WEB-023 · SYNTHETIC CLIENT PORTAL SCREEN EXAMPLE

A clearer exchange with your client

One request, from draft to a clear next step. All companies, records and rules below are invented.

Static illustration only. Nothing here signs you in, accepts a file, saves data or enforces permissions. The checks below describe what a real portal would need to do. They are not completed security or system tests.

What the client would see

View: Client A · Named contact · Request P104. This person may submit and correct requests for Client A only.

01 · Draft

Prepare a review request

Project: Delivery plan
Question: Please review the proposed handover dates.
Preferred date: 12 October 2026 · not yet agreed
Required attachment: Delivery plan · no file received

File not received

The upload failed. Keep the entered details and draft; offer another attempt. Do not show a successful submission.

Proposed action: try the attachment again

02 · Received

The team has the request

Request: P104 · Client A
Attachment: delivery-plan-v1.pdf · received
Status: Received · awaiting coordinator review
Owner: Account coordinator
Last updated: 2 October 2026, 14:20 UTC

Next step: coordinator review

Receipt confirms the request and file arrived. It does not approve the requested date or the content.

Proposed action: send a correction for review

Who can submit, see, change and download?

Client A · Named contact

Submit Client A requests and required files. See their own drafts and Client A's submitted requests, current status and released responses. Edit their own drafts; submit later corrections as a new version. Download released responses. Cannot set the team's decision or see internal notes.

Client A · Read-only colleague

See Client A's submitted requests, current status and released responses; download released responses. Cannot see drafts, submit, correct, invite others or change status.

Account coordinator · Assigned to Client A

Invite approved contacts, view drafts, review submitted requests and corrections, publish client-visible status and release responses for Client A. Internal notes remain internal. Access to another client requires a separate assignment.

Client B · Any contact

Has no access to Client A requests, files or responses, including by a copied record or download link.

Keep progress understandable

Invitation

A current invitation grants access only to the named contact, company and assigned role. An expired or already-used invitation grants no new access. Forwarding it must not give someone else access. The coordinator verifies the contact before sending a replacement.

Correction

After receipt, changing the preferred date creates version 2 for review. Version 1 stays in the history. The coordinator identifies the accepted version. Any later correction needs a new review.

Notification

When status changes, show the confirmed update in the portal. If the notification email fails, keep that status and flag the failed email for the coordinator. Do not mark the email delivered.

Released response

Only the response version released for this client appears for download. Withdrawn or internal files must not remain accessible through an old link.

Checks before a real pilot

For each check, record the actual result, reviewer and any fix in your project notes. These are expected behaviors only.

Complete request
Client A's contact submits the required fields and a received plan file.
One received request P104, visible to Client A's permitted users and assigned coordinator. Date remains unconfirmed.
Failed upload
The required file does not arrive.
P104 stays a draft. No receipt is shown. Entered text remains available and the file can be tried again.
Uncertain submission
The connection drops after Submit and the outcome is unknown.
Show that confirmation is pending. Before resending, the portal must check whether P104 was received, so it does not create a second request.
Valid, expired, used or forwarded invite
Try a current invitation as its named contact, then an expired or already-used invitation, then one forwarded to another person.
Only the valid named contact receives the assigned company and role. The other attempts grant no new access. The coordinator verifies the contact before issuing a replacement.
Read-only role
The colleague attempts to submit or change a request.
The colleague cannot submit or change the request, even without using the portal's buttons. They cannot view drafts. Submitted requests and released-response downloads remain available.
Wrong company or removed access
Client B opens a copied Client A record/file link; a removed Client A contact retries an old link.
The person cannot view, change or download the records or files, even through an old or copied link. Hiding the buttons alone is not enough.
Correction after receipt
The contact changes the preferred date on P104.
New version awaits review; the previous version remains. No automatic acceptance of the new date.
Status email fails
Coordinator sets “Needs clarification”; notification delivery fails.
Portal shows the new status and required clarification. Coordinator sees the failed notification; email is not recorded as delivered.
Response released or withdrawn
Coordinator releases a response for Client A, then withdraws it.
Permitted Client A users can download only the currently released response. Old links to withdrawn files stop returning the file.