Introduction

Welcome to PortalManager

About PortalsXpress

PortalManager Interface

Adding, Editing, and Deleting Contacts

Managing a Portal

PortalManager Interface - Managing a Portal

To manage a contact's portal, select the contact in the main screen of PortalManager by clicking it with the left mouse button and click on the "Portal" toolbar button.

The contact's Private Client Site folder is shown and lets you manage their documents, send them email, and preview their Client Portal experience.

To add a folder, click on the "New Folder" toolbar button and give the folder a name. To view the contents of a folder, double-click on it. The files within that folder will be displayed in the pane on the right side.

To email the contact, click on the "Email" toolbar button and the "Send" dialog box will be displayed. This feature can be used to notify a contact that you have made an update to their Client Portal. Some default text is automatically generated which can be modified prior to sending the message.

It is important that you leave the URL to their Private Client Site in the body of the message because they will use it to navigate to the login page of their client portal.

Clicking on the "OK" button sends the message to the contact.

To import a file into the contact's Private Client Site, you can either click on the "Import" toolbar button to select the desired files OR you can drag and drop the files from your Desktop or Windows Explorer.

To export files from the contact's Private Client Site to your computer, select the files or folders you want to export by clicking on them with the left mouse button, and click on the "Export" toolbar button to select a destination folder on your computer.

To preview the contact's Private Client Site experience, click on the "Preview" button. This will open up a preview window within your web-browser.

Cut, Copy, Paste, Copy as Shared, and Delete features:

With the Cut, Copy, Paste, Copy as Shared features, one or more files in PortalManager can be copied to a buffer, a temporary holding area that remains filled with the information you have saved to it, until you either copy new information to it or exit the program.

You can use the toolbar buttons, the right-click menu selections, or the shortcut keys Ctrl-X, Ctrl-C, and Ctrl-V respectively for the cut, copy, and paste functionality. For simplicity, the following discussion refers to using the toolbar buttons.

To cut or copy an item to the buffer:

• Click with the left mouse button to select the item.
• Click the Cut or Copy toolbar button.

To select a block of items:

• Hold down the Shift key and click to select first item.
• Click the last item in the block or use the Down arrow key to select a block of items.
• Click on the Cut or Copy toolbar button.

To paste these items to a different folder:

• Click the folder of your choice with the left mouse button.
• Click the Paste toolbar button.

Use of the Cut button removes the item from the original folder and places it in the buffer. Use of the Copy button leaves the item in the original folder and places a copy in the buffer.

The Cut, Copy and Paste features are very useful if you want to move a copy of a document to other folders. For example, you may have a service agreement that that is used as an original for new documents. You could copy and paste the agreement to each folder that you have organized for different work.

Copy as Shared - Copy as shared means that selected files will be partnered and will "share" information. Changes or updates to one file will be reflected automatically in its "shared" location. For example, you could create a budget spreadsheet in Excel to share in a Finance folder. To enhance your efficiency, you place a copy of the budget document in a folder you frequently use, "Copy As Shared" the document, and paste it into the "Finance" folder. If you make a change to the document from either location, it will change in the "shared" location as well.

To copy an item as shared to the buffer:

• Click to select that item.
• Click the Share toolbar button.

To delete files from the contact's Private Client Site, select the files or folders you want to delete, and click on the "Delete" toolbar button OR press the "Delete" key. This will remove the deleted file(s) to the "Trash" folder.

To recycle storage used by the trash can, click the "Trash" folder with the right mouse button and select "Empty Trash Can". Once the trash has been emptied, any deleted items cannot be recovered.