Set Up Text Messaging (SMS)

Using CosmoLex’s built-in Text Messaging (SMS) service provides you with an easily accessible way to reach your clients from within the CosmoLex application. By enabling this service, your firm will be able to:

Engage in two-way text messaging with clients and keep those conversations linked to a specific matter.
Send an embedded link to invoices, reminders, and low retainer requests to notify clients of payments due.
Include an embedded payment link to take payments quickly and conveniently if your firm is using the CosmoLexPay or LawPay integration.

Starting Enrollment

To begin your enrollment for SMS:

From the bottom of the navigation, click Account.
From the Account left navigation, click SMS.
On the SMS Messaging screen, click to start the enrollment process.
This will take you to the CosmoLex SMS Integration information screen. After reading the information, click Continue.

Application Process

To complete the application process, on the CosmoLex SMS Brand Registration screen, complete the fields in the Business Information, Physical Business Address, and Authorized Representative sections.

Note:

To continue, you must complete all fields marked with an asterisk (*)
To ensure that the information provided matches the public records, US users must verify their firm’s information using the EIN at: https://www.hipaaspace.com/irs/irs-tin-check.

CosmoLex SMS Brand Registration
Fields	Description
Legal Business Name	This defaults to the firm name that you entered under Settings > Firm Settings > Firm Information. Ensure that you enter the legally registered name of your firm that matches your Tax ID. Failure to do so will result in delays or rejection by regulatory authorities.
Business Information
Business Type	From the options in the drop-down, select your business type.
Business Industry	From the options in the drop-down, select your business industry.
Company Status	Click the radio button to choose between Public or Private. If you select Public, enter the Stock Exchange and Ticker Symbol in the fields that display.
US – Tax ID (EIN) Canada – Business Number (BN)	US users, enter your nine-digit Employer Identification Number. Canada users, enter the first nine digits of your business number without any letters.
Website	Enter the URL for your firm’s website. If you do not have a website, you can enter the URL for your firm on a social media site.
Social Media Profile	This is an optional field. Enter your Social Media URL, if desired.
Physical Business Address
Address 1	Enter your street address.
Address 2	Enter any additional details of your address.
City	Enter the name of your city.
State/Province	From the drop-down, select the name of your State/Province.
Postal Code	Enter your postal code.
Country	Defaults to the country selected when registering for CosmoLex.
Authorized Representative
First Name	Enter the first name of your authorized representative.
Last Name	Enter the last name of your authorized representative.
Email Address	Enter the user’s email address.
Phone Number	Enter the user’s phone number.
Job Position	Select from the drop-down.
Title	Enter the title of the authorized representative.

Once complete, you can either Save and Return Later or Continue.
Clicking Continue will take you to the Review screen.
Verify that the information on the Review screen is correct by checking the boxes. Use the back button to make any changes.
After checking the boxes, click Next: Select Phone Number. You can also Save and Return Later.
On the CosmoLex SMS Phone Number Purchase screen, enter your Area Code and hit Search.
From the list of available numbers that displays, select your preferred number and click Save. You can scroll through the numbers on each page to select one that you prefer.
On the Edit Phone Number screen, in the Forward Calls To field, enter a phone number capable of receiving voice calls. Leaving the field blank, will give your caller the following message: The number you are trying to reach does not have call forwarding set up. Disconnecting now.
After completing the fields, click Submit.
You will be redirected to the SMS Enrollment Summary screen.
If you are satisfied with the information on the Summary screen, click Save. If you wish to make any changes, click Cancel.

Once your application is submitted, it takes about 8 business days for approval. You will receive an email and your dashboard will be updated with the status of your application.

Configuring SMS Within CosmoLex

Once you have submitted your application for SMS registration, you can check its status on the SMS Messaging screen and also configure other SMS settings in this area.

From the bottom of the navigation, click Account.
From the Account left navigation, click SMS.

SMS Messaging Screen Fields

Field	Description
Registration Summary
Firm Name	Defaults to the firm name entered at the time of registration
Phone Number	Defaults to the number you selected during registration
Forwarded Number	Defaults to the call forwarding number you entered during registration. You can click the edit icon to change the forwarding number, if desired.
Status	Displays the status of your application – Pending Approval, Approved, Failed
Current Period Billing Usage	Once you have surpassed your allocated number of messages, an overage bundle of 500 messages is automatically added to your account. Multiple bundles can be added based on your usage. You will be billed for these bundles in your next billing cycle.
Current Allocation	Displays your Total Annual Allocation and your Total Usage
Overage	Displays the number of overage bundles added, if any.
Two-Way Texting	Click the toggle button On to enable two-way texting. By enabling two-way texting, firm users can engage in SMS texting with clients as a matter communication. Texts will be saved and accessible at the matter level.
Send Invoices	Click the toggle button On to send invoices.
Text Messaging Templates	Choose the desired template format for each type of text message the system can send. Using Preview buttons, you can edit message bodies and preview templates. You can also discard any changes and restore templates to original formats using the restore buttons. Note that the Option to Opt–in/out cannot be edited as the format is required by FCC rules.

Discontinue Your SMS Subscription

From the bottom of the navigation, click Account.
From the Account left navigation, click SMS.
In the Registration Summary section, click on the details icon next to the status field.
On the Approval Details screen, click Disconnect Your Number.
After reading the warning message, if you are certain you wish to discontinue your SMS subscription, click Confirm Disconnect. Your phone number for SMS will be disabled.

UpdatedOctober 29, 2024

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