Share documents through the client portal
Flip a document or a folder to shared and it appears in that client's portal; files they upload come back onto their contact record and show up on the timeline.
Documents in Vertiqa are internal by default. A client sees a file only when someone deliberately shares it — there is no "share everything on this record" switch and no link you have to email.
How a document reaches a client
A portal user sees a document when both are true:
- The document sits on their contact record, or on an opportunity linked to that contact.
- The document is marked shared, or it sits in a folder that is marked shared.
That second rule is the useful one: mark a folder shared once, and everything you drop into it afterwards is visible without a second decision.
Share a single document
Open the contact (or the linked opportunity), find the file in the Documents area, and open it. In the detail panel, use the Client sharing switch. The line beneath it always states the current reality:
- "Visible to
<contact>in the portal" - "Internal only — not visible in the portal"
Turning it on confirms with "… is now shared with portal users." Turning it off removes it from their portal immediately.
Share a whole folder
In the folder tree on a contact record, use the folder's share control. The same confirmation appears, and every document inside that folder becomes visible in that client's portal — including files added later.
Use folders for the sets you always share (signed agreements, statements, handover packs) and per-document sharing for one-offs.
Unsharing
Turning sharing off removes the document from the client's portal from that moment. It does not recall anything they already downloaded — treat sharing a document the way you would treat sending it.
What the client sees
Their Documents page has two tabs:
- Shared with Me — name, folder, size and date, with a download control per row. Downloads are issued as short-lived links, so a copied download URL stops working shortly after; they simply download again from the portal.
- My Uploads — everything they have sent you, each marked Uploaded.
A search box filters both tabs, and three tiles at the top count shared documents, their uploads, and the total size.
When a client uploads a file
Clients upload by dragging files onto the page or using Upload.
- Allowed types: images, PDFs, Office documents (Word, Excel, PowerPoint), text, XML, and ZIP archives.
- Maximum size: 50 MB per file. Anything larger is refused with the reason.
The uploaded file lands on their contact record, at the top level rather than inside a folder, and it is not automatically shared back — it is your copy of their file. It is attributed to them as the uploader, and it is recorded on the contact's timeline, so the upload shows up in your normal activity view rather than only in a document list.
If you want that file to appear in their portal as well, share it the same way you share any other document.
Practical setup
- On the contact, create a folder for the things this client should always see.
- Mark the folder shared once.
- Drop documents into it as the relationship progresses.
- Ask for the documents you need back through a form request rather than by email, so the response is tracked and reviewable.