Documentation Clients
Detailed guide

Clients

The operational workflow for creating, validating, and maintaining customer account records that all downstream project and billing work depends on.

Clients is the account source of truth for the workspace. It anchors project ownership, commercial traceability, and contact reliability so delivery and finance workflows start from the correct customer context.

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Quick summary Step by step Guardrails Troubleshooting Related workflows

Quick summary

  • Search by name variants first before creating a record so history is not split across duplicates.
  • Open client detail to validate account context before creating projects, estimates, or invoices.
  • Correct stale contact or company data proactively to reduce downstream document and communication failures.
  • Standardize client naming and ownership rules so reporting and portfolio review stay reliable.
  • Manage company-wide sharing with the Client Portal Access card when onboarding or removing portal recipients.

Put it into practice

  1. Start with duplicate prevention: search by full name, abbreviations, and known variants before creating anything. Confirm pagination and filters are not hiding an existing account.

    InteractionsClients page: use search first, then clear filters and scan additional pages if needed.

  2. If no valid record exists, open New Client and capture clean identity data. Prioritize legal/company name and primary contact details so future work references the correct account.

    InteractionsClients page: click New Client and complete required identity and contact fields.
    Open workflow: Create Client

  3. After saving, re-open the client from the table and verify the record appears exactly as intended. Correct spelling or structural issues immediately before other teams start using it.

    InteractionsClients table: open the newly created row and validate visible account fields.
    Open workflow: Client Detail

  4. When a record already exists but data is stale, use Edit Client to update only the fields that are truly outdated. Keep account identity stable unless there is a confirmed legal/name change.

    InteractionsClient Detail or Clients table actions: open Edit Client and update the minimal necessary fields.
    Open workflow: Edit Client

  5. Validate linked delivery context before creating new work. Check existing projects or account history to avoid opening parallel projects under the wrong client identity.

    InteractionsClient Detail: review linked projects and account context before proceeding to project creation.
    Open workflow: Create Project

  6. Finish with a consistency check across naming, contacts, and ownership conventions. The final client record should be easy for anyone in the workspace to find and trust.

    InteractionsClients index and Client Detail: re-check searchable name, key contacts, and visible metadata for consistency.

  7. Configure company-wide sharing from Client Portal Access when a recipient should see all current and future quotes and invoices for this client account.

    InteractionsClient Detail: open Client Portal Access, enter Client email, click Add To Client Allowed List, then verify Full access granted to entries.
    Open workflow: Client Portal

What to review

Page header and account context

Confirms you are in customer master data and not project execution, reducing accidental edits in the wrong area.

New Client action

Starts client onboarding and should be used only after duplicate checks are complete.

See guide: Create Client

Search and filter controls

Use these first to locate an existing account and avoid creating fragmented duplicates.

Sortable client table

Each row is an account decision point: verify naming, key contacts, and linked work before opening or editing.

Pagination and row-count controls

Prevent false missing-record assumptions when the full client list spans multiple pages.

Client detail entry point

Opens full account context so linked projects and commercial history can be reviewed before changes are made.

See guide: Client Detail

Client Portal Access card

The Client Portal Access card grants company-wide sharing with Add To Client Allowed List, shows Full access granted to entries, and removes access with the x action.

See guide: Client Portal

Guardrails

  • Client identity and contact data should be complete and unambiguous before linking projects or issuing commercial records.
  • Naming consistency matters for reporting; small spelling variance can create false portfolio fragmentation.
  • Updates should preserve traceability by changing only incorrect fields rather than rewriting account history unnecessarily.
  • View rights can differ from create/edit rights, so some users may inspect accounts without being able to correct them.
  • Role controls may limit access to client maintenance actions even when related project pages are visible.

If it starts drifting

  • If a client seems missing, clear filters, search alternate spellings, and check pagination before creating a replacement.
  • If duplicate records are discovered, stop creating new projects until ownership of the canonical record is agreed.
  • If users cannot edit client data, verify role permissions before assuming the form is broken.
  • If downstream records appear under the wrong account, audit recent client edits and project assignments together before bulk fixes.