The Portal allows your Virtual Cabinet users (Publishers) to share documents securely online with external recipients such as clients. Portal features must be activated before use and require a pre-registered Portal account.
Activating the Portal
To access: Admin tab, Portal section, Activate Portal.
Enter your Portal login email address and Portal password, along with your company name exactly as registered. Click Activate Portal. The user who completes activation becomes the sole Portal Administrator. If the Portal is already activated, the window will show the current Portal account name highlighted in yellow.
Managing Publishers
Publishers are the Virtual Cabinet users who can publish and retract documents via the Portal.
To access: Admin tab, Portal section, Publishers.
Tick Enable next to a user and enter their Portal email address to make them a Publisher. Click Save and Close. You must be a Portal Administrator and have your Portal password entered at the bottom of the window to make changes.
To remove a Publisher: clear their email address, untick Enable, and Save and Close.
To change a Publisher's email address: clear the address, untick Enable, save and close, then reopen the window, tick Enable again, enter the new address, and save. Note this creates a new Portal account and does not transfer historical publications.
Company Administration
Portal Administrators can manage company-wide Portal settings via Admin tab, Portal section, Company Administration. This includes publishing options (message length, email salutation format), security options (whether message content is included in email notifications), and branding settings (background images, colours, branded portal link & social media links). Branding settings allow different brands to be presented to different recipients if your organisation operates under multiple company names.
Note: The Portal Company name and logo cannot be updated from the client site.
To change either of these, contact the Support team with the following:
- The new company name, exactly as it should be displayed on the Portal.
- A copy of the new logo, in either .JPG or .PNG format — choose .PNG if you need a transparent background. The logo will be resized by the update tool to fit an area of 300x110 pixels.
Portal Contact Integration
Contact Integration allows recipient lists to be populated from an external SQL Server database when publishing documents, rather than typing email addresses manually. Configure via Admin tab, Portal section, Contact Integration. Requires a SQL SELECT statement returning at least an email address, and optionally title, forename, and surname.
Publish Delegation
Allows one Publisher to publish documents on behalf of another. Configure via Admin tab, Portal section, Publish Delegation. Select the Publisher on the left and tick their permitted delegates on the right.
Portal Settings
Controls where inbound documents (such as signed returns) are delivered, whether documents auto-retract after a set period, and the default file naming rule for published documents.
Portal Admin
Portal Admins are the only user who can add/remove portal publishers. Being an Admin user in Virtual Cabinet does not automatically grant Portal Admin access. Portal Admin is a separate permission controlled by the VC Support team. To request Portal Admin access or transfer it to another user, please contact Virtual Cabinet Support.