Keep project communications relevant and follow up using permitted engagement evidence.
Project Manager publishes a status updates row per Project (Title, body markdown, health flag: On track / at risk / off track / Complete, Audience: All project clients / approvers only / named recipients). An authorized publication identifies the audience (all client users with portal user access to the update’s portal project, optionally filtered to Approvers-only), creates an activity feed row plus per-recipient magic links rows, and the notification service sends the branded status-update email to all subscribed client users.
Client users (Approver / Collaborator tier) and internal users (Project Manager, Account Manager, Internal Collaborator) post Comments rows on a document share, an approval request, or a status update — the parent type enum routes the anchor. Replies write to comment replies line items in chronological Sequence. For a new comment or reply, the system identifies thread participants (the original Comment author plus everyone who has replied plus any @email-mentioned client users parsed from the body), and the notification service notifies each participant once per thread per hour (debounced) with the branded comment template and a deep-link back to the thread. Mention parsing only resolves to client users within the same portal user access scope; cross-account mentions are silently dropped.
Account Managers monitor own-account engagement via the Client Engagement Summary report and the Inactive Client Users view; Portal Managers watch the Portal Adoption Funnel and the Active Magic Links queue. Each Monday at 09:00 local time, the client digest summarizes the trailing-7-day client activities rollup per own-account client user, and the notification service delivers the branded digest with the per-account engagement summary and inactive-user callouts. On the first business day of each month, the reminder service finds every client users row where Status = ‘Active’ AND last login at < now − 60 days. The notification service delivers a branded re-engagement reminder with a fresh magic-link, copies the Account Manager + Portal Manager, and writes a client activities row with activity type: Reminder sent.
When a client engagement winds down or a client user leaves the customer side, Portal Manager flips client user status: Active → Suspended (temporary) or Deactivated (permanent). On Suspended, the auth handler refuses login and refuses magic-link redemption; on Deactivated, all outstanding magic links flip to Status: Revoked and portal user access rows flip to Status: Revoked. Historical document shares, approval requests, approval decisions, Comments, activity feed, and client activities retain the decision history under the configured retention policy; access is removed immediately and sensitive fields follow that policy.
What Client Collaboration Portal enforces at each step.
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