The first to meet the client… and the first to put their file in order
In a law firm every case starts at the reception desk. In Murafe the secretary opens the client’s file with their ID and phone number and is warned if the client is already registered, records consultations and cases with their own name entered as the person who received the papers, prints the hearing roll, follows powers of attorney before they expire, and writes to clients with ready-made message templates.
What the secretary and receptionist sees on opening the system
Six daily tasks… in one place
Opening a client file
Chooses an individual, a company or a government body and the file number is generated automatically, then enters the QID, its expiry and the nationality, or the commercial registration, along with the phone number and the preferred notification channel.
Recording a consultation or a case
Records the consultation or the case from the “New” button and is entered automatically as “Received by”; the partner then sets who it is assigned to. If the enquirer is not yet a client, their name and phone number go into the consultation without opening a file.
Document handover acknowledgment
Opens it from the client’s file, where it is filled in automatically with a serial number, prints it for signature, then attaches the signed copy to its page.
Recording a power of attorney
The power of attorney’s number and type, its issue and expiry dates, the issuing authority and the attorneys’ names, with a copy in the documents, so that its valid number is later filled in automatically on delegation letters.
Printing the roll
Chooses the day in “Hearings” and prints the roll or saves it as a PDF, with the names of all the clients on each file.
Notifying the client
Sends a reminder or an update by WhatsApp or email from a ready-made template, previewing the text once the client’s name, the case number and the hearing date have been filled in.
Example permissions for the secretary and receptionist
An example only: every office sets the permissions of each role for each section (view, add, edit, delete, print), and can grant them to a particular employee or withhold them.
| Section | Access | Note |
|---|---|---|
| Clients | Limited | Opening files and editing their details; deleting and merging duplicates stay with management. |
| Cases and hearings | Limited | Recording cases and hearings and printing the roll, but not recording judgments. |
| Powers of attorney and delegation letters | Full | Recording powers of attorney and following their expiry, and preparing delegation letters for printing. |
| Documents | Limited | Uploading and viewing documents; downloading as the office decides. |
| Forms and approvals | Limited | Filling in and printing the document handover acknowledgment and the service request, without approving them. |
| Accounts and vouchers | No access | Kept for the accountant in this example; the receipt voucher permission can be granted when needed. |
| Office expenses | No access | The office’s internal expenses are not shown. |
| Users and roles | No access | Managed by the system administrator. |
For the secretary and receptionist to work with less effort
Search by QID or phone number before opening a new file, and if the system warns you of a match, open the existing file instead of creating a duplicate.
Always enter the QID’s expiry date: it is what triggers the alert before expiry and puts the date in the agenda.
Print tomorrow’s roll before the end of the day and check it again in the morning: today’s hearing decisions may add new hearings to it.
Set each client’s preferred notification channel, and write your messages from “Message templates” so that the office keeps one voice.
The features they use most
- Clients & opponentsOne file per client: cases, contracts, documents and balance.
- Cases & hearingsEvery court level, hearing decisions and appeal deadlines.
- Documents & powers of attorneyIn-app preview, download rights, expiry alerts.
- Alerts & messagingEmail, WhatsApp, device notifications and internal chat.
- Forms & printoutsThe firm’s official forms, filled from the system and printed.
Questions about the secretary and receptionist role
Yes, if the office gives them the receipt voucher permission. Permissions are set for each role, and a permission can be added for one particular employee without changing the whole secretary role. The voucher prints on the office’s letterhead, and once issued it is never deleted, only cancelled with a written reason.
The system warns you when a QID or phone number that is already registered is entered. If a duplicate does happen, in “Duplicate files” you choose the record to keep and the other is merged into it with its cases, agreements and documents; this needs both the permission to edit clients and the permission to delete them.
No, unless they are on the case team or have been given the “View confidential cases” permission. Even within a case, a document can be limited to specific people. The office decides this for each role and can make an exception for one particular employee.
In the “Client portal” section of the client’s file, access is turned on and a username and password are set; the details are then sent to the client by email or WhatsApp, and what they will see is chosen. This is done by whoever holds the “Manage client access to the client portal” permission. From then on the client sees only what the office has set: hearings, the document types allowed, their account, or their services.
Other roles in the office
- Managing partner
What needs your decision today, on one screen: urgent deadlines, requests awaiting approval, case and collection figures, and who is working on what.
Explore - Lawyer
Your hearings and their decisions, memoranda and filing dates, judgments and appeal deadlines, and your clients’ messages, on a computer or a phone.
Explore - Legal researcher and consultant
Memoranda from writing to review to filing, consultations with their opinions and fees, and the file’s documents at hand inside the system.
Explore - Accountant
Fee agreements and instalments, receipt and payment vouchers in Qatari riyals, expense requests to review, and any client’s statement of account.
Explore
Ready to organise your office?
Book a demo and we will show you Murafe on examples that look like your office’s daily work: from the first consultation to the final judgment.
- Arabic-first
- Qatari riyals
- A separate database for every office