Brand and delivery settings
PortalSites, BrandThemes, EmailTemplates. Define the branded site and the approved communication templates.
- PortalSites
- BrandThemes
- EmailTemplates
Data model
The canonical records behind published client collaboration.
17 tables · 32 relationships
How the model is organised
Membership and access
ClientUsers, PortalProjects, PortalUserAccess, MagicLinks. Bind verified participants to project grants and purpose-bound access tokens.
- ClientUsers
- PortalProjects
- PortalUserAccess
- MagicLinks
Published collaboration
DocumentShares, StatusUpdates, Comments, CommentReplies, ActivityFeed. Keep published project context and its conversations within their declared audience.
- DocumentShares
- StatusUpdates
- Comments
- CommentReplies
- ActivityFeed
Decisions and observations
ApprovalRequests, ApprovalDecisions, DocumentDownloads, ClientActivities, NotificationDeliveries. Distinguish client decisions, document access and provider delivery evidence.
- ApprovalRequests
- ApprovalDecisions
- DocumentDownloads
- ClientActivities
- NotificationDeliveries
Keys and references
Keep source identifiers separate from portal records. Use authenticated principal bindings and validated parent references. Token hashes are unique, decisions are uniquely sequenced per request revision, and notification keys identify a source event, template and recipient.
Migration order
- Configure PortalSites, BrandThemes and EmailTemplates with the intended identity and storage providers.
- Map authorized projects into PortalProjects and bind ClientUsers to verified principals.
- Create explicit PortalUserAccess and review the effective role/grant intersection.
- Import approved document shares, updates and decision history with original source references and audiences.
- Configure scoped callbacks, notifications and audit retention; test revocation, stale requests and duplicate delivery before invitations.
Tables
17 tables
PortalSitesThe branded site config — one row per Account or Project tenant onmaster
| Field | Type | Required | Details |
|---|---|---|---|
PortalCode | text | yes | |
Name | text | yes | |
Account | text | yes | Source account ref (CRM) |
BrandTheme | reference | → BrandThemes | |
BrandLogoURL | text | Override theme logo | |
PrimaryColor | text | Override theme color (hex) | |
SubdomainSlug | text | yes | e.g. acme.<host>.com |
CustomDomain | text | e.g. portal.acme.com | |
OAuthProvider | select | None, Google, Microsoft, Okta, OneLogin | |
OAuthProviderRef | text | Tenant / IdP identifier | |
MagicLinkEnabled | toggle | yes | |
DefaultEmailTemplate | reference | → EmailTemplates | |
Owner | text | yes | Internal Portal Manager user ID |
Status | select | yes | Draft, Active, Suspended, Archived |
LaunchedAt | date |
BrandThemesReusable theme presets — color palette, typography, and logomaster
| Field | Type | Required | Details |
|---|---|---|---|
ThemeCode | text | yes | |
Name | text | yes | |
LogoURL | text | ||
PrimaryColor | text | Hex | |
SecondaryColor | text | Hex | |
AccentColor | text | Hex | |
FontFamily | text | ||
FaviconURL | text | ||
EmailHeaderURL | text | Banner image for branded emails | |
Active | toggle | yes |
EmailTemplatesPer-event branded email templates — invitation, documentmaster
| Field | Type | Required | Details |
|---|---|---|---|
TemplateCode | text | yes | |
Name | text | yes | |
EventType | select | yes | InviteSetup, DocumentPublished, ApprovalRequest, ApprovalDecision, StatusUpdate, CommentNotification, InactiveReminder, WeeklyDigest |
Subject | text | yes | Liquid-style template |
BodyHTML | text | yes | Liquid-style template |
BodyText | text | Plain-text fallback | |
FromName | text | ||
ReplyToEmail | text | ||
Active | toggle | yes |
ClientUsersThe external client user master — every person on the customer sidemaster
| Field | Type | Required | Details |
|---|---|---|---|
FullName | text | yes | |
Email | text | yes | Masked from non-Portal-Manager internal roles |
PortalSite | reference | yes | → PortalSites |
Account | text | yes | Source account ref |
ClientRole | select | yes | Approver, Collaborator, Viewer |
Title | text | ||
Phone | text | ||
OAuthProviderRef | text | Provider subject ID once linked | |
InvitedBy | text | Internal user who invited | |
InvitedAt | date | ||
ActivatedAt | date | ||
LastLoginAt | date | ||
Status | select | yes | Invited, Active, Suspended, Deactivated |
PrincipalID | text | Authenticated subject bound during verified setup; unique within the PortalSite | |
NotificationsEnabled | boolean | Recipient preference; authorization and required transactional notices remain separate |
PortalProjectsJunction between PortalSites and the internal Projects master — Line item of PortalSites.line item
| Field | Type | Required | Details |
|---|---|---|---|
PortalSite | reference | yes | → PortalSites |
Project | text | yes | Source project ref (pm-projects) |
ProjectName | text | yes | Snapshot |
DisplayOrder | number | ||
Status | select | yes | Active, Hidden, Archived |
AddedAt | date | yes | |
AddedBy | text | yes | Internal user |
PortalUserAccessJunction granting a ClientUser visibility into one or moretransaction
| Field | Type | Required | Details |
|---|---|---|---|
ClientUser | reference | yes | → ClientUsers |
PortalProject | reference | yes | → PortalProjects |
AccessLevel | select | yes | View, Comment, Approve |
GrantedBy | text | yes | Internal Portal Manager |
GrantedAt | date | yes | |
RevokedAt | date | ||
Status | select | yes | Active, Revoked |
MagicLinksOne-click email-to-portal tokens. Issued for invitation, documenttransaction
| Field | Type | Required | Details |
|---|---|---|---|
Token | text | yes | One-way token hash only; plaintext is generated once, never stored or logged |
ClientUser | reference | yes | → ClientUsers |
Purpose | select | yes | InviteSetup, DocumentView, ApprovalAction, StatusUpdateView, DigestOpen |
TargetTable | text | e.g. DocumentShares, ApprovalRequests | |
TargetRecord | text | Record ID | |
IssuedAt | date | yes | |
ExpiresAt | date | yes | |
UsedAt | date | ||
UsedFromIP | text | Captured on redemption | |
Status | select | yes | Active, Used, Expired, Revoked |
DocumentDownloadsOne row per ClientUser × DocumentShare download event. The audittransaction
| Field | Type | Required | Details |
|---|---|---|---|
DocumentShare | reference | yes | → DocumentShares |
ClientUser | reference | yes | → ClientUsers |
DownloadedAt | date | yes | |
FromIP | text | ||
UserAgent | text | ||
Acknowledged | toggle | Set when RequiresAcknowledgment=true and client confirmed | |
AcknowledgedAt | date |
ApprovalRequestsA request for a client decision — a deliverable sign-off, a changetransaction
| Field | Type | Required | Details |
|---|---|---|---|
RequestNumber | text | yes | |
PortalSite | reference | yes | → PortalSites |
PortalProject | reference | yes | → PortalProjects |
Subject | text | yes | |
Description | text | ||
Type | select | yes | Deliverable, ChangeOrder, Invoice, Milestone, Other |
RelatedDocument | reference | → DocumentShares | |
SourceTable | text | e.g. Tasks, Invoices, ChangeOrders | |
SourceRecord | text | Source record ID for callback | |
RequestedFromClient | reference | yes | → ClientUsers (named approver) |
RequestedBy | text | yes | Internal user (Project Manager) |
RequestedAt | date | yes | |
ExpiresAt | date | ||
RequiresSignature | toggle | ||
Status | select | yes | Pending, Approved, Rejected, RequestedChanges, Expired, Cancelled |
DecidedAt | date | ||
Revision | number | Expected request revision; changing request evidence requires a new review round |
ApprovalDecisionsThe decision capture line — who approved or rejected, when, with Line item of ApprovalRequests.line item
| Field | Type | Required | Details |
|---|---|---|---|
ApprovalRequest | reference | yes | → ApprovalRequests |
Sequence | number | yes | |
ClientUser | reference | yes | → ClientUsers |
Decision | select | yes | Approved, Rejected, RequestedChanges |
Comments | text | ||
SignatureBlob | text | Base64 signature image; Admin + Portal Manager only | |
SignedAt | date | ||
FromIP | text | Captured on submit | |
UserAgent | text | ||
Superseded | toggle | True when a later decision overrides | |
RequestRevision | number | Exact request revision decided | |
CallbackStatus | select | NotRequired, Pending, Succeeded, Failed, Unknown | |
CallbackKey | text | Unique idempotency key per decision and source record | |
CallbackReceipt | longtext | Redacted external response and reconciliation reference |
StatusUpdatesA published status update from the internal team to the client sidetransaction
| Field | Type | Required | Details |
|---|---|---|---|
UpdateNumber | text | yes | |
PortalSite | reference | yes | → PortalSites |
PortalProject | reference | yes | → PortalProjects |
Title | text | yes | |
BodyMarkdown | text | yes | |
HealthFlag | select | OnTrack, AtRisk, OffTrack, Complete | |
Audience | select | yes | AllProjectClients, ApproversOnly, NamedRecipients |
PublishedBy | text | yes | Internal user |
PublishedAt | date | ||
Status | select | yes | Draft, Published, Archived |
NamedRecipients | longtext | Validated list of ClientUsers identifiers in this project; required for NamedRecipients audience |
CommentsDiscussion threads on shared artifacts — a DocumentShare, antransaction
| Field | Type | Required | Details |
|---|---|---|---|
PortalSite | reference | yes | → PortalSites |
PortalProject | reference | yes | → PortalProjects |
ParentType | select | yes | DocumentShare, ApprovalRequest, StatusUpdate |
DocumentShare | reference | → DocumentShares | |
ApprovalRequest | reference | → ApprovalRequests | |
StatusUpdate | reference | → StatusUpdates | |
AuthorClientUser | reference | → ClientUsers (when external) | |
AuthorInternalUser | text | Internal user ID (when internal) | |
BodyMarkdown | text | yes | |
PostedAt | date | yes | |
Status | select | yes | Active, Hidden, Deleted |
CommentRepliesReply lines within a Comment thread — append-only chronological Line item of Comments.line item
| Field | Type | Required | Details |
|---|---|---|---|
Comment | reference | yes | → Comments |
Sequence | number | yes | |
AuthorClientUser | reference | → ClientUsers (when external) | |
AuthorInternalUser | text | Internal user ID (when internal) | |
BodyMarkdown | text | yes | |
PostedAt | date | yes | |
Status | select | yes | Active, Hidden, Deleted |
ActivityFeedThe chronological feed of portal-relevant events shown to ClientUserstransaction
| Field | Type | Required | Details |
|---|---|---|---|
PortalSite | reference | yes | → PortalSites |
PortalProject | reference | yes | → PortalProjects |
EntryType | select | yes | DocumentPublished, StatusUpdatePublished, ApprovalRequested, ApprovalDecided, CommentPosted |
Subject | text | yes | |
RelatedTable | text | ||
RelatedRecord | text | ||
ActorClientUser | reference | → ClientUsers (when external) | |
ActorInternalUser | text | Internal user ID (when internal) | |
OccurredAt | date | yes | |
Visibility | select | yes | AllProjectClients, ApproversOnly, NamedRecipients |
NamedRecipients | longtext | Validated list of ClientUsers identifiers in this project; required for NamedRecipients audience |
ClientActivitiesThe audit log of every client-side action — login, documenttransaction
| Field | Type | Required | Details |
|---|---|---|---|
PortalSite | reference | yes | → PortalSites |
ClientUser | reference | yes | → ClientUsers |
ActivityType | select | yes | Login, LoginFailed, MagicLinkRedeemed, DocumentDownloaded, ApprovalSubmitted, CommentPosted, ProfileUpdated, ReminderSent |
RelatedTable | text | ||
RelatedRecord | text | ||
FromIP | text | ||
UserAgent | text | ||
OccurredAt | date | yes |
NotificationDeliveriesDelivery receipts for branded notifications; providers report delivery independently of client actions.transaction
| Field | Type | Required | Details |
|---|---|---|---|
DeliveryNumber | text | yes | Human-readable delivery identifier |
PortalSite | reference | yes | → PortalSites |
ClientUser | reference | yes | → ClientUsers |
EmailTemplate | reference | yes | → EmailTemplates |
RelatedTable | text | Allowlisted source type | |
RelatedRecord | text | Scoped source identifier | |
IdempotencyKey | text | yes | Unique event/template/recipient combination |
ProviderMessageID | text | Provider receipt identifier | |
Status | select | yes | Queued, Sent, Delivered, Bounced, Failed, Unknown |
CreatedAt | datetime | yes | Queue creation time |
SentAt | datetime | Provider acceptance time | |
ProviderReceipt | longtext | Redacted provider outcome |