Keep project communications relevant and follow up using permitted engagement evidence.
4 stages · 0 approvals
Follow the process from start to finish. Select a step to see who acts and what changes.
Project Manager publishes a StatusUpdates row per Project (Title, BodyMarkdown, HealthFlag: OnTrack / AtRisk / OffTrack / Complete, Audience: AllProjectClients / ApproversOnly / NamedRecipients). An authorized publication identifies the audience (all ClientUsers with PortalUserAccess to the update's PortalProject, optionally filtered to Approvers-only), creates an ActivityFeed row plus per-recipient MagicLinks rows, and the notification service sends the branded status-update email to all subscribed ClientUsers.
Share a published update with its explicit audienceClientUsers (Approver / Collaborator tier) and internal users (Project Manager, Account Manager, Internal Collaborator) post Comments rows on a DocumentShare, an ApprovalRequest, or a StatusUpdate — the ParentType enum routes the anchor. Replies write to CommentReplies 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 ClientUsers 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 ClientUsers within the same PortalUserAccess scope; cross-account mentions are silently dropped.
Preserve parent-scoped conversationsAccount 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 ClientActivities rollup per own-account ClientUser, 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 ClientUsers row where Status = 'Active' AND LastLoginAt < 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 ClientActivities row with ActivityType: ReminderSent.
Identify follow-up needs without confusing delivery with consentWhen a client engagement winds down or a ClientUser leaves the customer side, Portal Manager flips ClientUsers.Status: Active → Suspended (temporary) or Deactivated (permanent). On Suspended, the auth handler refuses login and refuses magic-link redemption; on Deactivated, all outstanding MagicLinks flip to Status: Revoked and PortalUserAccess rows flip to Status: Revoked. Historical DocumentShares, ApprovalRequests, ApprovalDecisions, Comments, ActivityFeed, and ClientActivities retain the decision history under the configured retention policy; access is removed immediately and sensitive fields follow that policy.
Suspend or revoke access when appropriateComments
| Stage | Records | Effect |
|---|---|---|
| 1 Publish the update | StatusUpdatesActivityFeed | Share a published update with its explicit audience |
| 2 Discuss the work | CommentsCommentReplies | Preserve parent-scoped conversations |
| 3 Review engagement | ClientActivitiesNotificationDeliveries | Identify follow-up needs without confusing delivery with consent |
| 4 Review continued access | ClientUsersPortalUserAccess | Suspend or revoke access when appropriate |
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.
| Full Name | Portal Site | Client Role | Account | |
|---|---|---|---|---|
| Full 248 | [email protected] | PS-6452 | Approver | ACC-931 |
| Full 688 | [email protected] | PS-4497 | Collaborator | ACC-644 |
| Full 477 | [email protected] | PS-2751 | Viewer | ACC-393 |
| Full 323 | [email protected] | PS-9110 | Approver | ACC-234 |
| Full 910 | [email protected] | PS-4329 | Collaborator | ACC-885 |
| Full 596 | [email protected] | PS-4762 | Viewer | ACC-687 |
Per Account × ClientUser: LastLoginAt, days since login, ClientRole, assigned Account Manager. The list driving the monthly re-engagement campaign.
| Full Name | Portal Site | Client Role | Account | |
|---|---|---|---|---|
| Full 248 | [email protected] | PS-6452 | Approver | ACC-931 |
| Full 688 | [email protected] | PS-4497 | Collaborator | ACC-644 |
| Full 477 | [email protected] | PS-2751 | Viewer | ACC-393 |
| Full 323 | [email protected] | PS-9110 | Approver | ACC-234 |
| Full 910 | [email protected] | PS-4329 | Collaborator | ACC-885 |
| Full 596 | [email protected] | PS-4762 | Viewer | ACC-687 |
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.
| Posted At | Parent Type | Portal Project | Author Client User | Author Internal User |
|---|---|---|---|---|
| DocumentShare | PP-2886 | GK | AIU-378 | |
| ApprovalRequest | PP-4603 | LR | AIU-370 | |
| StatusUpdate | PP-1143 | WZ | AIU-379 | |
| DocumentShare | PP-5825 | NN | AIU-639 | |
| ApprovalRequest | PP-5299 | UD | AIU-496 | |
| StatusUpdate | PP-1444 | EC | AIU-571 |
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.
| Portal Code | Name | Account | Subdomain Slug | Custom Domain |
|---|---|---|---|---|
| PC-539 | Site 281 | ACC-549 | SS-294 | CD-543 |
| PC-803 | Site 504 | ACC-389 | SS-446 | CD-382 |
| PC-628 | Site 498 | ACC-775 | SS-270 | CD-689 |
| PC-341 | Site 146 | ACC-163 | SS-796 | CD-264 |
| PC-352 | Site 528 | ACC-598 | SS-591 | CD-439 |
| PC-886 | Site 577 | ACC-840 | SS-422 | CD-345 |
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.
Give clients a branded entry point and the specific project access their work requires.
3 stages · 1 approval
Make a protected project document available to the intended client audience and record explicit acknowledgment.
3 stages · 0 approvals
Capture the named client’s decision and reconcile the result with the originating application.
3 stages · 1 approval
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