
3. Locate the file you want to assign in the files table, or upload a new file using the **Choose File** button followed by **Start Upload**.

#### Step 2: Open the File for Editing

1. Click the **Edit** button next to the file you want to assign.
2. Review the file details to confirm you have the correct document.
3. Click the **Assignments** tab to access the assignment settings.

#### Step 3: Create a New Assignment

1. In the **Assign File** section, select the client you want to assign the file to from the **Client** dropdown. You can search by name or case number.
2. Enter a **Due Date** if the client must complete the assignment by a specific date.
3. Add optional **Instructions** to provide context about what the client needs to do (for example, "Please review and sign before your next court date").
4. Select the assignment requirements:
   - **Acknowledge Receipt**: Requires the client to confirm they received the file before proceeding.
   - **Signature Required**: Requires the client to provide an electronic signature.
   - **Initials Required**: Requires the client to initial specific sections of the document.
5. Click **Assign** to create the assignment.

The assignment appears in the assignments table with a status of **Pending**.

#### Step 4: Add Multiple Signers (Optional)

If your document requires signatures from more than one person:

1. Click the **Add Signer** button on the assignment.
2. Select an additional client from the dropdown.
3. Choose the signature fields this signer is responsible for.
4. Repeat for each additional signer.
5. Click **Save** to update the assignment.

Each signer receives their own notification and can sign independently.

#### Step 5: Configure Automatic Reminders

1. Go to **Admin** > **Settings** and locate the **File Reminders** section.
2. Enable **Due Date Reminders** to notify clients as their deadline approaches.
3. Set the reminder schedule (for example, 7 days before, 3 days before, and on the due date).
4. Choose the notification channel: **SMS**, **Email**, or both.
5. Click **Save** to apply the reminder settings.

Reminders are sent automatically based on the schedule. You do not need to send them manually.

#### Step 6: Track Assignment Progress

1. Return to **Admin** > **Files** and click the **Edit** button on the assigned file.
2. Click the **Assignments** tab to view all assignments.
3. Review the status column for each assignment:
   - **Pending**: The client has not yet accessed the file.
   - **Viewed**: The client opened the file.
   - **Acknowledged**: The client confirmed receipt.
   - **Signed**: The client completed all signature requirements.
   - **Overdue**: The due date has passed without completion.

### What to Expect

After assigning a file, the client receives a notification through the portal (and optionally via SMS or email) that a document is waiting for them. When the client signs into the portal, they see the assigned file in their documents section along with any instructions you provided. As the client interacts with the file, the assignment status updates automatically. If reminders are configured, the system sends notifications according to your schedule until the client completes the assignment or the file is manually unassigned.

Signed documents are stored with a timestamp and audit trail that your agency can download at any time.

### Best Practices

- **Set realistic due dates** that give clients enough time to review and sign, especially for complex legal documents. A 7 to 14 day window works well for most court-related paperwork.
- **Include clear instructions** with every assignment so clients understand what is expected. Specify whether they need to read, acknowledge, sign, or take additional action.
- **Use automatic reminders** to reduce follow-up work for your staff. Configure at least two reminder intervals before the due date.
- **Review overdue assignments weekly** by filtering the assignments table by status. Follow up with clients who have not completed their assignments promptly.
- **Combine with portal login** by requiring clients to sign in before accessing assigned files. This adds a layer of identity verification to your document workflow.

### Frequently Asked Questions

**Q: Can I assign the same file to multiple clients at once?**
A: Yes. When creating an assignment, you can select multiple clients from the dropdown. Each client receives their own individual assignment with independent tracking.

**Q: What happens if a client does not complete the assignment by the due date?**
A: The assignment status changes to **Overdue**. If automatic reminders are enabled, the client receives a final overdue notification. Your staff can view all overdue assignments by filtering the assignments table.

**Q: Can I revoke or cancel a file assignment after it has been sent?**
A: Yes. Open the assignment from the **Assignments** tab and click **Remove**. The file is removed from the client's portal view, and any pending reminders are canceled.

**Q: Are electronic signatures collected through eCourtDate legally binding?**
A: eCourtDate captures electronic signatures with timestamps, IP addresses, and device information to support compliance with the Electronic Signatures in Global and National Commerce (ESIGN) Act. Consult your agency's legal counsel for jurisdiction-specific requirements.

**Q: Can clients access assigned files on a mobile device?**
A: Yes. Clients can view, acknowledge, and sign assigned files from any device with a web browser. The portal interface adapts to mobile screens automatically.

### Troubleshooting

**Issue:** Client reports they cannot see the assigned file in the portal.
**Symptoms:** The client signs into the portal but does not see the file in their documents section.
**Solution:**

1. Verify the assignment exists by checking the **Assignments** tab on the file.
2. Confirm the client is signing into the correct portal associated with the file.
3. Check that the file status is set to **Active** and not **Draft**.
4. Ensure the client's account is linked to the correct client record in eCourtDate.

**Issue:** Signature fields are not appearing on the document.
**Symptoms:** The client opens the file but does not see any signature or initials fields.
**Solution:**

1. Open the assignment and verify that **Signature Required** or **Initials Required** is enabled.
2. Check that signature field positions are configured correctly on the document.
3. If using multiple signers, confirm each signer is assigned to the correct signature fields.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Manage Files](/how-to-manage-files)
- [How to Create Forms](/how-to-create-forms)
- [How to Create Web Portals](/how-to-create-web-portals)