5 Common Approaches — and Why Most Break Down
Law firms rely heavily on Microsoft 365.
Outlook, SharePoint, Teams, and OneDrive are central to how legal work gets done.
Yet one operational problem persists across firms of all sizes:
Getting clients to submit the right documents, on time, in the right place.
Whether it’s intake forms, signed agreements, identity verification, or discovery materials, the way firms collect documents often creates:
- Repeated follow-ups
- Disorganized matter folders
- Bottlenecks for paralegals
- Risk around deadlines and compliance
The issue isn’t Microsoft 365 itself — it’s the lack of a structured intake process layered on top of it.
Below are the five most common document collection methods law firms use within Microsoft 365 today, and why only one holds up under real-world legal workloads.
1. Asking Clients to Email Documents
Typical workflow
Clients are instructed to reply to an email with the requested files attached.
Why it’s still common
- Requires no setup
- Clients understand email
- Works for single, low-risk documents
Where it fails
In practice, email quickly becomes unmanageable:
- Attachments land in different inboxes
- Files get buried in long threads
- No consistent naming or version control
- Staff must manually move documents into SharePoint matter folders
For matters involving multiple documents or strict timelines, this approach introduces unnecessary risk.
Assessment: Not sustainable for legal work
2. Sending Clients a Shared Folder Link
Typical workflow
A SharePoint or OneDrive folder is created for a matter and shared externally.
Why firms try it
- Documents upload directly to SharePoint
- Avoids email attachments
- Uses existing Microsoft permissions
Why it causes friction
This method lacks structure:
- Clients aren’t sure what to upload
- Files often end up in incorrect folders
- No visibility into what’s outstanding
- No automatic reminders or deadlines
The burden shifts from email management to folder cleanup.
Assessment: Some improvement, still heavily manual
3. Granting Clients Guest Access to SharePoint
Typical workflow
Clients are added as external users to SharePoint sites or libraries.
Why it seems appealing
- Strong access controls
- Centralized document access
- Fully native to Microsoft 365
Why it rarely works well
From the client’s perspective:
- Confusing sign-in steps
- Verification codes and access issues
- Frequent “I can’t log in” emails
From the firm’s side:
- Ongoing guest access management
- Security reviews and offboarding concerns
- Administrative overhead when matters close
Technically sound, but operationally inefficient.
Assessment: Too complex for client-facing intake
4. Using SharePoint’s “Request Files” Option
Typical workflow
A Request Files link is generated, so external users can upload documents without logging in.
Why firms consider it
- No client account required
- Files land directly in SharePoint
- More secure than email attachments
Why it falls short for legal workflows
While useful, this feature has limitations:
- No guided checklist for required documents
- No way to enforce one document per requirement
- No completion tracking
- No reminders or follow-up logic
- No connection to matter-level tasks
It’s a helpful SharePoint feature — not a complete intake solution.
Assessment: Useful component, incomplete process
5. Structured Client Document Intake Built Around Microsoft Teams
Typical workflow
Clients receive a secure upload link tied to:
- A predefined document list
- Automatic SharePoint folder creation
- Real-time status tracking
- Notifications inside Microsoft Teams
- Optional task creation when files arrive
Clients:
- Upload documents through a simple link
- Never log in
- Never interact directly with SharePoint
Firm staff:
- See exactly what’s been submitted
- Get notified when items are completed
- Receive files automatically organized by matter
- Trigger next steps without manual coordination
This approach aligns with how Microsoft 365 is meant to function in professional services environments.
This is the model implemented by Trovve Vault.
Assessment: Scalable, secure, and client-friendly
Why SharePoint Often Gets Blamed
SharePoint is excellent at storing and securing documents.
What it does not do on its own is:
- Manage client submissions
- Track outstanding requirements
- Enforce intake standards
- Coordinate internal follow-up work
When firms feel their document process is “messy,” it’s usually because the intake layer is missing.
Key Takeaway for Law Firms
If your firm already operates on Microsoft 365, adding another portal or system is rarely the answer.
What’s needed is a structured, client-friendly intake process that sits on top of SharePoint and Microsoft Teams — not outside of them.
That’s exactly the gap Trovve Vault is designed to fill.
See How This Works in Practice
We’re onboarding a limited number of law firms that want to streamline document collection without adding portals or client logins.
Request early access to Trovve Vault
FAQs
1. What is the best way for law firms to collect client documents in Microsoft 365?
The most effective approach is a structured document intake process layered on top of Microsoft 365, rather than relying on email or ad-hoc SharePoint folders. This includes predefined document lists, automatic folder organization in SharePoint, status tracking, and internal notifications—often coordinated through Microsoft Teams.
2. Why is email a poor method for collecting legal documents from clients?
Email creates risks and inefficiencies. Attachments are easily buried, misnamed, duplicated, or forgotten. Staff must manually move files into SharePoint, increasing the chance of errors, missed deadlines, and compliance issues—especially matters involving multiple documents or time-sensitive filings.
3. Can SharePoint alone manage client document intake for law firms?
No. While SharePoint is excellent for document storage and security, it does not manage client submissions, track outstanding documents, enforce intake standards, or automate follow-up. Without an intake layer, firms are left with manual work and inconsistent processes.
4. Is SharePoint’s “Request Files” feature secure for client uploads?
Yes, SharePoint’s Request Files feature is secure and avoids email attachments. However, it is not a complete intake solution. It lacks document checklists, completion tracking, reminders, and matter-level visibility—making it unsuitable as a standalone workflow for legal intake.
5. Why is granting clients guest access to SharePoint often unsuccessful?
Guest access introduces friction for clients and overhead for firms. Clients frequently struggle with sign-ins and verification, while firms must manage external user access, security reviews, and offboarding. The result is a technically sound but operationally inefficient process.
6. Do law firms need a separate client portal to fix document collection issues?
Not necessarily. For firms already using Microsoft 365, adding another portal often increases complexity. A better approach is enhancing existing tools—SharePoint and Microsoft Teams—with a structured intake process that clients can use without logging in.
7. How does Microsoft Teams fit into legal document intake?
Microsoft Teams acts as the operational hub. When document intake is integrated with Teams, staff can receive notifications, track submission status, trigger tasks, and coordinate next steps without switching systems—keeping intake aligned with daily legal workflows.
8. What problems does structure document intake solve for legal teams?
Structured intake reduces:
- Repeated client follow-ups
- Disorganized matter folders
- Paralegal and admin bottlenecks
- Missed deadlines and compliance risk
It also improves visibility, accountability, and consistency across matters.
9. What makes a document intake process “client-friendly”?
A client-friendly process:
- Requires no account or login
- Clearly lists required documents
- Allows simple uploads via secure links
- Provides clarity on what’s complete and what’s outstanding
This reduces confusion and speeds up submission.
10. How is Trovve Vault different from standard SharePoint workflows?
Trovve Vault adds the missing intake layer on top of Microsoft 365. It combines structured document requests, automatic SharePoint organization, real-time status tracking, and Microsoft Teams notifications—without requiring clients to interact directly with SharePoint or log into a portal.
