Organising documents
Grouping files within a matter
CaseFlow does not support folders inside a matter's Documents tab. Every uploaded file sits in a single flat table. Use the search box at the top of the table to filter by filename, and rely on consistent filename conventions to keep the list scannable.
If a single matter accumulates so many files that a flat list becomes unmanageable, consider splitting the work into separate sub-matters (one per phase of litigation, transaction stage, or workstream) so each matter has a focused document set.
Naming conventions
CaseFlow does not enforce file naming rules. Adopt your own system. A common pattern that sorts cleanly:
YYYY-MM-DD_Description_v1.pdfExamples:
2026-03-15_Motion_to_Dismiss_v2.pdf2026-04-01_Client_Interview_Notes.docx2026-04-10_Expert_Report_Final.pdf
Date-prefixed filenames sort the table chronologically when you sort by filename, and they make file identity obvious even when you do not have the version-history feature available (e.g. client attachments, task attachments).
Search
The Documents tab has a search field at the top of the file table. Searches match against the filename only. There is no full-text search of file contents (CaseFlow does not OCR or parse uploaded files).
If you cannot find a file by name, scroll the list or sort the columns (Filename, File Type, Last Activity, Uploaded By, Date Added).
Moving files between matters
There is no built-in way to move a file from one matter to another. If you uploaded a file to the wrong matter, download it, delete it from the original matter, and re-upload it to the correct one. Comments and version history do not transfer.
File-by-file visibility to the client
Each file on a matter has its own Visible to client toggle. Toggling it on does not retroactively notify the client; it just exposes the file in the portal the next time they log in. Use the bulk action to switch many files at once.
For client-level attachments, the visibility model is more granular: in addition to the show-in-customer-area toggle, you can open the Share file with modal on a specific file and select which contacts on the client should see it.
Storage limits
CaseFlow does not impose a per-tenant storage quota. Upload as many files as you need.
If a particularly large file fails to upload, ask your administrator to raise the upload size limit on the server.
Security
Files are served through CaseFlow's controlled download endpoints, not as direct static URLs. A request without a signed-in session is refused, with one exception: a file on a page your firm shares by private link, such as an invoice, fee estimate, legal proposal, billing adjustment or engagement letter you send a client (only the files the client is allowed to see), or a prospective client's privacy page. Anyone holding that link can open those files, so treat the link as private.
Within the firm, file visibility follows the parent record's access rules. A staff member who cannot view a matter cannot view that matter's documents, even by guessing the file ID in the URL. On the Multi-Practice plan, ethical-wall rules also apply: a walled matter's documents are hidden from staff outside the wall.
For client-side access via the portal, the Visible to client toggle (and the per-contact share list on client attachments) is the only gate. Anything you have not toggled on stays internal.