How to Share and Manage Documents via Client Portal and CRM?

Overview

This guide explains how CRM users share documents with contacts and how contacts upload files back through the Client Portal. You’ll learn where to find these tools and how to manage shared and received files efficiently.

Prerequisites This feature will only be available to contacts who are client portal users.

1. 1Centralized Files: All documents and uploads are managed in one place for clear visibility.
2. 2Seamless Collaboration: Streamlines file exchange between CRM users and clients without external tools.
3. 3Enhanced Control: Users and contacts can manage, preview, and revoke access with a click.

How To Share and Manage Documents?

1. 1Accessing Document Tools
2. 2Sharing Documents from CRM

In the Documents tab, find the file you want to share or add a new file.

1. 1Adding a new document

Click on the + Add icon to add a new document.

Click on the toggle if you also want to share the document directly on the client portal, you can share it later on as well.

The shared document has a shared chip attached to it, means it was shared with the contact on the client portal.

1. 1Sharing an existing document

Click on the 3 Dots > Share to Client Portal > Share.

Now the document is shared with the contact on the client Portal.

Use the Share toggle to On (grant access) or Off (revoke access).

Shared files appear instantly in the contact’s portal under Shared Documents.

1. 1Client Uploads to CRM

After upload, the file appears in CRM under Documents > Received > Client Portal.

1. 1Previewing & Downloading

Previewing and Downloading in CRM.

Previewing and Downloading in Client Portal.

1. 1Deleting & Revoking Access

• CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.

Related Resources

Before you begin

“How to Share and Manage Documents via Client Portal and CRM?” is part of the Contacts → All Contacts area in Adaptive AI. Create and manage complete contact records. Contact, opportunity, pipeline, field, tag, follower, and task changes should preserve clean ownership and reporting. Validate with a test record before applying the same behavior broadly. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Define the field, owner, pipeline stage, task, tag, or relationship being changed and how the team will use it afterward.
• Check for existing fields, tags, pipelines, duplicate records, and automations that may already represent the same information.
• Use a clearly labeled test contact or opportunity with enough sample data to exercise filters, assignments, and merge values.
• Confirm field type, allowed values, date format, ownership rules, and required permissions before importing or automating updates.
• Identify reports, smart lists, workflows, forms, and integrations that depend on the record property you are changing.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Make the change on the test record and confirm the saved value, owner, stage, follower, task, tag, or attachment is correct.
2. 2Refresh the record and verify the result appears in list, board, filter, search, and reporting views where expected.
3. 3Trigger any dependent workflow or notification and confirm it uses the updated value without creating duplicates.
4. 4Check permissions with a non-admin test user when the information should be visible or editable by a specific role.
5. 5Reverse or archive the test change and confirm the operational process handles that lifecycle cleanly.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Confirm the record is in the correct business, pipeline, smart list, or object before assuming the update failed.
• Check field type, date format, required values, duplicate rules, and ownership permissions when a save is rejected.
• Review filters and board settings when a correct record exists but is hidden from the current view.
• Inspect workflow history and integration mappings if the value changes back or a duplicate record appears after saving.
• Test the smallest single-record change first before using bulk actions, imports, or automation across the database.

Best practices

• Give fields, pipelines, stages, tags, and tasks names that describe one clear business meaning.
• Avoid storing the same fact in multiple fields unless a documented integration requires it.
• Limit bulk edits and deletion permissions, export a backup before major imports, and document the intended rollback path.
• Use ownership and follower rules consistently so assignments remain useful for accountability and reporting.
• Audit stale tags, unused fields, duplicate records, overdue tasks, and stalled opportunities on a regular schedule.