A practical Client Room structure for delivering professional work

When to use a Client Room

Use a Client Room when a report, opinion, assessment or similar piece of professional work has been prepared internally and is ready for controlled delivery to named recipients.

Keep drafting, formal review, billing and the organisation’s required record-keeping in the systems already approved for those purposes. The Client Room sits at the external delivery boundary: it keeps the prepared work, its supporting files and recipient access together.

Suggested Client Room structure

This is an operating example, not a built-in template or a granular folder-permission model. Use only the folders that fit the engagement. Keep names clear but avoid unnecessary confidential or personal detail because filenames and folder metadata sit outside Dossira’s optional file-payload encryption boundary.

01 Current deliverable

Place the report, opinion or assessment that recipients should use now in this folder. Give the file a clear title and date or version identifier. Dossira does not yet assign an authoritative-version state, so the folder name and filename must make the operator’s intention clear.

02 Supporting material

Keep appendices, source material and other prepared files that belong with the deliverable here. Do not use this folder for internal drafts merely because they relate to the matter; include only material intended for the room’s participants.

03 Client-provided material

Do not add this folder on the assumption that an external recipient can upload into it. The current external-recipient flow is for opening shared files, and guest uploads are not implemented.

A registered room member can upload and organise files. If the client should not be a registered member, collect their material through the firm’s established intake process and have an authorised member add the prepared files to the room.

04 Review and decisions

Dossira does not currently provide customer-facing comments, acknowledgements, approvals or decisions. Keep the review step and its formal record in the firm’s established system.

If a member uploads a document that records a decision reached elsewhere, label it as an uploaded record. Do not present the folder itself as evidence that Dossira performed or recorded the approval.

05 Closing record and export

A room-closing state and complete record export are not implemented. Do not design this folder around an assumed system-generated closing package.

Where the firm needs a final matter record, download the available files it must retain and assemble that record in its established system. This does not create an export of room activity, review history or recipient actions.

Version practice

Use a simple convention that does not depend on an unavailable complete version-history interface:

1. Keep the file recipients should use in 01 Current deliverable.
2. Include a date or version identifier in the filename when revisions matter.
3. When a revised file is ready, upload it with a clear name and move or rename the earlier file so that it cannot be mistaken for the current deliverable.
4. If previous versions must be retained, keep them as separately named files or in the firm’s established records system. Do not rely on Dossira to present a complete or authoritative version chain.
5. Direct recipients to the controlled room or share rather than sending the same file as a parallel email attachment. A downloaded copy remains outside the room’s future access controls.

Participant roles

Define responsibilities before sharing. These are operating roles, not predefined Dossira permission levels:

• Room operator: an authorised registered member who organises files, confirms the current deliverable and manages recipient access.
• Internal contributor: a registered member who adds prepared material when that access is necessary for the engagement.
• External recipient: a named client participant who opens a confirmed-email share, or a recipient of an explicitly created link when that broader access model is appropriate.
• Client contributor: use this role only when the client is intentionally added as a registered room member. The current external-recipient flow does not support guest uploads.

Set an expiry where the share should be time-limited. Revoke or reissue access when the recipient or scope changes. Revocation prevents future access through that share; it cannot retrieve a file already downloaded or copied.

Review or acknowledgement step

Complete review, acknowledgement or approval through the firm’s established workflow. Once that step produces a deliverable that is ready to share, add the prepared file to 01 Current deliverable and notify the recipient through the organisation’s normal communication channel.

Do not treat file access as acknowledgement. Dossira does not currently expose a complete customer-facing audit ledger or an approval record for the room.

Closing and export checklist

Before the matter leaves active delivery:

• confirm that 01 Current deliverable contains the file recipients should use;
• remove or clearly separate superseded material;
• expire or revoke external shares that should no longer provide future access;
• download the available files the firm must retain;
• retain approvals, acknowledgements and the final matter record in the firm’s established system;
• record any follow-up required outside Dossira.

This checklist is an operating practice, not a Dossira closing workflow. The current private preview does not provide a read-only closing state, complete room export or legal-record package.

Explore the Client Room

Explore the Client Room to see the current workflow, participant model and capability boundaries before requesting early access.