Tell them what’s going on. And get an answer.
News for everyone, an announcement to selected clients, an approval from exactly one — from the same system, under your brand. And the answer lands on the client record instead of in an inbox.
Announcements and approvals are part of Base. News and newsletter come with the Communication package.
Your team writes
New opening hours from November
From 3 November we are here for you Monday to Thursday until 6 pm …
Your clients get
In the portal
News
New opening hours from November
On the phone
Miller Brokers
New opening hours from November
By email
New opening hours from November
Miller Brokers
Unsubscribe from news
The problem
The pain points we hear most often in customer conversations about this area:
- The newsletter runs on a separate tool with its own address list that never quite matches your client base.
- “We are closed over the holidays” goes out as a mass email — and nobody knows who read it.
- “Please approve the concept” — the reply then sits in some inbox, often without a reason.
- A “looks fine” by email can hardly be tied to a version later.
How Portenia solves it
Our take on this area — editor, platform and everyday practice combined:
News in the portal
Posts with a cover image and formatted text, prepared as a draft and published with one click — for all clients or a selection, for one portal or all. In the portal and the app they appear as a list; on first publication your clients get a notice.
A newsletter without a second tool
On publishing, optionally by email too — only to clients who subscribed to the news in the portal, and each post only once. Beforehand you see the number of recipients, afterwards the number of emails sent.
Unsubscribe in one click
Every email carries a personal unsubscribe link that works without signing in. In the portal the subscription can be switched back on at any time. You see how many of your portal users subscribed.
Announcements to all or a selection
Holiday closure, a new contact person, an outage: an announcement to all clients or to selected ones. It appears in the portal notifications, as a push on the phone and — if you want — by email.
Approvals that count
Concept, draft, plan: you request approval on the client page, with a document and deadline if you like. The client gets an email and decides in the portal or the app. Rejecting requires a reason.
Final and provable
A decision cannot be reversed afterwards — the approval stays on record with person, time and reason. You can withdraw a request only while it is still open.
Who may do what
Designers can write drafts; publishing and sending announcements is for owners and admins. Your clients switch push and email on or off per occasion themselves.
Preview
Recreated from the product — this is what your team’s day looks like.
News and newsletter in one place
You see how many portal users subscribed, how many recipients a post would reach and how many emails went out. Every email carries a personal unsubscribe link.
Subscribed
84
Portal users
132
Posts
3
New opening hours from November
Newsletter sent to 84
What changes in car insurance in 2027
portal only
Annual review checklist
All clients · Business portal
Email to your clients
Miller Brokers
New opening hours from November
Dear Ms Miller,
from 3 November we are here for you Monday to Thursday until 6 pm.
Read on in the portalYou receive this email because you subscribed to the news in the portal.
Unsubscribe from news
Announcements to everyone — or exactly the right ones
Pick clients, write the text, send. The announcement appears in the portal notifications, arrives as a push on the phone and by email if you like.
Closed from 23 Dec to 2 Jan
For urgent matters you can reach our emergency service …
- Miller Construction Ltd3 users
- Kraus & Sons2 users
- Weber Building Services1 user
- Lang Bakery2 users
09:41
Tuesday, 7 October
Closed from 23 Dec to 2 Jan
For urgent matters you can reach …
Approve or reject — with a reason
The approval request appears in the portal and the app, with a document and deadline if you like. The server does not accept a “no” without a reason.
Your tasks
Facade design, option B
Please check colour and window layout.
Facade_Option_B.pdfWhat speaks against it? (required)
Window frames in anthracite, please, as discussed.
The client record shows who decided what, and when
Approved, rejected or open — with person, time and reason. A decision cannot be reversed; open requests can be withdrawn.
- Open
Construction schedule October
Due 14 Oct · requested by Anna Kraus
Withdraw
- KMRejected
Facade design, option B
Klaus Miller · 6 Oct, 16:12
Window frames in anthracite, please, as discussed.
- KMApproved
Quote roof insulation
Klaus Miller · 2 Oct, 08:47
What it looks like in practice
Three steps from setup to everyday use.
- 1
1. Write
Create a post, an announcement or an approval request and pick the recipients — all clients or a selection.
- 2
2. Send
Publish, optionally as a newsletter. Announcements go straight to the portal, the phone and by email.
- 3
3. The answer on the client
Approvals and rejections with their reason sit on the client page — visible to everyone on the team, in the app too.
Related features
When it has to be a signature
An approval is a decision in the portal. For mandates and sign-offs there is the advanced electronic signature with a seal inside the PDF.
Go to page
Direct chat
For follow-up questions on an announcement or approval: the chat on the case, with attachments and history.
Go to page
See Portenia in action.
We are starting out with our first customers. Sign up or talk to our sales team — we will get back to you.