The Estate Files tab in EstateMin is where you manage key documents for a matter, such as death certificates, wills, and trust documents. Key files help your firm track important documents, record where originals are stored, share documents with clients, and sync files to Clio.
📁 What are default key files?
When you navigate to the Estate Files tab on a matter, you'll see a set of default key files that are created automatically based on the matter type.
System default key files:
Probate - Testate: Death Certificate, Will
Probate - Intestate: Death Certificate, Will
Trust Administration: Death Certificate, Will, Trust Document
Estate Planning: Will, Trust Document
If you change the matter type (for example, from Probate - Testate to Trust Administration), the default key files will update to reflect the new type.
Can I create default key files for every new matter?
Yes. Alongside the system defaults above, your firm can add its own default key files so they appear on every new matter of a given type. These are set in Account settings > Matter Defaults > Default key files, with a separate tab for each matter type. (Learn more)
📝 What fields does a key file have?
Each key file includes the following fields:
File Name (required). The name of the document.
Location. Where the original is stored, for example the attorney's office or the client's home.
Execution Date. The date the document was executed.
Note. A free-text field for internal context. It appears as a tooltip when you hover over the key file row.
Add to client portal. Check this box to put the key file on the client portal. If the box is unchecked, the key file is for internal firm use only. Checking it reveals two options:
Share file lets clients view firm documents attached to this key file.
Request upload asks clients to send your firm a file.
The two options are independent. You can turn on both at the same time, so the client can view your document and upload their own copy on the same row.
Client instructions (optional). Text the client sees. Use it to explain what the document is, what file format you need, or where to find a copy.
Attach File. Upload firm documents to attach to the key file.
The key files table on the Estate Files tab displays the File Name, Location, and Execution Date columns.
➕ How do I add a new key file?
Open the matter and navigate to the Estate Files tab.
Click Add Key File.
Enter a File Name (required) and fill in any optional fields: Location, Execution Date, and Note.
To put the key file on the client portal, check Add to client portal, then turn on Share file, Request upload, or both, and add Client instructions (optional).
To attach a document, click Attach File and select a file from your computer.
Multiple files can be attached.
Click Save.
✏️ How do I edit a key file?
On the Estate Files tab, click on the key file you want to edit.
The Edit Key File modal will open with the current details.
Update any fields as needed, such as File Name, Location, Execution Date, or Note.
Click Save to confirm your changes.
📎 How do I attach or remove a document from a key file?
To attach a document:
Open the key file by clicking on it.
Click Attach File and select a file from your computer.
Once uploaded, the file name will appear as a link below the Attach File button and you'll see a "File uploaded" message.
Click Save. You'll see a "Key file saved" message.
To remove an attached document:
Open the key file by clicking on it.
Click the delete icon beside the attached file name.
Click Save to confirm.
Each attachment carries a badge showing who added it. A blue Firm badge means the file was uploaded by your firm. A green Client badge means the file was uploaded by the client and accepted by your firm.
🤝 How do I share a file with a client?
On the Estate Files tab, click the key file you want to share.
In the Edit Key File modal, check Add to client portal.
Turn on Share file. Turn on Request upload as well if you also want the client to send you a copy.
Add Client instructions (optional) to tell the client what the document is or what you need them to do.
Click Attach File and select the document from your computer. Attach as many files as you need.
Click Save.
Your client receives an email letting them know a new document is waiting in their portal. On the client's portal, the key file sits as a row inside the Estate Files step. It shows Needs review until the client opens the file, then Shared with me. If you also turned on Request upload, the row shows Upload requested at the same time.
📥 How do I review a file a client uploaded?
Open the matter and go to the Client Portals tab.
On the client's card, open the Estate Files step. It carries a count badge when uploads are waiting.
Find the key file row and click Review uploads.
The modal shows Instructions (the client instructions you wrote) and Uploaded File.
Click Add to Estate Files to accept the file, or Close to leave it for now.
You'll see an "Accepted 1 file into Estate Files" message. The row then shows an Action of Added and a Client Upload of No new uploads. The file appears on the key file with a green Client badge and syncs to Clio.
👀 How do I view an attached file?
Open the key file on the Estate Files tab.
Click the file name or the download icon.
The file opens or downloads from Clio.
Attached files live in Clio, so you need to be signed in to Clio Manage in the same browser to open or download them. If a file will not open, sign in to Clio and try again. A file a client has uploaded but you have not accepted yet can be opened from the Review uploads modal on the Client Portals tab.
🗑️ How do I remove a key file type?
On the Estate Files tab, click on the key file you want to remove.
In the Edit Key File modal, click the Remove button (in yellow, bottom-left of the modal).
Default key files cannot be removed (Will, Death Certificate, Trust document)
The key file will be removed and a confirmation message will appear at the top of the screen.
🔄 How do key files sync to Clio?
When your firm attaches a document to a key file, the file syncs to the matching matter in Clio. Synced files appear in Clio under Documents > Estatemin > Estate Files.
A file the client uploads works differently. It does not sync to Clio when the client sends it. It syncs only after your firm accepts it with Add to Estate Files on the Client Portals tab, so nothing reaches Clio without firm approval.
💡 Good to Know
The maximum size for any single file is 25 MB.
Unchecking Add to client portal removes the row from the client's portal entirely, including files the client already uploaded against it. The key file and all of its attachments stay on the firm side.
Clients cannot delete files your firm shared with them. They can only delete files they uploaded themselves before they are accepted by the firm. After they are accepted they must contact the firm to remove.
Clients are emailed when you share a file with them, so they know to sign in and review it. The client must have been invited to their portal first.
Default key files are determined by the matter type. Changing the matter type (via Edit on the Estate Overview) will update the default key files.
Notes added to key files appear as a tooltip when you hover over the key file row in the table.
You can add as many custom key files as needed beyond the defaults.
The Add Source button below the key files table lets you link to external document storage for the matter, for example Dropbox or Google Drive.
💬 Need Help?
Use the chat bubble in the lower-right corner of EstateMin or email [email protected] for support.