Reporter Portal
Let reporters and invited people follow a case on your website, exchange messages and share files.
The Reporter Portal is a private area of your website, at your website address followed by /portal, where
people who reported a case can follow it without an account in your workspace. They see what you choose to share and
can write to your team, even when they reported anonymously.
What reporters see
People sign in to the portal in one of two ways:
- Account: an email address and password. Reporters can create a portal account when they report, or when you invite them.
- Case Number: the Case Number and access code shown when they reported. Named reporters can also ask for a sign-in link by email.
They see the case's Public Title and Public summary, the trackers of Public workflows, their messages, and only the records marked Shared with Reporter. They never see internal workflows, notes, comments or other cases.
Never put internal details in the Public Title or Public summary fields: the reporter reads them exactly as you write them.
Message the reporter
Open the case's Portal tab to see Messages with the reporter, as a Chat or a Table. Type in Reply to the reporter, attach files if needed, and send. When the reporter writes back, the assignee and the Case Team are notified, and files they send are added to the case's Files. You need the Message reporter permission.
All messages across your cases are also listed in Case Management → Cases → Portal Messages.
Invite the reporter
The Reporter access card on the Portal tab gives the reporter a way in:
- Invite to portal emails the reporter a sign-in link, for example for a case you recorded yourself.
- Issue new access code replaces a lost code. The new code is shown only once: give it to the reporter right away, through a channel you trust. Their current sessions end.
Share a case with other people
To ask a witness or a lawyer for input, give them their own portal access. You need the Manage portal access permission.
On the case, open Access → Portal Access and select Grant access.
Under Person, choose A party of this Case (it needs an email address) or An email address.
Choose the Scope: Case overview shows the public summary and public statuses; Records only shows just the records you pick.
Choose the Level: View, or Contribute to let them fill in a form or add files. Pick the Records to share and, if you like, when access Expires.
Save. They get an email invitation to sign in or create a portal account.
Each person shows as Invited, Active, Revoked or Expired. Revoke ends their access at once. Portal accounts are listed in Case Management → Case Settings → Portal Accounts, where you can Deactivate account or Reactivate account.
Admins choose how the portal behaves in Case Settings, on the Reporter Portal tab: whether it's on, whether reporters may write on closed cases, whether they're emailed when a public status changes, and whether portal account holders can open new cases themselves.
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