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Getting started 103: client portal and adding client users

Now that you’ve set up your account, it’s time to start inviting your clients to ShareFile. When you invite clients, you grant them access to a dedicated client portal. In this article, we’ll cover what your client will see inside the client portal. Plus, we cover the three methods of adding client users.

March 20, 2024


Client portal


The client portal is a secure online platform or web application that is designed to facilitate communication, collaboration, and information exchange between your company and your clients. It serves as a central hub where your clients can ask questions, sign documents, submit files, and so much more. 



Client portal environment


The client portal is designed to mirror the look of the main account interface. Similar to employee users, when client users log into the portal, they can access the dashboard, the left-hand navigation, and personal settings. 


Clients will only be able to view and interact with files or folders that you have shared with them.



Creating a client user


The benefit of ShareFile is that it adapts to your style of working. There are three ways to create a client user, as outlined in the next section. Client users are added to a shared address book visible to all employees within the company. 


ShareFile requires three pieces of information to create a client entry: First name, last name, and email.


If your account admin has enabled two-factor authentication, a phone number may also be needed for the client to verify their identity.



Create a client user by adding clients to a folder


When you share a folder or file, you have the option to “Send to specific people.” This is the first way to create one or more client users. 


Using this option, enter your client’s email address. Select the level of permissions you want to grant them for accessing the files within the folder.


  • View will let them see everything in a folder.


  • Download will let them download a copy of anything in the folder.


  • Upload will let them add files to the folder.


  • Delete will let them remove files from the folder.


  • Admin will let them remove files from the folder.


Before you hit “Send,” check to see if the box “Notify added users” is selected. This triggers an email from ShareFile inviting clients to activate their accounts and set up their passwords. 


To set up their account, the client will be asked for three pieces of information: First name, last name, and email. 


When the client has finished activating their account, they will be added to your list of client users. You can further edit the client’s information by searching their name or email in “People.” 



Important: This way of creating a client account does not work when you share an anonymous file link. 



Create a client user from “People”


You can manually add one or more clients through “People.” Locate “People” from the navigation and select “Add Client.” You will be asked for three pieces of information: First name, last name, and email address.


Before continuing to the next step, you will also have the option to assign the client to a folder, add them to a distribution group, or copy folder access from an existing user. 


After clicking "Create & Continue," you have the option to send a welcome email to your client. This email contains all the necessary information clients need to activate their accounts and set up their passwords. You can opt to send this email later. Do this through "People" by selecting "Resend Welcome Emails."


If two-factor authentication is enabled for client users, your clients will be prompted to enter their phone number during the authentication process.



Create a client user through a shared link


When a client user enters their name and email address to access a document link that you’ve shared, they will be recorded in ShareFile as a client. However, they will not have an official account. You will need to finish setting up the account for the client through “People.” Select “Browse clients,” search for the client’s name or email address, and complete all the necessary fields. 



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