How can clients check their case status without calling my office?

Upload your case process documents, status definitions, and FAQ sheets into Chatref. The AI agent learns your exact language and procedures. Pair that with custom actions that connect to your internal case management system. When a client asks "What’s happening with my divorce filing?", the agent triggers a custom action, retrieves the current status, and delivers a message grounded in your firm’s voice - all inside the chat widget on your website.

This turns your site into a legal status tracking tool. Clients get answers in seconds, 24/7. No more voicemail tag or frustrated callers. For family law practices handling sensitive timelines, this kind of automated case update defuses anxiety and reduces administrative churn. And because custom actions are built in Chatref with zero code, you can set this up in an afternoon.

Most client portals require logins, separate URLs, and user training. With Chatref, you bypass all that. Embed the widget on your law firm’s homepage. Clients simply open the chat and ask. Custom actions for lawyers let you design entire workflows - case lookup, status checks, appointment requests - without a developer.

For example, a custom action can prompt the client for a case number or last name, then securely pull the relevant status update from your practice management software. This is your client portal alternative: familiar, instant, and branded to your firm. Plus, the same widget captures new leads when a prospect asks about your services. Chatref’s lead capture feature collects contact details right in the chat, so you never miss an intake opportunity.

Secure client communication is non-negotiable. Chatref’s website widget runs over HTTPS and is origin-allowlisted so it only loads on your domains. Every chat session is encrypted. You control precisely which documents the AI agent can reference, and custom actions connect to your backend via secure API calls that only expose the information you define. No general internet search ever touches your clients’ queries.

Your firm decides the scope of AI case information shared. For sensitive matters, you can set up the agent to redirect to a human attorney for detailed discussions. The shared inbox lets your team monitor conversations in real time and step in with full context when a client’s question requires legal judgment - no private data leaves the loop you control.

Traditional case updates drain hours from small family law teams. By implementing Chatref, you transform the experience: a client types a question, the AI agent responds with current case details, and your staff focus on billable work. Automated case updates also empower clients who might otherwise feel in the dark - a major advantage for retaining trust and referrals.

Beyond status checks, you can use custom actions to let clients request document copies, confirm hearing dates, or update contact information. Every interaction logs into your Chatref inbox, giving you insights into what clients ask most. Over time, you refine the knowledge base so the AI grows even more helpful. It’s a living system that scales your client service without scaling headcount.

What case information can I share in the chat?

You define the scope. Upload only the documents and data you want the AI agent to use. Typical shared information includes general case statuses, next steps, expected timelines, required forms, hearing dates, and office policies. For filings, motions, or privileged details, you can configure custom actions to confirm status without exposing underlying documents. Chatref never reveals anything outside the content you provide.

How do I set up case status updates?

Upload your internal status guides, client-facing explanations, and any process documents. Then create a custom action in Chatref that connects to your case management system. The AI agent will call that action when a client asks for an update. No coding is required - the interface walks you through mapping client inputs to your backend lookup. Once saved, the widget immediately starts serving current statuses.

Can clients request documents through the chat?

Yes. Custom actions let you build chat flows that collect document requests. A client can ask "Can I get a copy of my parenting plan?", the agent gathers the needed identifiers, and the request routes to your team or a secure file-sharing system. You can also set up the agent to direct clients to a link for upload or download, based on your internal rules.

How do I keep case information secure?

Chatref serves the widget over HTTPS, enforces origin-allowlisting, and encrypts all chat data in transit and at rest. Custom actions connect to your systems through secure, authenticated APIs - you define exactly what data can be passed. No client information is used to train shared models, and you can delete conversations at any time. The shared inbox gives your team full oversight.

What happens if the AI gives wrong case details?

Because Chatref is grounded only in your uploaded documents, it won’t hallucinate generic web information. If an unexpected error occurs, your team can jump into the conversation from the shared inbox to correct it immediately. Afterward, you update the source document or custom action parameters, and the fix is live immediately - no retraining needed. Regular review of chat transcripts helps identify edge cases.

How do I update case information in the chat?

For static information in the knowledge base, update the source document and Chatref will reflect the change automatically after a brief processing time. For real-time case data served through custom actions, you update your own case management system. The next time a client asks, the custom action fetches the latest status. No manual sync or chatbot retraining required.