Systems administrator. Owns portal sites, brand themes, email templates, OAuth / SSO configuration, and integration health. Not the day-to-day portal operator.
Can
Full CRUD on all tables
Manage RBAC and role assignments
Configure portal sites, brand themes, and email templates
Configure inbound feeds from Project Management, Project Billing, and the source document store, plus the OAuth / SSO providers per portal site
Token hashes are service-only and cannot be retrieved by Admin
Reviews and approves
Approve brand changes that affect a live portal site
Can't
Impersonate a client user without an audit-logged break-glass
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.
Can
CRUD on client users, portal user access, portal projects (add / hide / archive), and magic links (reissue)
Read on portal sites, brand themes, email templates, document shares, approval requests, status updates, Comments, activity feed, client activities for owned portal sites
View client user email and approval decision signature blob
Trigger the client-user-invite workflow and issue ad-hoc magic-links
Can't
Modify portal sites brand config (Admin) or post on behalf of a Project (Project Manager)
Starts on: Publication Schedule
Project Manager
Internal Project owner. Publishes document shares, approval requests, and status updates for own projects; reads client user engagement on own projects.
Can
CRUD on document shares, approval requests, status updates, and Comments where the portal project project is one this user owns or is assigned to in Project Management
Read on client users and client activities scoped to own projects
Read on document downloads and approval decisions for own projects
Can't
CRUD portal sites, brand themes, email templates, or portal user access (Admin / Portal Manager own those)
View client users outside own projects
Starts on: Publication Schedule
Account Manager
Customer-success operator. Watches client engagement across an account portfolio, follows up on inactive clients, escalates disengagement risk to Project Managers and Portal Manager.
Can
Read on client users, client activities, document downloads, approval requests, approval decisions, status updates, and activity feed for client users within owned accounts
Receive the client-activity-digest weekly email and the inactive-user-reminder cc
CRUD on Comments and comment replies on own-account threads
Can't
Modify client users (Portal Manager owns), cannot publish documents or status updates (Project Manager owns)
Starts on: Recent Document Downloads (Internal)
Internal Collaborator
Limited internal contributor — a designer, engineer, analyst, or specialist who needs to participate in client conversations on own projects but not publish artifacts.
Can
Read on document shares, approval requests, status updates, and activity feed for own projects
CRUD on Comments and comment replies on own-project threads
Can't
Publish document shares, status updates, or approval requests (Project Manager owns)
View client user email or client activities
Starts on: Open Comment Threads (Internal)
Client User — Approver
External client user with approval authority. Acts on approval requests routed to self; reads own portal content; participates in comment threads.
Can
Read on own portal site’s exposed portal projects (via portal user access), document shares, status updates, approval requests where requested from client = self, and activity feed scoped to accessible projects
CRUD on approval decisions for own pending requests, Comments, comment replies, and document downloads (write on download)
View magic links issued to self via the inbound URL handler only
Can't
View other client users’ email, cannot view client activities, cannot access projects not granted via portal user access
Starts on: Portal Home (Client)
Client User — Collaborator
External client user with comment + read access. Same scope as Viewer but can post Comments and comment replies.
Can
Read on own portal site’s exposed portal projects, document shares, status updates, approval requests, and activity feed scoped to accessible projects
CRUD on Comments, comment replies, and document downloads (write on download)
Can't
Decide on approval requests (Approver only)
View other client users’ email or client activities
Starts on: Portal Home (Client)
Client User — Viewer
External client user with read-only access. The default tier for client stakeholders who need visibility but no contribution rights.
Can
Read on own portal site’s exposed portal projects, document shares, status updates, approval requests, and activity feed scoped to accessible projects
Write only on document downloads (system-recorded on download)
Can't
Post Comments, cannot decide on approval requests, cannot view other client users’ email or client activities
Starts on: Portal Home (Client)
Set up Client Collaboration Portal your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.
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