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Preferences

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

Preferences Settings

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

External Systems​

Define the other systems your firm uses (for example QuickBooks, Clio, Dropbox, or your tax software) so each portal can store the client's ID in that system.

Defining Systems​

  1. In the External Systems card, type a system name and click add
  2. Repeat for each system; existing systems appear as chips
  3. Remove a system by clicking the chip's close icon

Setting a Portal's IDs​

  1. Open a portal and expand its settings panel
  2. Under External System IDs, enter the client's ID for each system
  3. Values save when you leave the field or press Enter

Use each ID for one portal only — integrations look portals up by these values, and the API rejects an ID that is already assigned to another portal.

Why It Matters​

External system IDs let integrations match a portal to your own records without a lookup table:

  • API clients can find a portal by system and ID, and set IDs when creating or updating portals
  • Every webhook payload includes the portal's IDs as external_system_ids
  • The Zapier Find Portal by External ID search uses them directly

See the Developer Quickstart for API usage.

Workflow States​

Large Firm & Enterprise

Custom workflows are available on Large Firm 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

Large Firm & 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:

ColumnDescription
Workflow NameName with "Legacy" badge if applicable
DescriptionOptional description
StatesCount of states in workflow
StatusEnabled/Disabled or Active
ActionsEdit 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 UseSuggestion
Starting statesBlue, neutral
In-progress statesYellow, orange
Waiting statesPurple, gray
Complete statesGreen
Problem statesRed

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