How to assign files to clients

Assign a file to one or more clients from the **Send File** card in the file editor. Recipients get a secure portal link to review and electronically sign the file.

### Overview

The **Send File** card sits on the right side of every file in **Admin** > **Files**. You choose a **Portal**, search for the clients who should receive the file, set a **Due Date**, and click **Create**. eCourtDate creates one sent file per recipient, and your agency tracks each one from **Clients** > **Sent Files**.

- Send one file to several clients in a single action
- Set a **Due Date**, which defaults to 30 days ahead
- Attach a **Flow** so your message automation runs against the sent file
- Require an eSignature and add extra signers by email
- Work through the sent file statuses draft, pending, complete, and canceled

### Prerequisites

Before you assign a file, make sure you have:

- Access to **Admin** > **Files** in your agency
- A file already uploaded to **Files** (drag a file onto **Drop files here to upload**, or click **choose files**)
- A portal to attach to the file, created from **Portals**
- Client records you can find by name or reference in the **Recipients** search
- (Optional) A flow with **Type** set to **file**, created from **Flows**, if you want to attach a **Flow**

### How-To Steps

1. Go to **Admin** > **Files**.
2. Click the edit icon on the file you want to assign.
3. Select a portal from **Portal** in the **Send File** card. The rest of the card stays hidden until the file has a portal.
4. Enter a client name or reference in **Recipients**. Results appear once you type at least two characters.
5. Click a search result to add that client to the recipient list. Repeat for each additional client.
6. Set the **Due Date**, or leave the default of 30 days ahead.
7. Select a **Flow** if your agency uses file flows. The field is hidden when your agency has none.
8. Clear **Require eSignature** if the file does not need a signature. It is checked by default.
9. Enter a comma-separated list of emails in **Additional Signers** for anyone else who must sign. This field appears only while **Require eSignature** is checked.
10. Click **Create**.

### What to Expect

eCourtDate creates one sent file per recipient with a status of pending, then shows an alert telling you how many of your recipients it sent to. If you sent to a single recipient, the sent file record opens. If you sent to several, the recipient list clears, the form resets, and the new records appear in the **Sent Files** list below the **Send File** card with the client name, the status, and how long ago each one was created.

Open a sent file to change its **Name**, **Due Date**, **Flow**, **Status**, **Require eSignature**, and **Additional Signers**. The record also holds the **Electronic Signature** card once someone signs, a **Send a Message** card, and the outbound messages scheduled against the file. Every sent file is listed under **Clients** > **Sent Files**, where you can filter by **Status**, **Flow**, and **Creator**.

### Best Practices

- Choose the **Portal** first. The **Recipients** search, the **Due Date**, and the **Create** button stay hidden until the file has one.
- Add every recipient before you click **Create** rather than sending the same file one client at a time.
- Attach a **Flow** so the messages your agency already built run against the sent file. The scheduled outbound messages appear on the sent file record.
- Use **Additional Signers** for a co-signer who is not a client record in eCourtDate.
- Set **Status** to canceled on a sent file you no longer want completed instead of trashing it, so the record and its audit log stay in **Sent Files**.

### Frequently Asked Questions

**Q: Can I send the same file to several clients at once?**

A: Yes. Add each client to **Recipients**, then click **Create**. eCourtDate creates a separate sent file for each recipient and tells you how many of them it sent to.

**Q: What statuses can a sent file have?**

A: draft, pending, complete, and canceled. New sent files are created as pending, and you change the status from the **Status** field on the sent file record.

**Q: Do I have to require a signature?**

A: No. **Require eSignature** is checked by default, so clear it before you click **Create**. Clearing it also hides the **Additional Signers** field.

**Q: How do I include a signer who is not a client in eCourtDate?**

A: Keep **Require eSignature** checked and enter their email in **Additional Signers**. Separate multiple emails with commas.

**Q: Where do I see the details of a signature?**

A: Open the sent file from **Clients** > **Sent Files** and review the **Electronic Signature** card, which shows the signature image along with the name, email, IP address, and the date and time it was created.

### Troubleshooting

**Issue:** The **Send File** card shows only a **Portal** dropdown.

**Symptoms:** There is no **Recipients** search or **Create** button, and the card reads "Choose a portal before sending."

**Solution:** Select a portal from **Portal**. The file saves with that portal and the rest of the card appears.

**Issue:** The **Create** button is disabled.

**Symptoms:** You filled in the **Due Date** and other fields, but **Create** stays greyed out.

**Solution:** Add at least one recipient. Type a name or reference in **Recipients**, then click a search result so the client is listed above the **Due Date** field.

**Issue:** There is no **Flow** field in the **Send File** card.

**Symptoms:** The card jumps straight from **Due Date** to **Require eSignature**.

**Solution:** Create a flow in **Flows** with **Type** set to **file**. The **Flow** field is hidden while your agency has no file flows, and once you have one it preselects your default file flow, or the first flow in the list when none is set as the default.

> **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 send files to clients](/how-to-send-files-to-clients)
- [How to Manage Files](/how-to-manage-files)
- [How to Create Web Portals](/how-to-create-web-portals)
- [How to Create a Flow](/how-to-create-a-flow)