The Create Portal Package action creates a Collaboration Portal in the active Record from a template and emails the invitation. Every field accepts static text or variables, so recipients, passwords, and dates can come from the Record.


Options

  • Select Package — the template to create the portal from. Every template is listed, whether or not it is associated with the Record Type.
  • Email From — the address the invitation comes from. Leave it empty to use the system's default from address.
  • Email To — the people to invite, one address per line. These become the portal's recipient list, which is also what the Email and Password security setting checks against.
  • Password — the portal password. Leave it empty and a random password is generated.
  • Expires — the date the portal stops opening. Leave it empty for no expiration.
  • GUID to Field — a Record field in which to save the new portal's unique identifier. Save it if you will need the portal later, for example to build a reminder link with the [PACKAGELINK] variable, or to send an SMS.
  • Workflow — when ON, the portal is tied to the work item that created it. The workflow buttons on that step appear in the portal once the outside user has finished every required item, and clicking one moves the workflow on. Only use this from the assignment actions of a trigger, and assign the trigger to an internal user, usually docMgt_Agent, so the step has an owner while it waits. If the work item is completed or canceled by other means, the portal stops showing workflow buttons.
  • Include Link — when ON, a link to the portal is added to the bottom of the email. Turn it OFF to place the link yourself with the [PACKAGEURL] variable.
  • Include Password — when ON, the password is added to the bottom of the email. This is convenient but not secure; leave it OFF when the portal holds sensitive information and send the password another way.
  • Reuse Existing Portal — when ON, the action looks for a portal made from the same template already in the Record and reuses it instead of creating another. With Workflow also ON, a reused portal that was tied to an earlier work item is moved to the new one and no longer drives the old one.


Controlling the buttons the portal shows

Each button on a workflow step has a Portal Options setting: Always Show Button in Portal, Never Show Button in Portal, or Show Button only when Portal Completed. One button on the step can be marked as the default complete button; that is the one a portal set to Auto-Complete on Last Item clicks for the user, so make sure its Portal Options allow it to show.


Variables for the email

While this action runs, [PACKAGEURL], [PACKAGEGUID], and [PACKAGEPASSWORD] hold the new portal's link, identifier, and password, so they can be used in the template's email subject and body. See Collaboration Variables under Variable Replacement.