Inactive Client Users
Per Account × ClientUser: LastLoginAt, days since login, ClientRole, assigned Account Manager. The list driving the monthly re-engagement campaign.
Portal setup to client access
Give clients a branded entry point and the specific project access their work requires.
3 stages · 1 approval
Roles and responsibilities
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Prepare the portal
Admin configures the foundation: BrandThemes (color palette, logo, typography defaults — one per customer brand or per delivery-team brand), EmailTemplates (per-event branded templates for invitation, document notification, approval request, decision callback, status update, comment notification, weekly digest, and inactive-user reminder), and the PortalSites master (one row per Account tenant — PortalCode, Account, BrandTheme, SubdomainSlug, optional CustomDomain, OAuthProvider if SSO, MagicLinkEnabled, DefaultEmailTemplate, Owner Portal Manager). Brand changes that affect a live PortalSite flow through the MDM approval workflow with Admin sign-off; email templates preview-render against a fixture row before publish.
Expose the project
Portal Manager picks which internal Projects (read from Project Management) to expose on each PortalSite via the PortalProjects line items: snapshots the ProjectName, sets DisplayOrder, marks Status: Active. A Project hidden mid-engagement flips to Status: Hidden rather than being deleted, so historical DocumentShares, ApprovalRequests, and ClientActivities keep their referential anchor for audit.
Invite and grant access
Portal Manager creates a ClientUsers row (FullName, Email, PortalSite, Account, ClientRole: Approver / Collaborator / Viewer) and grants per-project access via PortalUserAccess rows (one per PortalProject with AccessLevel: View / Comment / Approve). Inviting the client provisions the OAuth / SSO entry when PortalSite.OAuthProvider is set, generates a MagicLinks row with Purpose: InviteSetup and ExpiresAt: now + 7 days, and the notification service delivers the branded invitation using the PortalSite's themed EmailTemplates row. The client clicks the link, completes setup (password or SSO bind), and the magic-link auth handler flips ClientUsers.Status: Invited → Active and stamps ActivatedAt.
Approvals and controls
1 approval required in this process
-
Prepare the portal
Admin signs · expose the project waits
PortalSites, BrandThemes, EmailTemplates - Require active siteUser, project and grant for every request.
- A shared email address does not establish identity or membership.
- Keep invitation tokens single-useRemove access when the relationship ends.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare the portal | PortalSitesBrandThemesEmailTemplates | Configure the approved identity and brand |
| 2 Expose the project | PortalProjects | Publish the permitted project context |
| 3 Invite and grant access | ClientUsersPortalUserAccessMagicLinks | Bind an authenticated user to explicit project grants |
Process reports
All reportsClient 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.
Portal Adoption Funnel
Per PortalSite: total invited, activated, active-30-day, active-7-day, with invite-to-activate and activate-to-engaged conversion rates. The Portal Manager's adoption KPI.
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.
Run by an agent
Agent support
Proto cannot impersonate a client, decide a request on their behalf, disclose private source files or claim a callback succeeded without its receipt. Branding does not establish identity, authorization or regulatory certification.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› portal setup to client access · prepare the portal on PortalSites, BrandThemes, EmailTemplates
⏸ approval · waiting for the admin
# 2 more stages after approval: expose the project, invite and grant access
Other processes
3 moreDocument publishing to acknowledgment
Make a protected project document available to the intended client audience and record explicit acknowledgment.
3 stages · 0 approvals
Approval request to source update
Capture the named client’s decision and reconcile the result with the originating application.
3 stages · 1 approval
Project update to client follow-up
Keep project communications relevant and follow up using permitted engagement evidence.
4 stages · 0 approvals