Case Management, Instructional, Technical, Tutorial

Set Up and Manage Legal Case Files in SharePoint (Office 365)

Posted on by Jeff Kirksey

Introduction

For law firms, managing case files efficiently is crucial for maintaining confidentiality, organization, and compliance. Microsoft SharePoint in Office 365 provides a secure, cloud-based solution for storing, sharing, and collaborating on legal documents. This tutorial will walk you through the process of setting up a legal case file repository in SharePoint, ensuring best practices for document management and security.

Step 1: Create a Case Files Document Library

  1. Open SharePoint and navigate to your law firm’s SharePoint site.
  2. Click Settings (⚙️) > Site Contents > New > Document Library.
  3. Name the library using a consistent naming convention, such as “Case Files” or “Client Matters”.
  4. Click Create.

💡 Best Practice: Use structured naming conventions for case folders (e.g., “2025_Johnson_v_Smith”).

Step 2: Set Up Folder Structure for Case Files

  1. Inside the document library, click New > Folder.
  2. Create individual case folders using a consistent format, such as:
    • 🗂 Client Name
    • 📁 Matter ID
    • 📄 Document Type (Pleadings, Contracts, Discovery, Correspondence, etc.)
  3. Click Create to save each folder.

🔐 Security Tip: Use SharePoint permissions to restrict access to confidential case folders.

Step 3: Apply Security & Access Controls

  1. Navigate to the Case Files document library.
  2. Click on the folder or document you want to secure.
  3. Click Share > Manage Access.
  4. Assign permission levels:
    • Full Control: Senior attorneys
    • Edit: Paralegals, associates
    • View Only: Clients (if applicable)
  5. Click Apply.

⚖️ Compliance Note: Use Microsoft Purview to apply sensitivity labels and encrypt confidential case documents.

Step 4: Enable Version Control & Document Tracking

  1. Go to the Case Files document library.
  2. Click Library Settings > Versioning Settings.
  3. Enable:
    • ✅ Require check-out before editing
    • ✅ Keep version history
    • ✅ Require approval for new versions
  4. Click Save.

📜 Audit Tip: Versioning helps track changes and ensures compliance with legal document retention policies.

  1. Open Power Automate from Office 365.
  2. Click Create > Automated Cloud Flow.
  3. Choose SharePoint – When a file is created or modified as the trigger.
  4. Add actions such as:
    • 📨 Send an email notification when new case files are uploaded.
    • ✅ Move files to an “Archived” folder when cases are closed.
    • 🏷 Apply sensitivity labels to new documents.
  5. Click Save & Test.

🔄 Efficiency Tip: Automating case file workflows saves time and reduces errors.

Conclusion

By following these steps, your law firm can efficiently manage case files in SharePoint while ensuring compliance, security, and organization. SharePoint’s powerful features, including permissions, version control, and automation, help streamline case management and improve collaboration among legal teams.