Share client work and collect decisions

What you will accomplish

Share the right project updates, files, and review requests with a client, receive the client’s reply or decision, and keep private notes and unshared records inside your organization.

Before you start

• Open Team → Workspaces at /team/workspaces and choose the client workspace.
• Open Client Portal for that workspace.
• Confirm Client access is on and the portal address belongs to the correct organization.
• Confirm the client contact is attached to this workspace.

Choose what the client can see

Use Client-visible work to share a project, document, client engagement, or review request. A record remains private until you explicitly share it. Hiding a previously shared record removes it from the client view without moving it to another organization.

Before sharing a file, check that the file contains no internal cost, supplier, formula, or team-only material. Portal access limits who may open a record; it does not remove sensitive content from the file itself.

Exchange updates and files

1. Use Post update to write a client-facing message against a shared project and recipient.
2. Open Client Inbox at /engagements?view=inbox to review unread replies, due actions, risk states, and work waiting on your team.
3. Open the client work record before responding so the message, file, and recipient stay attached to the correct relationship.
4. When the client uploads a permitted file, review it from the matching workroom. Do not copy it into an unrelated client workspace.
5. Keep team-only analysis in Internal notes. Internal notes are never a substitute for a client-facing reply.

Request and record a decision

Create the review request from the connected program or client work record, then share that request from the workspace’s Client Portal page. The client can record only the decision allowed for that shared request. A client decision does not replace your organization’s QA, release, legal, or manufacturing approval.

Check your work

• The workspace name and organization are correct before every share.
• The client sees only explicitly shared projects, documents, updates, and requests.
• A client reply appears in Client Inbox for the same client work record.
• The client decision is attached to the requested item and has not been treated as internal release approval.
• Internal notes, unshared formulas, costs, suppliers, and other clients remain unavailable to the client account.
• Revoked client access can no longer open the workroom.

If something does not look right

• If the client sees an empty portal, confirm the intended project or document is marked Shared.
• If a reply is missing, confirm you are viewing the same organization, workspace, and client work record shown in the portal activity.
• If an upload is rejected, ask the client to use a supported file type and size shown by the upload form.
• If a review request is unavailable, confirm it was created for this client and explicitly shared.
• If the wrong person received access, revoke that contact immediately and issue access to the correct email from the same workspace.

Next steps

• Start a client workspace
• Understand Business sign-in and client portal access
• Review team access at /team.

Read the conversation at a glance

Open Conversation & history in the project or service. Shared messages have their own Client conversation area. Project replies stay beside the dialogue and require review before publishing. A service reply remains tied to its exact request and starts private.

Use Share with client to review selected records and recipients. Keep internal context in Private lab notes. Expand Activity & full history for every recorded event and older pages. A page with no shared messages may still have older messages. The client account brings work together; open the related project or request to reply.

Use the Project tools menu beside the tabs to open Formulas & samples, Quotes (when permitted), or Handoff. The current tool appears on the menu button. Service pages group their related links under Service tools.

In project Settings, use the named Connected services, Team, Client access, Approvals and Program stages panels. Client access shows the current status, access level, contact restriction and expiry; editing still requires the existing permission. Start client work is in Connected services.

Client-facing project guidance follows what is shared: pending decisions first, then shared sample or quote review. If no quote or sample is shared yet, the portal points to updates instead. Program status alone does not make a record visible.

In the client portal, Projects opens the work shared with that client. Conversation holds messages and feedback; Approvals holds requests needing a decision. Documents and Updates & history keep shared files and project updates easy to find. Progress reports the team’s recorded status rather than proving every earlier phase is complete.

From a project, select the client name beneath the title to open that client’s account overview. Preview client view remains a separate action for checking the shared portal. In Conversation, write in Message to client and use Review reply before sending.

What your client sees

Your client sees your business name alongside the portal branding, and company names identify the shared conversation. The latest recorded project status appears under Latest progress. It does not require every project to follow the same six stages. Shared updates remain in the project history; private lab notes remain with your team.

Portal Help directs project questions to your business using its configured support contact. Formuley technical support is listed separately for sign-in or portal errors. Configure your business support email so clients can reach the right team.