Changes via the portal

Parties with portal access can keep their information up to date themselves. This happens under your control: editing requires a permission you grant, and every change a party makes is tracked and routed into a review.

What a party does in the portal

The kind of things that come in through the portal, in practice:

What the party does	What it means for you
Sending a message through the message center, optionally tagged to a document, a seal or a CGA license condition.	The message lands on the Contact client tab and the account manager is notified by email. You reply from there. See Emailing your client.
Uploading a new passport or another expired document.	The document arrives in the file and has to be verified again in a review.
Correcting their own details: address, contact details, employment, PEP answers.	The old and new values are recorded and the change is routed into a review.
Changing the ownership structure: a shareholder added or removed, percentages adjusted.	This is a UBO change: after the portal-change review, run a UBO change review so management signs off on the new ownership.
Uploading CGA documents in the dropbox on the CGA license page.	The documents appear on the client’s CGA license tab.

All of this requires the party to have the Update information permission, except sending messages and the CGA dropbox.

Portal permissions

Each portal party has its own permissions, managed from the party list on the client’s Information tab (the portal permissions action):

Permission	What it controls
Personal information	Whether the party sees their own submitted information. Always on, for every portal party.
Company information	Whether the party sees the client company’s information. On by default for the point of contact.
License details	Whether the party sees the CGA license details. On by default for the point of contact.
Update information	Whether the party may edit their information. Without it, the portal is view-only.

The “Request permission” flow

A party without update permission sees a Request permission button in their portal. From there:

1. The party sends the request: a pre-filled message (“I would like to request permission to update my information”) through the message center.

2. The account manager receives the request by email, with a button that opens the client’s Information tab and brings up the portal permissions dialog for that party.

3. Tick Update information and save. The party can now edit.

Pressing Unlock on a portal party in the party list does the same thing: for portal parties, unlocking means granting the update permission.

How the party edits

With update permission, the party gets an Update information button in their portal. Form sections are saved with Save changes (after a confirmation); when they’re done, they finish with Lock information, signing again.

Permission stays until you revoke it

Saving or locking does not switch the update permission off. When the changes are complete, untick Update information in the portal permissions dialog to make the portal view-only again.

Every change is routed into a review

Every save a party makes in the portal (information, documents, structure) is recorded with old and new values in the client’s Audit trail (and in the party’s own portal history), and automatically triggers the review mechanism:

• Is there no open review? The system creates one with reason Portal change, pre-filled from the previous review, adds a check for the changed party, and emails the account managers with a link to it.
• Is there an open review? The changed party is added to it as a check if needed.

A portal change can reset a running review

If the open review was already with compliance (Pending compliance) or awaiting management (Pending approval), a portal change resets it to In progress: the changed information has to be verified again before the review can continue. The client’s status moves back accordingly.

The portal-change review itself needs no management approval: the account manager verifies the change, compliance completes the review. If the party changed the ownership structure, follow up with a UBO change review afterwards so management signs off on the new ownership.