PORTALS
We need to start by explaining what is a portal group? It is simply a collection of portals, a folder, a bucket, you name it, that consists of portals with similar settings. This is a useful concept if you have different types of clients, deals, internal teams etc. because you can configure and maintain each group separately (from different portal structures, webforms, subportal groups, even tutorials).
Setting up a portal group is quick: everything lives in one place, in the portal group's left-hand menu.
1. Open your portal group
Go to Portals. You'll see the list of your Portal Groups.
Click the name of the portal group you want to set up.
Don't have one yet? Click the "+" button next to "Portal Groups" to create it.
Once inside, you'll land on "All Portals". Everything you can do with this portal group is listed in the left-hand menu.
2. Configure the settings
Scroll to the bottom of the left-hand menu and click "Settings" to expand it. You'll find these sections:
2a. General
Go to Settings/General. Here you can:
Edit the Portal Group Name.
Optionally, add a Description — this is visible to your portal users.
Optionally, write an Invite new member message — the default text your clients receive when you invite them to a portal.
Optionally, add an "Ai4u agent code" (get your code from ai4u.digital).
Optionally, switch on "Auto-delete portals".
Click "Save" when you're done.
2b. Portal tabs
Go to Settings/Portal tabs to choose which tabs your clients see inside each portal.
Available items (left) are tabs you can add — for example Onboarding, Forms, ID Verifications or Internal Documents. Click the "+" next to a tab to add it.
Selected items (right) are the tabs your clients currently see, such as Dashboard, Documents, Signed Documents, Chat, Tasks and Workflows.
Drag and drop tabs to change their order.
Optionally, click the pencil icon to rename a tab, or the "x" to remove it.
Click "Save". If you want to go back to the defaults, click "Restore"
2c. Home page
Go to Settings/Home page to choose the widgets shown on the portal's home page -for example Announcements, Portal description, Notifications, Comments, Secure upload link and Portal status.
Click the "+" next to an available widget to show it.
Drag and drop widgets to change their order, or click the "x" to hide one.
Click "Save", or "Restore defaults" to start over.
2d. Reminders
Go to Settings/Reminders to nudge clients automatically.
Invitation reminders — switch on "Send automatic reminder" to remind clients who haven't yet accepted their portal invitation.
Task reminders — switch on "Send automatic reminder" to remind clients about tasks they haven't completed.
2e. Tutorial
Go to Settings/Tutorial to add a help button at the top of every portal, beside the portal name.
Add either a Video URL or an Article URL.
Optionally, change the Button Label (by default it says "Tutorial").
Click "Save". The link opens in a new tab for your portal users.
Here's how it looks like in the portal:
2f. Backup & deletion
Go to Settings/Backup & deletion to save, reuse or remove your portal group's set-up.
Settings backup — click "Download settings backup (ZIP)". This includes forms, internal forms, workflows, statuses, roles, access groups, custom properties, portal tabs and widgets, public documents and any sub-portal groups. It does not include the portals themselves, the people invited to them, or any documents inside them.
Restore settings from a backup file — select a backup file and click "Restore from file". Restoring will overwrite this portal group's settings, portal tabs and widgets; delete access groups and form records that aren't in the backup; and add or update (but never delete) forms, public documents and signing templates. Tip: restore into a newly created portal group to copy a set-up you already love.
Danger zone — click "Delete" to delete the portal group. Every portal in the group, and its documents, moves to the bin. You have 30 days to restore them from Files/Bin.
2g. Folders
Go to Settings/Folders to create a default folder structure for the portals in this group.
Click "Add folder" and name your folders.
Choose how to apply the structure:
"Apply this structure to new portals only" — existing portals won't be affected.
"Apply this structure to new and existing portals" — the structure is enforced across every portal in the group.
2h. Security
Go to Settings/Security to control what your clients can do.
Default permissions — choose the access level new portal users get (for example "Full Access").
"Force 2 Factor Authentication for portal users".
"Allow portal users to send messages" — switch this off to turn off chat for clients.
"Default: hide message text from email" — applies to messages written from now on; messages already sent keep their original setting.
"Prevent portal users with Read access from downloading files" — clients with Read access can still open and view documents, but download, export and print options are hidden.
Click "Save".
2i. Customisation
Availability: Enterprise plans only. To upgrade, contact us at support@mydocsafe.com.
Go to Settings/Customisation to change the wording your team sees when adding portals and inviting clients.
Add new page settings — these control the page that opens when you click "+" to add a new portal:
Optionally, switch on "Skip invite (invite clients later)" to let your team create a portal without inviting anyone straight away.
Label for portal name input — the label shown above the portal name field (for example "Client name" or "Deal name").
Label for submit button WITHOUT invite — the button text used when the portal is created without inviting anyone.
Label for submit button WITH invite — the button text used when the portal is created and clients are invited at the same time.
Manage portal users
Label for invite new member button — the text on the button used to invite people into a portal.
Click "Save". You'll see your new wording the next time you add a portal or invite someone.
3. Audit Trail
Go to Audit Trail to see a log of activity in this portal group.
4. Optionally, add form templates
Click "Form templates" in the left-hand menu. As soon as this section contains at least one form, the "Forms" tab becomes available in your client portals. To learn more, see Embedding webforms in client portals.
What else can you do?
Once the basics are in place, you may also want to:
Use Announcements to broadcast a message to everyone who logs in — great for deadlines and events.
Use Public documents to publish reports or collateral that all portal users can access.
Explore Portal Roles, Access groups, Statuses and Workflow Templates for more advanced set-ups.
Next step: Embedding webforms in client portals