Prefer to watch? This short video walks you through every step, or read the instructions below.
Portal workflows are steps you want your client to complete inside their portal: signing documents, filling in forms, ID checks and more. They help you automate onboarding, save time, speed up transactions and improve your client's experience.
Unlike proposals, portal workflows sit inside client portals, so your client must sign in first. They are ideal for secure onboarding tasks, upselling services, periodic data updates and contract renewals. If you want to use workflows to sell to prospects, go here. If you want to send multiple documents for signing fast, go here instead.
Before you start: you need a portal with a client who has accepted their invitation to it.
In this example, we ask a client to read a privacy notice and sign a letter of engagement.
1. Open the client's portal
Click Portals in the top menu and open your client's portal. Your client is listed under Members with access. Then click Workflows.
2. Start a new workflow
Click the + button and choose New workflow (or Create from template if you have saved one). To rename the workflow, click the pencil icon next to its name.
3. Add your steps
Each step is called a widget. Click the + button next to Workflow elements to see them all, for example Request a signature, Ask to view and approve, Upload documents, Services and payment, Form and ID Verifications.
To add a Form, create it first in Form Templates.
The ID Verifications step needs a subscription.
For Services and payment, set up your services and connect Stripe or GoCardless.
4. Ask your client to view and approve a document
Choose Ask to view and approve. Give the step a name your client will see (for example "Read our privacy notice"), select the document and click Save. The step appears in your list of workflow elements.
5. Request a signature
Click + again and choose Request a signature. Name the step and select the document to sign. The field editor opens: drag the Signature and Date fields onto the document, then click Save the template. Back in the widget, click Save.
Both steps are now in your workflow. You can drag them to change the order.
6. Complete and send
When you're ready, click Complete and send. In the Send workflow dialog your client is already selected. Add a personal message and click Send. Use Manage portal access if you need to add someone to the portal first.
7. Your client receives an email and signs in
Your client receives an email with a Start workflow button.
Because the workflow sits inside their secure portal, they sign in with their portal email and password and go straight to the first step.
8. Your client completes each step
Your client reads the privacy notice and clicks Acknowledge and close.
Then they open the letter of engagement, click Jump to the first field, sign, add the date and click Submit the document. Each completed step is ticked off.
9. Track and manage the workflow
Back in the portal's Workflows tab, the workflow shows as Completed. From its menu (⋯) you can open it, send the invitation again, download it as a PDF, edit it, make a copy, archive it or delete it.
Explore more:
Use Workflow statuses to add your own statuses to each step for better reporting.
Use Reminders & Deadlines to chase clients automatically.
Click Copy as template in the workflow editor to reuse a workflow with other clients.
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