Client Portals
Give clients secure, self-service access to their documents. Clients can view signed contracts, download files, and submit forms through a branded portal with email verification.
Client portals provide a dedicated space for each client to access their documents. No app download required - clients simply verify their email and access their portal from any device.
Key Benefits
- Clients access documents anytime without contacting you
- Secure email verification (2FA)
- Custom branding matches your company
- No account creation required for clients
- Complete audit trail of client access
Key Features
Email Verification
Clients verify identity with a 6-digit code sent to their email before accessing the portal.
Document Access
Clients view and download their documents, contracts, and signed agreements.
Form Submission
Publish forms to portals so clients can submit additional information.
File Uploads
Allow clients to upload documents directly to their portal via file requests.
Custom Branding
Apply your brand colors, logo, and styling to client portals.
Activity Tracking
See when clients access their portal and which documents they view.
How Client Portals Work
What the Client Experiences
Receive Invitation
Client receives email with portal access link and instructions.
Verify Email
Client enters their email address at the portal.
Enter Code
Client receives 6-digit code via email and enters it to access.
Access Portal
Client can view documents, submit forms, upload files.
Return Anytime
Client can return using the same link and re-verify with email.
Tutorials
Tutorial: Creating a Client Portal
Step-by-step guide to setting up a client portal manually
Create the Portal
- •Log into your Dropie dashboard
- •Click 'Client Portals' in the left sidebar
- •Click 'Create New Portal' button
- •Enter a name for the portal (client name or project name)
- •Select the client record if linking to an existing client
Configure Access Settings
- •Set the access mode:
- •- Invite Only: Only invited members can access
- •- Shareable Link: Anyone with the link can access
- •Configure email verification requirement (recommended: enabled)
- •Set session timeout duration
- •Optionally set an expiration date
Add Content to the Portal
- •Click 'Add Content' or drag files into the portal
- •You can add:
- •- Files: Documents for clients to view/download
- •- Folders: Organize documents into categories
- •- Forms: Allow clients to submit information
- •- File Requests: Request specific documents from clients
- •Organize content into folders for easy navigation
Configure Content Permissions
- •For each content item, set permissions:
- •- View only: Client can view but not download
- •- Download enabled: Client can download the file
- •Enable watermarking if needed
- •Set download or view limits if applicable
Apply Branding
- •Go to Portal Settings > Branding
- •Select your branding profile or customize:
- •- Upload your logo
- •- Set primary and secondary colors
- •- Add a welcome message
- •Preview how the portal will look to clients
Invite the Client
- •Go to the Members tab
- •Click 'Invite Member'
- •Enter the client's email address
- •Customize the invitation email message
- •Click 'Send Invitation'
- •Client receives email with portal access link
Tutorial: Automating Portal Creation with Workflows
Create client portals automatically when forms are submitted
Set Up Your Workflow
- •Go to Workflows in the sidebar
- •Create a new workflow or open an existing one
- •Ensure you have a form trigger that collects client information
- •The form should include at least client email and name
Add 'Create Client Portal' Step
- •Click '+' to add a step after your form/document steps
- •Select 'Create Client Portal' step type
- •Configure the portal settings:
- •- Portal name: {{form.client_name}} or similar
- •- Client email: {{form.email}}
- •- Access mode: Typically 'Invite Only'
Configure Content to Include
- •Select what to include in the portal:
- •- Signed documents from previous workflow steps
- •- Generated documents
- •- Static documents (welcome packets, guides)
- •Enable 'Send Invitation Email' option
Add Welcome Message
- •Customize the welcome message the client sees:
- •Include relevant form data: {{form.client_name}}
- •Explain what they can find in their portal
- •Provide contact information for questions
Test the Workflow
- •Run a test submission through the workflow
- •Verify the portal is created with correct content
- •Check that the invitation email is sent
- •Access the portal as a test client
- •Verify all documents are accessible
Tutorial: Requesting Files from Clients
Use file requests to collect specific documents from clients
Create a File Request
- •Open the client's portal
- •Click 'Add Content' and select 'File Request'
- •Name the request clearly (e.g., 'Driver's License Required')
- •Add detailed description of what you need
Configure Request Details
- •Specify the file requirements:
- •- File types allowed (e.g., PDF, JPG, PNG)
- •- Maximum file size
- •- Number of files expected
- •Set a due date if applicable
- •Add instructions for the client
Notify the Client
- •Enable notification to send email about the new request
- •Customize the notification message if needed
- •The client sees the request in their portal dashboard
Track Upload Status
- •View pending file requests in the portal dashboard
- •See which clients have uploaded vs. not
- •View uploaded files once submitted
- •Send reminders for outstanding requests
Review Uploaded Files
- •When client uploads, you receive a notification
- •View the uploaded file in the portal
- •Accept or request re-upload if the file doesn't meet requirements
- •Mark the request as complete
How-To Guides
How to Add Signed Documents to a Portal
- 1.Open the client's portal
- 2.Click 'Add Content' and select 'Files'
- 3.Navigate to your signed documents or search by client
- 4.Select the signed document(s) to add
- 5.Choose the folder in the portal (or create one like 'Signed Contracts')
- 6.Configure view/download permissions
- 7.The document is now accessible to the client
Tip: Use workflows to add signed documents automatically when signatures complete
How to Send a Reminder to Access the Portal
- 1.Open the client's portal
- 2.Go to the Members tab
- 3.Find the client who hasn't accessed
- 4.Click 'Resend Invitation' or 'Send Reminder'
- 5.Customize the message if needed
- 6.Click 'Send'
You can see who has accessed and who hasn't in the Members tab
How to Add a Form to a Client Portal
- 1.Open the client's portal
- 2.Click 'Add Content' and select 'Form'
- 3.Choose an existing form template
- 4.Configure how it appears in the portal
- 5.Enable notifications for when the client submits
- 6.The form appears in the client's portal dashboard
- 7.Submissions are linked to the client's record
Use case: Collect additional information, annual reviews, or feedback
How to Change Content Permissions
- 1.Open the client's portal
- 2.Navigate to the content item
- 3.Click the settings icon (⚙) or right-click menu
- 4.Select 'Permissions' or 'Access Settings'
- 5.Modify permissions:
- 6.- Enable/disable viewing
- 7.- Enable/disable downloading
- 8.- Enable/disable printing
- 9.- Set view/download limits
- 10.Save changes - they apply immediately
How to Add Multiple Documents at Once
- 1.Open the client's portal
- 2.Click 'Add Content' and select 'Files'
- 3.Select multiple files from your file browser (Ctrl+click or drag)
- 4.Or drag and drop multiple files into the portal
- 5.Wait for all uploads to complete
- 6.Configure permissions for all files (can be changed individually later)
- 7.Files are added to the portal
How to Organize Content with Folders
- 1.Open the client's portal
- 2.Click 'Add Content' and select 'Folder'
- 3.Name the folder clearly (e.g., 'Contracts', 'Invoices', 'Documents')
- 4.Create the folder
- 5.Drag existing content into the folder, or
- 6.Add new content directly to the folder
- 7.Create subfolders for further organization if needed
What You Can Add to Portals
Files
Documents clients can view and download
Folders
Organized collections of documents
Form Templates
Forms clients can fill out and submit
File Requests
Requests for clients to upload specific documents
Signature Templates
Documents requiring client signature
Signed Documents
Completed signed agreements
Authentication & Security
Email Verification (2FA)
6-digit code sent to client's email. Required for every session.
- 15-minute code expiration
- 5 failed attempts maximum before lockout
- 60-second cooldown between resends
Session Management
Configurable session timeout (default 10 minutes inactivity)
- Automatic logout on inactivity
- Session extends with activity
- Secure session handling
Invitation Links
One-time invitation tokens for first access
- First-time access streamlined
- Token tracked with sent/accepted dates
Access Control Options
Invite Only
RecommendedOnly explicitly invited members can access
Most client portals - ensures only your client can access
Domain Based
Anyone with matching email domain can access
Company-wide access for client's entire organization
Shareable Link
Anyone with the link can access (with email verification)
Sharing with multiple contacts at client organization
Content Security Options
Password Protection
Require password for specific sensitive content
Download Limits
Set maximum downloads per content item
View Limits
Set maximum views per content item
Watermarking
Apply user-identifying watermarks to viewed documents
Workflow Integration
Create and manage portals automatically through workflows for seamless client onboarding.
- Create portal when form is submitted
- Add signed documents to portal automatically
- Send invitation email after workflow completion
- Add file requests based on form responses
- Update portal content when documents are renewed
Activity Tracking
Track all client portal activity for compliance and insight.
Tracked Activities
Use activity tracking to see if clients have reviewed important documents, follow up on unsigned items, and maintain compliance records.
Best Practices
Use Clear, Descriptive Names
Name documents clearly so clients understand what they're accessing. 'Service Agreement - 2024' is better than 'contract_v2_final.pdf'.
Organize with Folders
Group related documents into folders for easy navigation. A folder structure like 'Contracts', 'Invoices', 'Resources' helps clients find what they need.
Only Enable Necessary Downloads
Enable downloads only for documents clients need to keep. For reference documents they just need to review, view-only is sufficient.
Automate Portal Creation
Use workflows to create portals automatically after form submission or contract signing. This ensures every client gets a portal without manual effort.
Include a Welcome Message
Add a welcome message explaining what clients can find in their portal and how to use it. This reduces support questions.
Keep Content Current
Remove outdated documents and add new ones as they become available. An outdated portal reflects poorly on your organization.
Troubleshooting
Client says they can't access the portal
- Verify the client's email address is correct
- Check if they received the invitation (may be in spam)
- Resend the invitation
- Ensure the portal hasn't expired
- Check if their email domain is blocked
Client not receiving verification codes
- Ask client to check spam/junk folder
- Verify email address is spelled correctly
- Wait 1-2 minutes (codes can be delayed)
- Ask client to add Dropie to their email whitelist
- Click 'Resend Code' after 60-second cooldown
Client can't download a document
- Check if download is enabled for that document
- Check if download limit has been reached
- Verify client has the 'Member' role (not just 'Viewer')
- Check content-specific permissions
Documents not appearing in portal
- Verify documents were added to the portal (not just uploaded)
- Check if documents are in a folder the client can access
- Verify the content is published (not draft)
- Check member permissions for the content
Frequently Asked Questions
Do clients need to create an account?
No. Clients access their portal using just their email address. Each time they access, they verify with a 6-digit code sent to their email. No account creation or password management required.
Can I have multiple clients in one portal?
Yes. You can invite multiple people to the same portal. This is useful for client teams where multiple people need access to the same documents.
Can I see if a client has viewed their documents?
Yes. The activity log shows exactly when the client accessed the portal, which documents they viewed, and which they downloaded.
Can clients upload files to their portal?
Yes, through file requests. You create a file request specifying what documents you need, and the client can upload them directly to their portal.
What happens if a client loses the portal link?
They can request it again, or you can resend the invitation from the portal's Members tab. The link remains the same unless you regenerate it.
Can I remove a document from a portal after adding it?
Yes. You can remove content from a portal at any time. The removal is logged in the activity trail. The original document remains in your system.