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A project portal is an information hub that keeps your client updated on the status of their order. They can view and download forms from the project, comment on their presentation, approve their sales order, and approve decorator proofs.
On this page:
How to send a project portal
Each project has its own project portal link. To attach the link to an outgoing project email:
- Click to view any form in the project
- Click Actions > Email
- Check the box next to Attach Portal Link
- Enter the details of your email
- Click Send Email
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commonsku Tip: Send the project portal link when you email the project's first form to the client.
How to view a project portal
To view the project portal:
- From anywhere in the project, click Actions
- Click View Portal
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Project Status and Activities
Each project portal is divided into two separate sections:
- Project Status - displays the client-facing forms emailed through commonsku and the project's status. Your client can click the tabs to view and download their different forms and even pay deposit invoices or invoices by credit card. The tabs display the most recent version of a particular form.
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- Project Activities - shows a history of client-facing emails sent through the project, presentation comments, order/proof approvals/change requests, and credit card payments.
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Forms that need your client's attention are displayed with a 
icon.
Forms that your client has completed (i.e., if they've converted a Smart Gallery presentation to a sales order or paid a deposit invoice) are displayed with a 
icon.
Forms do not populate in the project portal until they are emailed to your client through the project.
Project Status
Your client can click the Project Status' different tabs to view the:
Presentation
Clients can view and comment on the presentation as usual and even place an order through a Smart Gallery presentation. They can also click to download a PDF version (List style) of the form.
The icon will show beside the presentation until it is converted into either an estimate or a sales order. Then, the icon will appear.
Estimate
Clients can view their estimate and click to download a PDF version of the form.
The icon will show beside the estimate until it is converted into a sales order. Then, the icon will appear.
Sales Order
Once you've emailed your client's sales order, or manually changed its status to Pending Client Approval, your client can view the sales order, click to approve or request a change, and download a copy of the form.
The icon will appear beside an order that is Pending Client Approval. Then, the icon will appear when your client approves the order.
Deposit Invoices
Your client can view and even pay the deposit invoice. They can also click to download a PDF version of the form.
The icon will appear beside an unpaid deposit invoice. Then, the icon will appear when payment is logged in the sales order.
Order Status
The Order Status tab tracks the status of the project's purchase orders as they progress from proofing to production and then shipping to your client. The status updates are determined by the purchase orders' stages and proofs' status.
The Order Status tab is divided into three columns:
- Proofing - shows POs that are still in the proofing stages and have not been approved. POs displayed in this tab will show the product name(s) and the sales order's in-hands date.
- In Production - shows POs that are still in some stage of production between being Created and Confirmed by the supplier. POs displayed in this tab will show the product name(s) and the sales order's in-hands date.
- Shipped - shows POs that have been marked as Shipped or Ready for Billing. POs displayed in this tab will show the product name(s), the PO's shipping date, and the tracking ID(s).
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The icon will appear beside the Order Status tab until all POs have been shipped. The icon once everything has shipped out.
Proof Approval
Once you've emailed your client's proof form or manually changed its status to Pending Client Approval, your client can view their proofs, click to approve or request a change, and download a copy of each proof.
The icon will appear beside the Proofs tab until each proof is approved. The icon will appear after each proof is approved.
Invoice
Your client can view and even pay invoices. They can also click to download a PDF version of the form.
The icon will appear beside an unpaid invoice. Then, the icon will appear when the invoice's status is changed to Paid.
If you've created multiple invoices, your client will be prompted to choose an invoice number once they click the Invoice tab.
Feedback
The feedback form will automatically populate once the invoice is created.
You client can view and submit their feedback through the project portal.
The icon will appear if the client hasn't submitted feedback. Then, the icon will appear once the client has submitted their feedback.
Project Activities
The Activities Newsfeed logs
- emails sent to your client, including emails sent through the project's Presentation, Estimate, Sales Order, Invoice, and Feedback tabs
- any comments you or the client leave on the presentation
- whenever the client requests a change or approves the sales order
- whenever the client requests a change or approves a proof
- credit card payments on invoices
Portal views
Refer to the number next to the 
icon to track how many unique users have viewed the project portal, as well as each form displayed in the portal.
FAQ
- Does the rep still get notified if forms are approved within the project portal?
- Can I email things outside of commonsku and have them show in the portal?
- How do I get my presentations, estimates, and invoices to display in the portal?
Does the rep still get notified if forms are approved within the project portal?
Yes. All internal and email notifications operate the same way as they do inside the project.
Can I email things outside of commonsku and have them show in the portal?
The project portal only captures emails sent through the project. It does not capture emails sent through the client's page or emails sent outside of commonsku.
Presentations, Estimates, and Invoices that are not in Client Review (Presentations, Estimates) or Sent to Client (Invoices) status will not display in the client or project portal. In order for them to appear, you will either need to manually change the form's status, or email it to the client from commonsku so the status changes automatically.