A Collaboration Portal is a window into a single Record for people outside DocMgt. It can share documents with them and ask them for documents and E-forms in return. If the current Record's Record Type has collaboration turned on, the viewer shows a Portals button; click it to open the Portals panel.


The panel lists every portal created for the Record with its Name, when it was Sent, when it Expires, and how Complete it is. Click a portal's name to open it in a new browser tab, exactly as an outside user would see it.


Who can change portals

Anyone who can see the Record can open the panel and view its portals. Creating, editing, sending, and deleting portals needs Read/Write rights on the Record Type, unless the administrator has turned on the Record Type's READ ONLY users will be able to make changes to Portals setting, in which case read-only users can do these things too.


Creating a portal

Click New Portal to create a blank portal and open its editor. If templates have been associated with this Record Type, the arrow beside the button lists them; pick one to create a portal pre-filled from that template. Fill in the recipients, check the password, and save.


Working with a portal

Each portal in the list has these controls.

  • Copy Portal Link — copies the portal's web address to the clipboard so you can paste it into your own message.
  • Generate QR Code for Portal Link — shows a QR code that opens the portal when scanned, handy for people on a phone.
  • Send Portal — emails the invitation to the portal's recipients using its email settings.
  • Edit Portal — opens the portal editor.
  • Delete Portal — removes the portal. The documents and E-forms already submitted through it stay in the Record.


The portal editor

Editing a portal shows the same sections as a template, General, Email Settings, Instructions, Required Documents, Required E-forms, and Shared Documents, and the changes apply to this portal only. The General section also shows the portal's Link, when it was Sent, its Expires date, and its Password with a button to generate a new random one. The Email section adds the Recipient Emails list, one address per line, plus the Include Link in Email and Include Password in Email switches. For what each setting does, see the Collaboration section under Administration System.


If a portal's completion tracking is set to adjust dynamically, the check icons beside required items are read-only and reflect what is in the Record. Otherwise you can click them to mark an item complete or not complete by hand.