Capture the named client’s decision and reconcile the result with the originating application.
When the internal team needs a client decision (sign off a deliverable, accept a change order, approve an invoice, confirm a milestone), Project Manager creates an approval requests row: picks Type, requested from client (a named client user with role Approver), related document if applicable, source table + source record for the callback, optional requires signature and expires at. The new request creates a magic links row with Purpose: Approval action and expires at matching the request. The notification service delivers the branded approval template with the rendered Subject + Description and the magic-link URL to the confirmation page. The named client user opens a confirmation page, verifies their session and explicitly picks Approved / Rejected / requested changes, optionally adds Comments and a captured signature blob, and on a confirmed submission against the current request an approval decisions row writes (Sequence, Decision, Comments, signature blob if captured, from IP, user agent, signed at). The request Status flips to the matching enum and decided at stamps.
When the pending request is approved or rejected, the system reads source table + source record, resolves the appropriate integration endpoint (Project Management Tasks for Deliverable / Milestone types, Project Billing Invoices for Invoice type, an org-defined change orders endpoint for change order), and posts the decision back to the source — typically setting a client approval status enum and a client approval at date on the source record. The notification service notifies the internal requested by Project Manager + the project’s Account Manager with the decision, the comments captured on approval decisions, and the link back to the request thread. A re-decision (e.g. Approver flips Rejected → Approved after a resubmit) writes a new approval decisions line with a higher Sequence and stamps the prior line Superseded: true.
Every client-side action — login, login-failed, magic-link redemption, document download, approval submission, comment post, profile update, reminder sent — writes a client activities row with occurred at, from IP, and user agent. The Client Activity Audit view + the Approvals Decision Audit report give Portal Manager, Account Manager, and Admin an auditable ledger that answers “what did this client see, when, and from where” for any external data-subject request. Client activity logs remain internal; client users cannot read them.
What Client Collaboration Portal enforces at each step.
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