Understanding Automated Portal Reminders and Statuses
Understanding Automated Portal Reminders and Portal Statuses
The portal is designed to automatically "chase" end-users via email to ensure your requests are completed quickly. Here is a breakdown of when those emails are triggered and how you can control them.
When are automatic emails sent?
New Portals: Once a portal is created, the first reminder email is sent automatically after 15 minutes.
Updates & Rejections: If you add a new item or reject an existing one, the Portal Stage reverts to "In Progress." A follow-up email will then be sent to the user after 15 minutes.
Managing Multiple Updates
To avoid "spamming" your end-users with multiple emails while you work, the system waits 15 minutes before sending a notification.
Pro-Tip: If you have several items to add or reject, try to finish all your changes within a 15-minute window. This ensures the user receives just one consolidated email rather than a separate notification for every single change.
How to Manually Change the Reminder Time
If you want to delay a reminder or send one sooner, you can override the automated schedule:
Locate the Portal Widget Header.
Find the section labelled "Next Portal Chase:"
Click the three vertical dots (menu icon).
Select your preferred "Chase in" time period (for example: "Chase now", "Chase in 1 Hour", "Chase in 3 Months").
How the Portal Status Works
Portals that are "Awaiting Review", "On Hold", "Complete", or "Cancelled" cannot be chased.
When an end-user uploads a document, completes a form, or answers a question, the item status will change to "Pending Review".
When an end-user accepts a "Confirmation" or completes a "Zoho Sign Request", the item's status changes to "Completed".
When all end-user tasks have been completed (e.g. there are no "Requested" or "Rejected" items remaining on the portal), the Portal Status will automatically update:
If there are "Pending Review" items, the Portal Status will change to "Awaiting Review", meaning the ball is now in your court to review the items.
If there are no "Pending Review" items (e.g. only "Completed" or "Cancelled" items remain on the Portal), the Portal Status will change to "Complete".