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Creating Portals

Portals are secure spaces where you share files and collaborate with clients. Each portal can have its own guests, files, tasks, and workflow state.

Creating a New Portal​

From the Main Dashboard​

  1. Navigate to the Portals page (your main dashboard)
  2. Click the New Portal button in the top-right
  3. Enter a name for the portal (e.g., client name or project)
  4. Click Create

New Portal Dialog

Your new portal is created and ready for files and guests.

From a Template​

Business & Enterprise

Portal templates are available on Business and Enterprise plans.

If your organization has portal templates configured:

  1. Click New Portal
  2. Select a template from the dropdown
  3. The portal will be created with:
    • Pre-configured folder structure
    • Default settings from the template
  4. Enter a portal name
  5. Click Create

For more on templates, see Portal Templates.

Portal Settings​

After creating a portal, you can configure its settings:

Portal Name​

Click the portal name at the top to edit it. Names can include:

  • Client names
  • Project identifiers
  • Case numbers
  • Any descriptive text

Tags​

Tags help organize and filter portals:

  1. Open the portal
  2. Click the tags icon or Add Tag
  3. Enter tag names (e.g., "Active", "Tax 2024", "Priority")
  4. Press Enter to add each tag

Use tags to:

  • Filter portals on the main dashboard
  • Group related portals
  • Track project status

Workflow States​

Assign workflow states to track portal progress:

  1. Open the portal settings
  2. Select a workflow state from the dropdown
  3. States appear in the portal list with visual indicators

Default workflow states:

  • New - Just created
  • In Progress - Active work
  • Review - Awaiting client review
  • Complete - Work finished
  • Archived - No longer active
Business & Enterprise

Custom workflow states are available on Business and Enterprise plans. See Workflow States.

Privacy Settings​

Business & Enterprise

Private portals are available on Business and Enterprise plans.

Control who can see the portal:

  • Standard - Visible to all organization members
  • Private - Only visible to assigned team members and guests

Portal Limits​

Your subscription tier determines portal limits:

TierActive Portals
Professional1,000
Business5,000
EnterpriseUnlimited

When approaching your limit, you'll see a warning on the dashboard.

Archiving Portals​

Archive portals to remove them from your active list without deleting:

  1. Open the portal
  2. Click the menu icon (three dots)
  3. Select Archive Portal

Archived portals:

  • Don't count against limits (on some plans)
  • Can be restored at any time
  • Are hidden from default views
  • Retain all files and history

Viewing Archived Portals​

  1. On the main dashboard, click Filters
  2. Enable Show Archived
  3. Archived portals appear with an archive icon

Restoring Archived Portals​

  1. Open the archived portal
  2. Click Restore or the menu and select Restore Portal

Deleting Portals​

caution

Deleting a portal permanently removes it and all its contents. This action cannot be undone.

To delete a portal:

  1. Open the portal
  2. Click the menu icon (three dots)
  3. Select Delete Portal
  4. Confirm the deletion

Searching and Filtering​

The main dashboard offers powerful search and filtering:

Type in the search bar to find portals by:

  • Portal name
  • Guest names
  • Tags
  • Workflow state

Filters​

Click Filters to filter by:

  • Portal name - Partial match
  • Tags - One or more tags
  • Workflow state - Current state
  • Archive status - Show/hide archived
  • Favorites - Show only favorites

Favorites​

Star portals to mark them as favorites:

  1. Hover over a portal card
  2. Click the star icon
  3. Use the Favorites filter to show only starred portals

Portal Views​

Switch between different views on the dashboard:

  • Card View - Visual cards with portal info
  • List View - Compact list for many portals
  • By Guest - Portals grouped by guest user