Collaboration Portals let people outside DocMgt work with a single Record without having a DocMgt login. A portal can show them documents from the Record, ask them to upload documents, ask them to fill in E-forms, and, when it is tied to workflow, give them buttons that move the Record along. Everything they do lands in the Record like any other document or E-form.

Templates and portals

A Collaboration Package Template is the reusable definition: which documents to share, which documents and E-forms to require, the instructions to show, how the portal is secured, and the email that invites people in. Templates are built here under Administration System > Collaboration.


A portal is one live instance of a template, attached to one Record, with its own link, password, recipients, and expiration date. Portals are created from a Record's Portals panel (see Managing Portals under Viewing) or by the Create Portal Package workflow action. Once created, a portal can be edited on its own without changing the template it came from.


Where the section appears

The Collaboration section is available when the Collaboration feature is licensed and your administrator level includes Collaboration Portals. Portals can only be created for Records whose Record Type has Users will be able to create and share collaboration portals turned ON in the Record Type editor. That Record Type screen also holds the Login Portal Header and Login Portal Footer text shown around the portal's login form, and the switch that lets read-only users create and edit portals.


What the outside user sees

The invitation email carries a link to the portal and, optionally, its password. Opening the link shows a login form whose fields depend on the template's Security setting: an email address and password, a password only, or no login at all.


Inside, the portal shows the Instruction Header at the top, then a panel for each kind of content the portal contains: Shared Documents, Required Documents, and Required E-forms. Required items are split into a To Do list and a Completed list, and a progress bar tracks how much of the portal is done. Only required documents and required E-forms count toward the percentage; shared documents are there to read and do not affect completion.


When every required item is done the header changes to say the portal is completed, the Completed Instructions replace the Instruction Header if you supplied them, and a Show Portal Contents button lets the user look back at what they submitted. If the portal is tied to workflow, a Workflow Options card shows the buttons the workflow step allows in the portal.


The template editor

Each template is edited in a set of sections. Click a section heading to expand it.

  • General — name, how the portal opens, how it completes, and how it is secured.
  • Email Settings — the from address, subject, and body of the invitation email.
  • Instructions — the header, footer, and completed text shown in the portal, including progress variables and buttons.
  • Required Documents — documents the user must upload.
  • Required E-forms — E-forms the user must fill in, and the E-form behavior switches.
  • Shared Documents — documents from the Record the user can view.
  • Record Types — which Record Types offer this template when creating a portal.
  • Custom Actions — Action Sets that run when someone logs in, uploads a document, or completes an E-form.



The list screen also lets you copy a template, export it, import one, view its revisions, and restore a deleted template.