Availability

Overview

Guest user viewing & editing permissions

The things that customer user can view and do in Guest portal include:

Item	Available actions	Notes
Activities	A guest can: view activities they are assigned to or those created by them, view activity progress, add a request, add an issue.	A guest can edit their own requests or issues, except for assignee viewing & editing, financials.
Messages	view messages under an activity they are assigned to, add a message to an activity they are assigned to.
Files	view files on the message board of an activity they are assigned to, upload a file to the message board of an activity they are assigned to, download a file from the message board of an activity they are assigned to, annotate images uploaded for an activity they are assigned to.
Custom forms	add records to custom forms for which "Allow guest users to access the form" is enabled.	One-click access to a custom form.
Project snapshot	view snapshots shared with them, export to PDF snapshots shared with them.

 

 

Accessing Guest portal

A guest user accesses the Guest portal the usual way, using their login and password on the login page.

Guest portal screen

The portal's screen includes the Active and Completed tabs to show treat-as-open and treat-as-completed activities correspondingly, and the following main sections:

• + Add activity to add an issue or request (provided there are open projects available to add them to).
• A list of projects and activities the guest user is assigned to, filtered and sorted in accordance with the filters and grouping set, as explained below.
• The details section (occupies the right-hand half of the screen when opened): the details of a project or activity that you have clicked open here. See below the details

Details section

The project details section consists of the following main items:

• Project status,
• Project name, ID number, date of creation and name of creator,
• Progress bar, showing the current rate of completion of the project,
• Start and end dates (if specified),
• Description and Custom fields, if any,
• Project priority,
• Portfolio name,
• Customer's name.

The activity details section comprises the following main items:

• Activity status,
• Activity name, ID number, date of creation and name of creator,
• Progress bar, showing the current rate of completion of the activity,
• Description and Custom fields, if any,
• Message board where you can view all messages and file attached to the activity and add your own,
• I'm done button,
• Type of activity: task, issue, or request,
• Activity priority,
• Category,
• Start and end dates, if specified. 

Message board

Guest portal allows you to view all messages exchanged between activity assignees. Apart from viewing communications on activity matters, keeping you up to date, you can contribute to the exchange by posting messages of your own.

Adding issues & requests

Guest users have permission to add issues and requests only (not tasks).

To add an issue or request:

1. Click + Add activity.
2. Fill in the details in the Create activity dialog box.
3. When done, click Save.

Messaging

To post a message:

1. Type your message into the text bar at the very bottom of the message board.
2. Click the paperclip button on the left to add a file to the message.
3. Click Post or hit Ctrl+Enter to post the message.

Attaching files

You can download files attached to activities with a single click, or upload your own in a matter of seconds.

To attach a file:

1. Click the paperclip button next to the message text bar at the bottom of the message board.
2. Navigate to the location of the file, select it and click Open.

Grouping

You can group the items in Guest portal by project name (ascending order), start date, end date, and in a couple of other ways. Here's the complete list of grouping options:

Search

The search button allows you to search through all available items, e.g. projects, activity IDs.

Custom forms

Custom forms give you access to the forms with "Allow guest users to access the form" turned on in a form.

To add a record to a custom form:

1. Login to Guest portal.
2. Click the Custom forms item in the menu on the left.
3. Click Add record of the custom form you would like to add a record to.
4. As the form opens in a separate window, fill in its forms.
5. Click Submit when you are finished.

I'm done

A guest user can indicate that their portion of work on an activity is complete by using the I'm done button.

1. Login to Guest portal.
2. Click on an activity name to open its details.
3. Click I'm done.

Notification center

For an overview of the Notification center, see this article.

Notifications available to guest users

On the Stream tab, guest users receive only notifications reflecting changes in project or activity fields that they can view. These include:

Object	Stream tab notifications
Project	Status Start date End date Priority Description Custom fields Portfolio name
Activity	Status Start date End date Priority Category Custom fields Messages Uploaded files

Inbox tab notifications

Only two kinds of notifications are received and shown on the Inbox tab of the Notification center. These are assignments and @mention themselves, only, for an email record if needed.

For archiving Inbox notifications, please see this article.

Shared project snapshots

Other users can share project snapshots they create with guest users.

To access the shared project snapshots:

1. Login to the Guest portal.
2. Click Shared project snapshots on the main menu.