Edition: Business, Enterprise
User-level: All Users
The project portal allows your team of external contacts or internal staff to have a central location to view project documents, and comment or chat about project tasks.
Portal access has to be enabled for each person on the project contacts tab that you want to be able to use the portal. This applies to both external project contacts (personnel at a company or individual type contacts), or internal staff.
Choose which contacts have full portal access , or which have restricted portal access, or no access for the portal.
Portal Feed
The feed page shows all activity on this project portal in threads. The icons on each thread represent what menu the thread is related to.
When you first open the news feed, all unread threads are marked with a teal stripe for a short time from when the page is opened.
Things you can do:
Identify the other recipients on a thread by their profile pictures or initials in the top right of the chat box.
Open the recipients’ business card to see their details.
Reply to a thread and add anyone to the thread.
Add an attachment to a reply.
You can unfollow any thread from the ellipsis menu.
Retrieve results for everything in the project portal from the portal navigation bar.
NOTE: You can not delete or edit a thread once posted.
Project Portal Contact List
From Side Navigation, click Projects > Project List
Open the Project you want to edit
From within the Project, click the More menu > select Portal feed.
Select 'Contacts' on the left of the portal
Columns on the Portal Contact List
Company: The name of the company added to the project as a contact
Personnel: The first and last name of personnel added to the project as contacts
Role: The assigned role of the contact within the project.
Portal Access: Indicates whether staff have access to the portal feed or not. The project manager has full portal access. Other contacts will have portal access enabled if the checkbox is enabled.
Add Additional Staff to the Project Portal
Select 'Add staff'
In the overlay menu, type the name of the staff member.
Select their role for easy identification. This refers to their role in the project, not their position within your organisation.
If this contact should be the primary contact, check the 'Is Primary' box.
Save
Add Additional Contacts to the Project Portal
Select 'Add contact'
In the overlay menu, type the name of the contact.
Add personnel from the personnel dropdown
Select their role on the project for easy identification.
Check the required options:
Invoice Contact: The person to whom project invoices should be addressed and sent by default.
Primary Contact: The main person to contact about the project, usually the client or the person making project decisions.
Care Of: A third party to whom the invoice should be emailed or posted.
Portal Access: Allows communication with the project team within the project portal (both external contacts and internal staff)
Save.
Note: External contacts cannot see other contacts on the project.
Give Portal Access to an Existing Project Contact
By default, project contacts do not have access to the portal. You can grant them access following the steps below:
Check the ‘portal access enabled’ box in the contact’s row.
Click the Save button to apply the changes.
How to View Contact Details
Click on the contact personnel name. This opens the contact details.
Filter the portal contacts page
Under the contacts header you can choose from the filter options outlined below.
Filter options
All: Display all contacts and staff added to the project.
Portal Access Enabled: Displays only staff and contacts with portal access.
Portal Access Disabled: Displays only staff and contacts without portal access.
Staff: Displays only the staff assigned to the project as contacts.
Sharing Project Documents
From within a project, go to:
Project navigation bar > Documents
From the Document Register, find the files you wish to share, and select the tick box to the left of them
Once you've selected the documents you wish to share, use the multi-select menu at the bottom of the page and select Share:
A sidebar will appear on the right. In the sidebar, select Share With to open a menu allowing you to share the documents informally or in a transmittal:
Sharing documents as an Informal Chat:
Select Informal chat
Enter a Subject and Body in the informal chat menu
Enter the project contacts you wish to share the documents with
Select Share
Sharing documents in a Transmittal:
Enter the transmittal Reason
Select the method of delivery
Enter a Subject and Body in the informal chat menu
Enter the project contacts you wish to share the transmittal with
Select Share
Once the files have been shared, the recipients will receive an email with a link to download the files, and to access the project portal. There will also be a post in the portal for the shared documents, which can be viewed by Synergy users as well as the file recipients:
Portal Access on an Existing Project
Open a project and go to Project Contacts by using the shortcut in the stats bar, or by using the project dropdown > Plan > Contacts.
Select the pencil icon to the far-right of the contact you wish to provide with portal access, then select Edit.
Tick the box titled Portal access and then select Save:
What are portal invoices?
The Invoices Portal displays all finalised invoices shared from the project invoices page.
Note: Invoices shared informally via the document library (e.g., through chat) will not appear here.
How to share invoices in the portal
From Side Navigation, click Projects > Projects List.
Open the project you want to share an invoice for.
From within the Project, click the Invoices tab.
Open the invoice you want to share in the portal
Select the dropdown arrow in the top right of the invoice > Share.
Select the contact you want to share the invoice with from the contact dropdown
Ensure 'Share on portal' is selected, then select Save at the bottom right.
How to view an invoice shared in the portal
Profile menu > My portals.
Open the relevant project portal.
Select invoices from the menu on the left-hand side.
How to download an invoice shared in the portal
Profile menu > My portals.
Open the relevant project portal.
Select invoices from the menu on the left hand side > locate the invoice you want to download.
Select download on the right hand side of the portal post.
How to reply to an invoice shared in the portal
Profile menu > My portals
Open the relevant project portal.
Select invoices from the menu on the left hand side > locate the invoice thread you want to reply to.
Select 'write reply' to enter a response to the invoice thread and then select reply
Attachment: Click attachment to add a document to your response.
Contacts: Select contacts so a contact is notified of your response.
Unfollow portal invoice thread
Profile menu > My portals.
Open the relevant project portal.
Select invoices from the menu on the left hand side > locate the invoice thread you want to unfollow .
Select the '...' in the top right of the post > unfollow.
