Document publishing to acknowledgment

Step by step

1. Confirm the project Portal Manager

   Portal Manager picks which internal Projects (read from Project Management) to expose on each portal site via the portal projects line items: snapshots the project name, sets display order, marks Status: Active. A Project hidden mid-engagement flips to Status: Hidden rather than being deleted, so historical document shares, approval requests, and client activities keep their referential anchor for audit.

   • Resolve the active audience
   • Updates Portal projects, Portal user access

2. Publish the share Project Manager

   Project Manager publishes a document to the portal: creates a document shares row pointing at the source document store file URL (workflow-dms, Project Billing Invoices, or a Project Management deliverable), picks the portal site + portal project, sets Category (Deliverable / Invoice / Contract / Report / Reference / Other) and requires acknowledgment. Once the share is published, the system identifies every client user with portal user access to the portal project, creates an activity feed row plus per-recipient magic links rows with Purpose: Document view, and the notification service notifies each recipient with the branded template and the magic-link deep-link. Client users click through, the magic-link auth handler resolves to the document viewer, the streamed download writes a document downloads row plus a client activities row with activity type: Document downloaded, and (when requires acknowledgment = true) the client confirms via an in-portal action that flips document download acknowledged: true.

   • Make the permitted version available and capture client actions
   • Updates Document shares, Document downloads

3. Protect link access Portal Manager

   Send a recipient-bound link for the intended document and project. Store only its one-way token hash, with its purpose and expiry. The server checks current client membership and target access each time the protected document is opened. Redeem the link once and record the access event; a forwarded, expired or revoked link cannot grant access. Expired links stay in history. If another link is needed, Portal Manager issues a new one. Opening or downloading the document does not acknowledge it: the client must explicitly confirm that action.

   • Redeem only valid scoped links
   • Updates Magic links, Client activities

Project Manager

Internal Project owner. Publishes document shares, approval requests, and status updates for own projects; reads client user engagement on own projects.

Portal Manager

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

Client User — Viewer

External client user with read-only access. The default tier for client stakeholders who need visibility but no contribution rights.