Managing Portals

Most administrative tasks for portals begin on the Manage Portal window. This window displays a grid that lists portals that you have permission to access. As many as 50 portals can be shown in this list at one time. If the portal you want to manage is not displayed, you can search for the portal. If needed, you can also use this window to generate a list of all the firm and client users who have permission to access a portal.

To access the Manage Portal screen and perform administrative tasks on portals, do the following:

1. After logging in to your portal, click the Administration tab on the navigation panel.
2. Select Setup > Manage portal. A grid listing up to 50 portals that you have access privileges for displays.

Column	Description
	Select the box beside a portal name to select or deselect the portal.
Portals	Lists the name of the portal.
Firm Users	Lists the number of firm users who have access to the portal. Additional firm users can be added by the firm administrator.
Portal Users	Lists the number of client users who have access to the portal. Additional portal users can be added by the firm and portal administrators.
View Counts	Contains a link that you can click to add additional columns displaying the number of firm users, portal users, and files for the portal. Clicking this link causes the counts to display for this portal only. Click the View User/File Counts for all Portals link above the grid to display counts for all files.
Linked Clients	Displays the number of clients linked to the portal. Clicking this number opens the Manage Client Links tab, where you can view a list of the clients who are linked to the portal.
Resend Email Notification	Lists the notification emails that can be resent for the portal from this window. Currently, only the Portal Creation email can be sent from this window. See the procedure for sending email notifications below for more information.
Email Delivery Status	If you choose to resend the portal creation email for a portal, a status indicating whether the email was delivered successfully displays here. Once you exit the Manage Portals window, this status is cleared. See the procedure for sending email notifications below for more information.

3. Do any of the following as needed to filter the list or to find a specific portal:
• Search for a portal by the portal name. In the Search portals box, begin entering the name of the portal you want to find. As you type, the system displays a list of portal names that are possible matches. When you see the name of the portal you need, select it, and then click the Add button .
• Select portals from a full list of portals you have access to. Click the arrow beside the Search portals box, and then select Show all portals. Click OK.
• Search for a portal by the portal administrator's email address. Click the arrow beside the Search portals box, and then select Email address. Enter the portal administrator's email address, and then click the search button.
4. Perform any of the following management tasks as needed:

Display the number of firm users, portal users, and files for all portals.

Click View User/File Counts for all Portals above the grid. Three additional columns containing the total number of firm users, portal users, and files for each portal display.

Note: For performance reasons, the option to view all counts for all portals is not retained when you exit the Manage Portals window.

Generate a list of users who can access the specified portals.

1. Click Print a list of all portals and the users who can access them. The File Download window displays.
2. Click Save.

Add a single portal.

1. Click Add at the bottom of the window to display the Portal Information window.
2. Enter information about the new portal on the Portal Information window.
3. Click one of the Save buttons or Cancel.

Button	Description
Save and New	Saves the changes and opens a new window to create a new entry.
Save and Close	Saves the changes and exits the window.
Cancel	Exits the window without saving your changes.

Create portals in a batch.

You can create portals in batches by importing portal information from a template, or by manually entering Portal information. For best results, we recommend that you review the information in the topic Creating Portals in Batches before attempting to create a portal batch. From that topic, you can also access the detailed instructions for each batch portal creation method.

Download the portal creation template.

The portal creation template is an Excel® document that can be used to create portals in a batch. For instructions on using this template, see Creating Portals in Batches with a Template.

To download the template, do the following:

1. Click Portal Creation Template at the bottom of the window.

Note: If your download is blocked for security reasons, you may need to click the PortalCreationTemplate.xls link in the bottom right corner of your browser before you can open or save the document.

2. Select to save the file.
3. Enter the location where the file should be saved.
4. Click Save.

Edit a portal.

1. Select the check box for the portal you want to edit in the grid
2. Click Edit selected to open the Portal Information window.
3. Enter or change information in the Portal Information window as needed.
4. Click Save.

Delete a portal.

Note: You cannot delete a portal that currently has documents stored in it.

1. Select the box for the portal you want to delete in the grid.
2. Click Delete selected.
3. Click OK.

Manually send a portal creation email notification.

If needed, you can send or resend the portal creation email notification to a portal administrator from this page. This feature is useful if you disable email notifications when you create portals in batches, or if the administrator cannot find or did not receive the initial email.

Note: Only the portal creation email can be sent from this page. You can send the email that notifies new users that a user account has been created for them from the Manage Portal Users page.

To send a portal creation notification, do the following:

1. Select the box for each portal that you want to send the portal creation email for. The email will be sent to the portal administrators.
2. Click Send email at the bottom of the window.
3. Review the Email Delivery Status column for the selected portals to verify that the email was delivered successfully.

Note: Once you exit the Manage Portals window, the Email Delivery Status column will be cleared.