Preferences

The Preferences tab in Settings controls portal behavior, terms and conditions, and workflow state configuration.

Accessing Preferences

1. Go to Settings
2. Click the Preferences tab

Terms & Conditions

Require guests to accept terms before accessing portals.

Setting Up Terms

1. Enter your terms text in the text area
2. Toggle Require Guest Acceptance of Terms & Conditions
3. Click Save

What Guests Experience

When terms are enforced:

1. Guest opens a portal
2. Terms modal appears
3. Guest must click "Accept" to continue
4. Acceptance is logged with timestamp

Best Practices

• Keep terms clear and readable
• Include relevant legal provisions
• Update when policies change
• Test the guest experience

Acceptance Tracking

Guest acceptance is recorded:

• Per portal
• With timestamp
• Visible in audit logs

Workflow States

Business & Enterprise

Custom workflows are available on Business and Enterprise plans.

Workflow states help track portal progress through your business process.

Default vs Custom Workflows

Professional tier:

• Standard states only (New, In Progress, Review, Complete, Archived)
• Cannot customize

Business & Enterprise:

• Create custom workflows
• Define custom states
• Assign colors
• Multiple workflows for different work types

Legacy Workflow Mode

The legacy workflow is your organization's default:

1. Find Legacy Workflow Mode
2. Toggle Enabled on or off
3. States appear in the table below when enabled

When enabled:

• Default workflow available on all portals
• States defined at organization level
• Portals can be assigned to any state

Managing Workflows

Viewing All Workflows

The All Workflows section shows:

Column	Description
Workflow Name	Name with "Legacy" badge if applicable
Description	Optional description
States	Count of states in workflow
Status	Enabled/Disabled or Active
Actions	Edit and Delete buttons

Creating a New Workflow

1. Click Create New Workflow
2. Enter workflow details:
   • Name - Descriptive name (e.g., "Tax Return Process")
   • Description - Optional explanation
3. Add states to the workflow
4. Click Save

Maximum of 10 workflows per organization.

Editing a Workflow

1. Click the workflow row or edit button
2. Modify workflow properties:
   • Name and description
   • Add, edit, or remove states
   • Reorder states
   • Change state colors
3. Click Save

Deleting a Workflow

1. Click the delete button on a workflow
2. Confirm deletion
3. Choose what to do with portals using this workflow

caution

The legacy workflow cannot be deleted, only disabled.

Workflow States Configuration

Each workflow contains states:

Adding States

1. Open the workflow editor
2. Click Add State
3. Enter state details:
   • Name - State display name
   • Color - Visual indicator color
   • Description - Optional explanation
4. Save the workflow

Editing States

1. Click on a state in the list
2. Modify name, color, or description
3. Save changes

Reordering States

1. Drag states using the handle
2. Order affects dropdown display
3. Place states in logical flow order

Deleting States

1. Click delete on a state
2. If portals use this state:
   • Choose replacement state
   • Or leave unassigned
3. Confirm deletion

State Colors

Choose colors for visual identification:

Color Use	Suggestion
Starting states	Blue, neutral
In-progress states	Yellow, orange
Waiting states	Purple, gray
Complete states	Green
Problem states	Red

Workflow Limits

• Maximum 10 workflows per organization
• No limit on states per workflow (reasonable limit recommended)
• Deleted workflows cannot be recovered

Using Workflows in Portals

Assigning Workflow State

1. Open a portal
2. Find the workflow state selector
3. Choose the workflow (if multiple)
4. Select the state
5. State updates immediately

Filtering by State

On the All Portals dashboard:

1. Click Filters
2. Select workflow states
3. View matching portals

Workflow in Views

Workflow state appears:

• On portal cards
• In portal list view
• In portal header
• In search results

Workflow History

State changes are tracked:

• Who changed the state
• When it changed
• Previous and new state
• Visible in portal activity

Preferences Best Practices

Terms & Conditions

• Review and update annually
• Keep language simple
• Include key provisions only
• Test guest experience

Workflows

• Design workflows before creating
• Limit states to essential stages
• Use consistent naming
• Train team on state meanings
• Document transition rules

Organization

• Review preferences quarterly
• Gather team feedback
• Adjust based on usage patterns

Related Topics

• Workflow States - Detailed workflow guide
• Creating Portals - Using states on portals
• Settings Overview - All settings tabs