Per-case collaborators
Everyone on a case appears as a row of avatars at the top of the case. Click someone to edit what they can see, manage their forms, or remove them. Add people from the case menu. Each person has a baseline access set from the dashboard Team view, and adding them to a case can narrow or widen that baseline just for this case.
Two kinds of people, one place
Everyone on a case shows up as a row of avatars at the top of the case, next to the identifier. Clients wear a dashed amber outline so you can tell them apart at a glance, and hovering any avatar names the person and their role.
| Who they are | Signs in at | Activity verb on add |
|---|---|---|
| A teammate from your workspace | / | "Riley was assigned to this case" |
| A client, external, with portal access | /portal | "vendor@example.com was given client access to this case" |
Teammates already have workspace access; adding them to a case only controls which files of this case they see. Clients are external people with access to this case only. The same email can be a teammate in your workspace and a client in someone else's; the two are independent. See teammates and access.
If a case has more people than fit, the last avatar becomes a +N button that opens the rest of the list. Everyone stays reachable no matter how many are on the case.
How visibility works
Every teammate and client has a baseline access set, edited once in the dashboard's Team view (owner/admin only): a checklist of file categories and case-data fields, per teammate, plus a single Clients baseline everyone in the portal inherits. Teammates default to seeing everything; clients default to seeing nothing until an admin grants access. Adding someone to a case lets you narrow or widen that baseline for this one case only, by picking visible categories (e.g. permit, invoice, inspection_report) and visible fields. That per-case scope 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, and what the AI assistant surfaces in chat. A collaborator with zero visible categories is warned inline: they'll see no files and should probably be removed instead.
Step by step
On a case with nobody on it yet, a dashed person-plus button sits where the avatars would be, and opens the same form.
Adding either a teammate or a client sends a real email directly from Document Blueprint with a portal sign-in link, one of the few places the app sends mail on your behalf instead of composing a draft. That is why the client button reads Add and invite rather than just Add. The body is templated ("a team member" vs "a client" is the only difference); if you ticked forms, the email also lists the form names. See how notifications work for when email leaves the app vs. stays in-app.
Click any avatar to manage that person. The popover shows their name, email, and role, then offers Edit visibility, Remove from case, and, for clients only, Manage forms. Edit visibility toggles categories and fields on or off and Save: the change applies immediately, reflected on their next page load, with no grace period. Manage forms changes exposed forms after the fact, quietly updating the portal's Forms to fill section with no extra email.