Creative and digital agencies

Give clients a consistent place to review project work and respond to the people delivering it.

Typical roles
Also built for

What changes for this team

configured at rollout

Give clients a consistent place to review project work and respond to the people delivering it. The portal shares protected source files; specialist asset editing, production and billing remain external capabilities.

Review rounds

Keep requested changes tied to a specific document and approval-request revision rather than overwriting an earlier decision.

Conversation

Let permitted collaborators comment on the shared artifact, with mentions and replies following its audience.

Brand

Configure the portal identity and email templates through the approved site settings before clients are invited.

Share to decision for this team

  1. 01

    Set up portal

    Review rounds · Brand

  2. 02

    Invite client

  3. 03

    Share document

  4. 04

    Approve request

    Approval required

    Conversation

  5. 05

    Follow up

Same records, same gates. The configuration changes how the process runs for this team.

Workspace previews

Open Comment Threads (Internal)Comments
ActivePostedAt >= today − 14 days
Posted AtParent TypePortal ProjectAuthor Client UserAuthor Internal User
DocumentSharePP-2886GKAIU-378
ApprovalRequestPP-4603LRAIU-370
StatusUpdatePP-1143WZAIU-379
DocumentSharePP-5825NNAIU-639
ApprovalRequestPP-5299UDAIU-496
StatusUpdatePP-1444ECAIU-571
Conversations →
Pending Client InvitationsClientUsers
InvitedInvitedAt >= today − 30 days
Full NameEmailPortal SiteClient RoleInvited By
Full 930[email protected]PS-3167ApproverIB-154
Full 125[email protected]PS-4787CollaboratorIB-499
Full 552[email protected]PS-7377ViewerIB-705
Full 361[email protected]PS-5615ApproverIB-169
Full 992[email protected]PS-8921CollaboratorIB-488
Full 238[email protected]PS-8305ViewerIB-920
Pending Approvals to Send (Internal)ApprovalRequests
YouPending
  • AR-20668 PP-7699 today
  • AR-57321 PP-1590 in 10 d
  • AR-14786 PP-9081 5 d
  • AR-15918 PP-2762 9 d
  • AR-99860 PP-5850 6 d
AR-20668
Subject
Pending ar-907
Type
Deliverable
PortalProject
PP-7699
RequestedFromClient
GM
RequestedAt
17 Sep

Typical roles

Roles and permissions
Portal Manager

Owns the ClientUsers list and access grants for one or more PortalSites. The day-to-day operator of the external user lifecycle — invitations, role changes, suspensions, access reviews.

Permissions
  • CRUD on ClientUsers, PortalUserAccess, PortalProjects (add / hide / archive), and MagicLinks (reissue)
  • Read on PortalSites, BrandThemes, EmailTemplates, DocumentShares, ApprovalRequests, StatusUpdates, Comments, ActivityFeed, ClientActivities for owned PortalSites
  • View ClientUsers.Email and ApprovalDecisions.SignatureBlob
Project Manager

Internal Project owner. Publishes DocumentShares, ApprovalRequests, and StatusUpdates for own projects; reads ClientUser engagement on own projects.

Permissions
  • CRUD on DocumentShares, ApprovalRequests, StatusUpdates, and Comments where the PortalProject.Project is one this user owns or is assigned to in Project Management
  • Read on ClientUsers and ClientActivities scoped to own projects
  • Read on DocumentDownloads and ApprovalDecisions for own projects
Internal Collaborator

Limited internal contributor — a designer, engineer, analyst, or specialist who needs to participate in client conversations on own projects but not publish artifacts.

Permissions
  • Read on DocumentShares, ApprovalRequests, StatusUpdates, and ActivityFeed for own projects
  • CRUD on Comments and CommentReplies on own-project threads
  • Cannot publish DocumentShares, StatusUpdates, or ApprovalRequests (Project Manager owns)
Client User — Collaborator

External client user with comment + read access. Same scope as Viewer but can post Comments and CommentReplies.

Permissions
  • Read on own PortalSite's exposed PortalProjects, DocumentShares, StatusUpdates, ApprovalRequests, and ActivityFeed scoped to accessible projects
  • CRUD on Comments, CommentReplies, and DocumentDownloads (write on download)
  • Cannot decide on ApprovalRequests (Approver only)

Modules

Relevant reports

Reports and analytics

Client Engagement Summary

Per Account × PortalSite × ClientUser: 30-day login count, document downloads, approvals submitted, comments posted. Drills from Account into ClientUser into the per-event ClientActivities grain. The Account Manager's daily landing report.

Comment Thread Activity

Per PortalProject in the trailing 30 days: open threads, replies, ClientUser participants, internal participants, mean time-to-first-reply. Surfaces stalled threads and disengaged projects.

Approvals Decision Audit

Every ApprovalDecision in the period with ApprovalRequest, Type, ClientUser, Decision, SignedAt, FromIP, and the source-record callback status. The auditable decision register.

Common questions

All questions
How do I get started?

Click Start now, then use Proto to configure Client Collaboration Portal for your business. Start with one portal, its projects and verified client contacts.

Related question
Can each client see only their projects?

Yes. Access requires an active user, active portal and project, and an explicit project grant. APIs, downloads and notifications apply the same boundaries.

Related question
Can viewers approve a request?

No. Only the named active approver with project approval access can decide the current unexpired request.

Related question
Where are documents stored?

The source document store retains the file. The portal authorizes a protected download after checking the current audience.

Related question
What happens when a client asks for changes?

Keep the RequestedChanges decision and its evidence. The project manager prepares a new request revision for another review.

Related question
Does a client decision immediately update billing?

The portal records the decision first and tracks the source callback separately. Failed or unknown outcomes require reconciliation before the source update is confirmed.

Related question
Can I customize the brand?

Configure approved BrandThemes, PortalSites and EmailTemplates. Custom domains and identity providers need the corresponding configured platform support.

Related question

Other industries

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