Collaborators on a case
Each case has a Team panel for workspace members and a Clients panel for external people with portal access. Both are scoped by file category visibility, not per-field.
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Each case has a Team panel for workspace members and a Clients panel for external people with portal access. Both are scoped by file-category visibility, not per-field.
For org-wide role mechanics (what a Worker or Client role grants across the workspace), see per-case collaborators. This article covers the case-level mechanics: how to add someone to this case.
The two panels
- Team — workspace members assigned to this specific case. They already have workspace access; the assignment controls which files of this case they can see.
- Clients — external people (not in your workspace) with portal access to this case only. They receive an email invite and sign in at
/portal.
Each row collapses to an avatar, name, and ⋯ menu. The menu exposes Edit visibility, Remove from case, and — for clients — Manage forms.
How visibility works
When you assign someone, you pick which file categories they can see (e.g. permit, invoice, inspection_report). That single list drives everything:
- Which case files appear in their view
- Which activity entries they see (anything referencing a hidden file is filtered out)
- Which inbox chips show on the case card
- What the AI assistant will surface in chat
A collaborator with zero visible categories is warned inline: they won't see any files and should probably be removed instead.
Adding a team member
- Open the case in the dashboard.
- In the Team panel, click the person-plus icon.
- Enter the worker's email (must already be a workspace member).
- Pick the visible categories.
- Click Assign.
An activity entry is recorded: "Riley was assigned to this case".
Adding a client
- In the Clients panel, click the send icon.
- Enter the client's email address.
- Pick the visible categories (what files they'll see in the portal).
- Click Send.
- Document Blueprint sends them a real email directly with a portal sign-in link — see How notifications work for what triggers a real send vs. a share-sheet draft.
An activity entry is recorded: "client@example.com was given client access to this case" — the verb reflects that they're an external collaborator, not staff.
Once added, expand the client's row menu and pick Manage forms to choose which form templates they can fill from the portal's Forms to fill section.
Editing visibility mid-assignment
Open a row's ⋯ menu and pick Edit visibility. Toggle categories on/off and Save. The change applies immediately — the collaborator's next page load reflects the new scope. There's no grace period.