📍Client portal How-to Guide

How to manage documents and files with clients

This section explains how to share Motion Docs with clients and how both sides can exchange files through tasks.

Share Motion Docs with clients

Steps to share Motion Docs with clients

Motion Docs are not visible to clients by default. You choose which documents to share when setting up or updating client access.

To share a Motion Doc:

1. Open the project and click Share (Share with clients).

2. In the sharing panel, go to the Docs section.

3. Select the Motion Docs you want clients to see.

4. Continue through the sharing flow to confirm your selections.

5. Clients will see the shared docs in the Docs & Files tab of the client portal.

Notes:

• Only the docs you select are visible. Internal-only docs remain hidden.

• You can select multiple docs at once.

• If you enable Automatically share all newly created tasks, documents, and attachments, any new Motion Docs added to the project will become visible to clients automatically.

How to create a task (client side)

Steps to create a task

Clients can create new tasks directly inside the shared project. These tasks become visible to your Motion partner and appear alongside other project work.

To create a new task:

1. Open the client portal and navigate to the shared project.

2. In the top-right corner, click Add.

3. Select Task from the dropdown menu.

4. Enter the task title and optional description.

5. Add a deadline or leave comments as needed.

6. Click Save to add the task to the project.

Upload files to shared tasks (client workflow)

Steps to upload files to shared tasks

Clients can upload files directly to tasks you’ve shared:

1. Open the task in the client portal.

2. Go to files

3. Click on the + button

4. Select a file from the device.

Supported formats include:

• PDFs

• Spreadsheets (.csv, .xlsx)

• Documents (.docx, .txt)

• Images (.jpeg, .png)

Uploaded files appear instantly for your team inside the task.

Upload files to tasks (internal team workflow)

Steps to upload files to tasks

Your team can also upload files to the same tasks:

1. Open the task in Motion.

2. Add files through the Files section.

Clients will see these files in the portal and can download or preview them (when supported).

How to navigate through the portal (client side)

Open the project from your invite

Once you open the client portal from your email invite or share link, you’ll see a focused view of a single project. The portal is organized into a few main areas that help you understand the work, open tasks, and access shared documents.

1. Open the email you received from Motion.

2. Click the link to open the shared project in your browser.

3. The client portal will load with the project name at the top of the page.

If your access has been revoked or the link has expired, you’ll see an error instead of the project.

Understand the main layout

When the project opens, you’ll typically see:

• Project header – Shows the project name and basic information.

• Task list – A list of tasks that have been shared with you.

• Tabs or sections – For example, a Docs & Files area where shared documents and attachments live.

You only see items your Motion partner has chosen to share with you. Internal tasks, fields, and other projects are hidden.

Browse and open tasks

To view your work:

1. Scroll through the task list to see the tasks shared with you.

2. Tasks assigned to you will be clearly visible in the list.

3. Click a task to open its task modal.

Inside the task modal, you can:

• Read the task title and description.

• See the due date.

• View any attached files.

• Read and write comments in the activity area.

You can close the task modal at any time to return to the task list.

View docs and files

If your Motion partner has shared documents or files:

1. Open the Docs & Files section in the portal.

2. Browse the list of shared Motion Docs and attachments.

3. Click an item to open or download it, depending on the file type.

Only the docs and files explicitly shared with you will appear here. Internal documents will not be shown.

Steps to check comments and updates

For each task you open:

• Use the Activity or Comments area to see updates from the team.

• You can post replies to ask questions, confirm work, or provide status.

• Any changes you make (such as comments or file uploads) are visible to the project team.

Notes:

• The task will appear immediately for both you and the project team.

• You cannot assign the task to someone else; tasks you create will either remain unassigned or be assigned by the Motion user later.

• Internal fields (priority, status, stage, labels, custom fields) are not available to clients.