Managing Client Portals

Client portals are managed on the Portal tab in the Client Profile window.

Note: This topic includes instructions for creating individual portals. For information about creating portals in batches, see Adding Portals in Batches.

1. Open Dashboard, click Application Links on the navigation panel, and then click Client Manager under Clients.
2. Do one of the following:
   • Add a new client profile. See Adding a New Client for more information.
   • Open an existing client profile. See Editing a Client for more information.
3. Click Portal on the navigation panel.
4. Do one of the following:

   Create a new portal or edit an existing portal

   1. To create a new portal, select Enable portal.
   2. Complete or edit the information in the Portal management section as needed.

      Component	Description
      Portal administrator's email address	Enter the email address of the client user who will manage the portal at the client's firm.
      Active	Select this check box to activate the portal.
      File expiry	Select a unit of time from the list, and then enter the number of units that should pass before files uploaded to the portal expire.

   3. In the Portal firm user access list section, select the firm users who should have access to the portal. At least one firm user must be assigned to the portal.
      Tell me how to select firm users.
      1. Click Select users in the Portal firm user access list section.
      2. Do any of the following as needed:
         • To assign an individual firm user to the portal, select the name in the Available users box, and then click Add. To assign all firm users to the portal, click Add all.
         • To unassign individual firm users from the portal, select a user name in the Assigned users section, and then click Delete. To unassign all firm users from the portal, click Delete all.

         Note: To search for a specific user, type the user name in the search box. As you type, the auto-suggest feature will list possible matches. Select the user name when you see it, and then click Add.

      3. Click OK.

      Note: You can remove a firm user from the firm user access list by selecting the user's name in the list, and then clicking Delete user.

   4. Select the Approver check box for at least one firm user, if one is not already selected. The approver is a firm user who is responsible for approving files uploaded by clients to the portal.
   5. To select a folder template A predefined folder structure that you can use to organize files for an entity. for the portal, expand the Portal folder templates section, and then select the Subscribe check box next to the folder template to be used for the portal. Only one folder template can be selected for each portal.
   6. To create or edit custom folders for the portal, expand the Portal folder preview section, and then use the appropriate buttons to make your changes.

      Option	Description
      Add Custom Folder	Creates a new custom folder in the selected folder.
      Rename Custom Folder	Opens the window where you can rename the selected custom folder.
      Delete Custom Folder	Permanently removes the selected custom folder.
      Change Custom Folder Color	Opens the Select folder color window so you can apply a color to the selected custom folder.

   Deactivate an existing portal

   Clear the Active check box in the Portal management section. Clients will no longer be able to access the deactivated portal. If they try to log in to the portal, they will receive a message saying that they are not assigned to an active portal. Files uploaded to a deactivated portal remain intact. If the portal is reactivated, the files will be accessible again.

   Delete a portal

   1. Verify that no files, clients, non-clients, or staff are assigned to the portal.
   2. Click Delete Portal in the Portal management section.
   3. Click Yes.
5. Click one of the following to save your changes.

Button	Description
Save	Saves the changes and the window stays open for editing. An error message displays if you click this button before entering all required information.
Save & New	Saves the changes and opens a new window to create a new entry. An error message displays if you click this button before entering all required information. Note: This option is not available in edit mode.
Save & Close	Saves the changes and exits the window. An error message displays if you click this button before entering all required information.
Cancel	Exits the window without saving your changes.