Key Terms
Key Terms
Required to know for this article specifically:
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Account owned by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org. Which Hona features and settings are accessible to each User is determined by their User Role.
Team Member = A profile in Hona used to indicate whether an employee of the Business is assigned to a case.
If the email associated with the Team Member matches that of a Business User, this functionality can be used to manipulate Business User notifications.
Team Role = An identifier that can be assigned to a Team Member to explain their responsibilities at the form
This functionality is used to display Team Members to your Clients in their Client Portal
Client = Client of the Business
End-user of Hona Client and its features
Hona Client (Portal) = Hona Client Portal interface where Clients can interact with Hona features
Business Users configure Hona Client features in their Hona Business Org
Important Hona terms to know in general:
"Project" is used interchangeably with "case" and "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages (Client or Business) = 2-way messages sent through Hona's 2-Way Messaging feature (typically sent via text)
Client Notifications = messages sent to the Client to notify them of Hona features you have configured (Project Type case updates, Forms, E-Signature requests, Review requests, etc). These are sent based on the Client's Notification Preferences
Business Notifications = alert received by Business Users when a Client takes action in their Client Porta
Clients take action by using Hona features configured in Hona Client
This article is for Stand-Alone Hona Orgs Only.
This article is for Stand-Alone Hona Orgs Only.
This means your Hona Org is not integrated with a CMS. This is important because integrated Hona Orgs create Team Roles automatically based on the configuration of your team in your CMS.
If you're here because you want to to understand how to configure Team Role settings (a step which doesn't change regardless of whether your Hona Org is integrated or not), skip down to Step 3 below.
If you would like to know more about how to create Team Roles in your CMS so they pull into Hona automatically, visit our Integrations page to find your CMS.
Overview
In Hona, Team Roles help you clearly define and present your Team Member's responsibilities to Clients while also controlling how Business User notifications function internally. For Stand-Alone Orgs, Team Roles must be created manually, giving you flexibility in naming, describing, and choosing what details are visible to Clients in their Portal. This guide walks you through setting up Team Roles, configuring their settings, and ensuring your Clients see the right information about who is working on their case.
Steps
1. Open Hona Org's Team Settings
From the side-bar in Hona, select Company Settings → Team
2. Add Team Role
Under Team Roles, select (+) Role
3. Configure Team Role Settings
Fill out fields below configure a Team Role in your Hona Org:
What should I put in ___ field?
What should I put in ___ field?
Name (Required)
This is the title of the Team Role. If you are going to be displaying this Team Role to your Clients, it is best practice to choose a title that will make most sense to them.
For example: You have an internal role called "Legal Support Staff" but in Hona, you decide to name this role "Paralegal" to help your Clients understand exactly how the Team Members in this Team Role will be assisting in their case.
Description
Not all Clients are going to understand the nuances between different legal roles and how each play a part in their legal case. If you are going to be displaying this Team Role to your Clients, this is where you can describe the Team Role to them and what they can expect from the Team Member fulfilling that Team Role.
Keep in mind you are describing the Team Role itself and not the Team Member who fills it. This ensures that multiple Team Members can be assigned the same Team Role.
Hide from Client?
If toggled off, any Team Members assigned this Team Role will be displayed to the Client in their Hona Client Portal.
If toggled on, any Team Members assigned this Team Role will be hidden from the Client in their Portal.
Reminder: Team Members are hidden by default if they are missing a Team Role. This toggle enables you to assign Team Roles for User Notification filtering without needing to display that Team Role (or the Team Member who fills it) to the Client in their Client Portal.
Show Phone Number to Client?
If toggled on, any Team Members assigned this Team Role will have their Phone Number displayed to the Client in their Client Portal.
This assumes a phone number is associated with the Team Member profile. If the Team Member profile is missing a phone number, no phone number will be displayed regardless if this is toggled on or off.
If toggled off, any Team Members assigned this Team Role will have their Phone Number hidden from the Client in their Client Portal.
Show Email to Client?
If toggled on, any Team Members assigned this Team Role will have their Email displayed to the Client in their Client Portal.
This assumes an email is associated with the Team Member profile. If the Team Member profile is missing an email, no email will be displayed regardless if this is toggled on or off.
If toggled off, any Team Members assigned this Team Role will have their Email hidden from the Client in their Client Portal.
FAQs
Why can’t I just upload my own file for my Team Member's profile picture? Why do I need to use an Image URL?
Why can’t I just upload my own file for my Team Member's profile picture? Why do I need to use an Image URL?
Hona is not designed as a file storage system. The only files saved in Hona are those shared directly between you and your Clients through features like 2-Way Messaging, Forms, and E-Signatures—because those files are tied to the Client’s Project (and your CMS for permanent storage). The features themselves, however, are not designed to store files.
Instead of storing your image files within Hona features, we pull those images from another internet source and then display them. This is the nature of "embedding" a file URL for third-party viewing.
How do I find an Image URL for my Team Member profile configuration?
How do I find an Image URL for my Team Member profile configuration?
It is much easier than you think. Simply find the image that you want to use online. This can be professional headshots you've posted on your website, or it can just be a social media platform. The important thing is the image exists online. Once you have found your image, right click and select the option that allows you to copy the Image URL. If you do not see this option, it means the image cannot be embedded in other softwares.
Below is an example of how easy this can be. I simply searched "Hona" in Google, found our a logo, and right-clicked to "Copy Image Address"
What if the profile picture I want to use for a Team Member is not online?
What if the profile picture I want to use for a Team Member is not online?
It will need to be in order to generate an Image URL. There are many tools online for Image URL converters that are also available to explore.
Conclusion
Team Roles give your Clients clarity on who is assisting them while also streamlining Business User notifications for your team. With the right setup, you create a more transparent and organized experience for both Clients and Business Users. If you have any questions or concerns, chat with our support team or email [email protected].
If you need to create some Team Members to assign to your Team Roles, read How to Create Team Members (Stand-Alone Orgs ONLY).
To add Team Members to a new Project or existing Project, follow the instructions in How to Create a New Project/Case (Stand-Alone Orgs ONLY).